How you close, a business letter is important. Your closing of the letter should leave the reader with a positive impression on both you and the letter you wrote. It is important to use an appropriate, respectful and professional word or phrase when closing your letter.

Most of the official letter closure options are reserved, but note that there is a degree of warmth and familiarity among the options. Your relationship with the person you write will be determined by what you choose.

Read below to find out some of the most common closure options available, and get help figuring out which ones are suitable for correspondence.

Examples of closing a letter

Below are closing letters suitable for business and employment related letters. Below is information on when to use each one.

Sincerely, Sincerely, Sincerely, Yours sincerely - These are the simplest and most useful letter closures to use in a formal business setting.

They work in almost all cases and are great ways to close a cover letter or request.

Best regards, sincerely and with respect “These letter closures fill the need for something a little more personal. They are suitable if you have some information about the person you are writing to. You may have emailed multiple times, met face-to-face or by phone, or met at an online event.

Warmth, best wishes and appreciation - These letter closures are also suitable if you have some knowledge or connection with the person you are writing to. Since they can relate to the content of the letter, they can cover the point of the letter. Only use them if they make sense with the content of your letter.

Other examples of closing a letter

When you finish your letter, be sure to choose a closing letter that matches the subject of your letter, as well as your personal situation and relationship with the person you are writing. Here are some examples to choose from.

Cordially,

Respectfully,

In gratitude,

In sympathy,
Respectfully,

Kind thanks
Good wishes,
Many thanks,

Respectfully,

Respectfully,
Respectfully,
Respectfully,

Yours sincerely,
Thank,

Thank,
Thanks for your help on this issue,
Thank you for your attention,
Thanks for your recommendation,
Thank you for your time,
Respectfully,

Warm regards,
Warmly,
With thanks,
With deepest sympathy,
With thanks,
With sincere gratitude
With sympathy,
Your help is greatly appreciated,

Your heart
Respectfully,
Yours sincerely,
Respectfully,
Capitalization

The heading of the first word of your closure. If your closure is more than one word, write down the first word and use lowercase for other words.

Closing emails to avoid

There are certain closings that you want to avoid in any business letter. Most of them are just too informal. The following are examples of closures to avoid:

Greetings,
Love,
Take care
XOXO,
They are too informal, and some (like Love and XOXO) imply a level of intimacy that is inappropriate for a business letter.

Avoid outlets that are more appropriate for messaging friends or family.

Your signature

Please include your signature under the closing of your letter. If it is a physical letter, first sign your name in the pen and then enter your typed signature below.

If it's an email, just include your typed signature below your submission.

It is also important to include your contact information in your letter. If it's a physical letter, your contact information will be at the top of the letter. However, if this is a letter, please include this information under your typed signature. This will make it easy for the recipient to respond to you.

How to format the end of an email

Once you've selected a word or phrase to use as your submission, follow it with a comma, space, and then include your signature.

If you are sending a hardcopy letter, leave four lines of space between the closing and the name you entered. Use this space to write your name in the pen.

If you are sending an email, leave one space between the free close and your typed signature. Please include your contact information right below your typed signature.

Letter letter

(space)
Respectfully,
(space)
Handwritten signature
(for mailing) (space)
Typical signature\u003e Letter with letter
(space)

Respectfully,
(space)
Typical signature
Contact information (by email)
Sample letters and writing tips
Sample letters

Sample email messages

Samples of professional e-mail messages. Use these templates to format your professional email messages.
Business letters

How to write business letters, general format of business letters and templates, and examples of business letters related to employment.

English culture is unthinkable without the art of writing. For centuries, English ladies and gentlemen have exchanged exquisite messages, written in accordance with strict etiquette - he determined what to write, when and why, in what terms, at what time of day, and on what paper. Letters played, and still play, a crucial role in people's lives: they make people laugh, surprise, intrigue, fall in love, hurt to death and fill them with happiness.

7 basic types of informal letters

In a personal letter, you can

1. Appeal: by first name, last name or using the words “ Sir/Madam”:

2. Introductory sentence... This is where you explain the purpose of your letter. This can be a complaint, consent or refusal to accept the invitation, a response to the letter received.

3. The main body of the letter: one or two paragraphs covering the topic.

4. Final paragraph in one or two sentences. Summarize what you have written and express your willingness to continue the correspondence. You can also thank the addressee in advance for a favor or prompt response.

5. Final wording:

6. Date and signature (not necessary).

What to look for

• The informal letter allows you to apply expressions from different styles, both business and informal, depending on the situation. You can even use colloquial language, slang, acronyms and acronyms. Just do not overdo it with vernacular, so that your letter does not look cheeky, impolite. Some expressions in colloquial speech sound acceptable, but inappropriate in the letter, even if the letter is unofficial.
• Idioms and colloquial expressions enrich the language of your letter - feel free to use them.
• Observe the structure of the letter, do not overload sentences with complex structures, and develop your thought consistently.
• It is customary to leave a blank line between paragraphs for visual convenience. For the same reason, it is advised to start each paragraph with a small indent at the beginning of the first line if you are writing by hand.
• Use the time when you want to talk about your expectations (“ I am looking forward to hearing from you ...”-“ I look forward to your reply ... ”) or the purpose of your letter (“ I am writing to you on behalf of / with regard to ...”-“ I am writing to you at the request / occasion ... ”). Use or if reporting news or describing recent events.
• Try break the main body of the letter into at least two or three paragraphs instead of trying to fit everything you have to say in one big paragraph. Information is perceived much better, being divided into logical parts.
• You can end the letter with a question to the addressee to initiate the continuation of the correspondence. This will show that you are interested in communication and are waiting for his response - and this will be the logical conclusion of the letter.

1. Letter of invitation

There are informal, semi-formal and. Such a letter should contain additional information about the event (address, date and time, dress code of the event) and, if necessary, clear instructions on how to get to the venue.

Introductory phrase:

Final phrase:

We would be grateful if you could ...	We will be grateful if you can ...
Please indicate whether you would be able to attend ...	Please let me know if you can attend ...
I hope you can make it ...	Hope to see you ...
Hope you can come.	Hope you can come.
Looking forward to seeing you at ...	Looking forward to our meeting…
Please let me know if you can come.	Please advise if you can come.

2. Letter of acceptance of the invitation

It can be informal, semi-formal and business. Contains clear and unambiguous consent to attend the event.

Introductory phrase:

Final phrase:

We await the event with great anticipation.	We are looking forward to this event.
I will be looking forward to the party. See you then.	I will look forward to the party. See you later.
We are really looking forward to your party.	We look forward to your appointment *.

* Stylistically, in this case, the definition of "party" is more suitable for translating the word party than "party", since the construction of the phrase is rather formal and it is most likely an official and semi-official reception.

3. Letter of rejection of the invitation

It can be informal, semi-formal and business. Refuses to accept the invitation.

Introductory phrase:

Final phrase:

I am sorry to miss the opportunity of greeting you in person.	I am sorry that I am missing the opportunity to congratulate you personally.
Thank you again for the invitation.	Thanks again for the invitation.
I hope we will have another opportunity to meet / celebrate ...	Hopefully we still have the opportunity to meet / celebrate.
I am really sorry I will have to miss it.	I'm really sorry I couldn't attend.
I'm sure we can get together some other time.	I am sure we can get together another time.

4. Letter of apology

There are also business and informal. The letter should contain an apology and an explanation of why someone was inconvenienced or why obligations or promises cannot be fulfilled.

Introductory phrase:

Final phrase:

Once again, my sincerest apologies for ...	Once again, I offer you my sincere apologies for ...
I hope you understand.	I hope you understand me.
I hope my apologies will be accepted ...	I hope my apology will be accepted ...
I know there is no excuse good enough for ... and I just hope you can forgive and understand me.	I know that all my apologies are not enough for ... and I just hope that you can forgive and understand me.

5. Letter with a response to the advertising proposal

It can be business and semi-formal.

Usually contains a request for additional information or a request for clarification and completion of information received earlier.

Introductory phrase:

Final phrase:

​

"Yes" and "no" personal letter

These rules must be followed:

• As informal as your letter is, always be polite.
• From the beginning, state the purpose of the letter.
• Use adverbs and conjunctions to link your thoughts in a logical chain: then (then), later (later), but (but), at the same time (in the same time), finally (finally).
• Start a new thought on a new line: text without paragraphs is difficult to read.
• Be restrained in expressing emotions, especially in semi-formal letters (complaint, congratulations, invitations, etc.).

And this should be avoided:

• Do not overuse exclamation marks, even if you are writing to a friend or close family member.
• Do not forget about the introductory and closing phrases - if the letter has a well-defined logical structure, it is easier to read and understand.
• Do not jump from thought to thought, do not write haphazardly. Thoughts should be lined up in a logical sequence.
• Do not use long ones with many secondary members and. The purpose of the letter, including informal one, is to convey your thoughts to the addressee from the first time, and not force him to reread every sentence in order to understand the meaning of the message.

Now that you are familiar with the basic rules for writing informal letters, we offer you a rather interesting example of informal writing in English. Such letters have become a real flash mob of the English-speaking Internet: they are written by actors, singers, famous bloggers. Write to yourself such a letter and you: this is a great way to turn to your inner self (albeit a sixteen-year-old) and take stock of a certain period of your life:

Letter to my 16-Year-Old-Self I know it is hard for you to believe that you could ever receive a letter from the future, but this has become a reality; though your calendar shows that it’s 1996, for me it is already 2013. It is almost dawn, and in a couple of hours I will have to get up (if I even go to bed) and go to work. But don’t worry, work is interesting, and I am fully satisfied with it. Why am I saying “don’t worry?” Well, because I am you; I am a 33-year-old Steve writing a letter to myself, when I was just 16.	Letter 16 year old myself Dear Steve! I know you find it hard to believe that you are holding a letter from the future in your hands, but this is reality: although your calendar is 1996, 2013 has already come for me. It's almost dawn, and in a couple of hours I have to get up (if I go to bed at all) and go to work. But don't worry, my job is interesting and I am completely satisfied with it. Why do I say "don't worry"? Because I am you; I'm a 33 year old Steve who is writing a letter to myself to a 16 year old.
I've got so many things to tell you, and so many details of my life, both happy and sad. But I think I would have to write a book to describe it all; so I will just focus on what is important for you in those difficult times you will have in 1996.	I want to tell you so many things, so many stories from my life, both happy and sad ... But I think I would have to publish a book to describe them all, so I will focus only on what is important for you in 1996 , in not the easiest times for you.
You don’t need to be that devastated by what Sally did to you. I know it hurts, it is unfair, and nothing seems to be the same anymore, but just try not to do anything stupid only to decrease pain, because you will only hurt some nice people for no reason. Anyways, your grief will vanish without a trace in a month or so. Here is one little tip for you: on September 16, at 2pm, go to a bus station near your school. Just ask a girl standing there with Whitman's Leaves of Grass in her hands something about poetry. This simple act of curiosity will change your entire life, I promise.	Don't be so overwhelmed by what Sally did. I know you are in pain, you were treated unfairly, and it seems to you that it will not be the same as before. Just try not to do something stupid just to numb the pain, because doing so will harm good people for no reason. And your grief will pass without a trace in about a month. Here's a little tip: on September 16 at 2:00 pm, go to the bus stop near the school. Ask the girl who will be standing there with Whitman's Leaves of Grass something about poetry. This simple act of curiosity will change your whole life, I promise.
Listen to yourself, to your own wishes and beliefs. I know it sounds unoriginal, but it works. Now you feel oppressed by the expectations of your parents, relatives, friends, and society. It may be hard to step over your parents ’wishes on your account. But it is just how everything goes: it’s you or everybody else. You have only two options: either spend your entire life doing not exactly what you wanted and trying to please people around you; or you can do something for yourself, live a happier life, and make others adapt to your decisions. By the way, don’t worry: you will make the right decision. Thank you for that.	Listen to yourself, your desires and beliefs. I know it sounds corny, but it will work. Now you are under pressure from the expectations of your parents, relatives, friends and society. You may find it difficult to transcend your parents' wishes for yourself. But this is life: either you or the others. You have only two options: either spend the rest of your life doing not what you want and trying to please others, or do something for yourself, live happily and leave it to others to adapt to your decisions. By the way, don't worry: you will make the right choice. Thank you for that.
And, in a nutshell, just a couple more tips. Don’t start smoking cigarettes. I know (believe me) you think that smoking cigarettes looks cool and rebellious, but the truth is that tobacco will turn you into a walking ruin even before you reach 30. Don’t drive so fast on May 11, 2003; learning how to walk and using help when going to bathrooms is reasonable only in childhood, but not when you are 23. Boldly accept that weird job offer in 2006 despite all your doubts; it will help you keep afloat when everyone around you will be losing their jobs two years later. Finally — just stay as positive and open-hearted as you’ve always been. In any complicated situation remember that in the end it will all be for the better.	And just a couple more tips. Don't start smoking. I know (trust me) you think it looks cool and rebellious, but tobacco will turn you into a walking wreck before 30. Don't drive so fast May 11, 2003 - learning to walk and use the toilet with someone else's help is appropriate in childhood, but not when you're 23. Feel free to accept that strange job offer in 2006, rejecting all doubts; it will keep you afloat when everyone else loses their jobs two years later. Finally, just stay as positive and open as you have always been. In any difficult situation, remember that in the end everything is for the best.
Your life will be just great, believe me!

Tired of “Respectfully” and want something new? The team at MediaDigger, a platform that automates the storage of a contact database and makes it possible to send mass personalized letters through it, has made a selection of alternative signatures with which you can complete your email. After all, in spite of everything, email is still the main method of business communication:

1. Regards - For lovers of the classics. The safest option.

2. Yours sincerely - There is something in this, but not everyone can afford such a signature. You need to be and look a certain way.

3.Kind regards - A little less formal and applicable in a business letter.

4. Just enter the name- It is quite suitable, especially in cases when there is an active exchange of letters.

5. Your initials- It is also permissible, but the question arises why it was impossible to just write your name entirely, and an unpleasant aftertaste remains.

6. Have a nice day- For a closing letter, when you do not expect to hear anything more from the interlocutor during the day, it is quite suitable.

7. Have a good week- Same as “good day”, only if you don't communicate anymore during the week.

8. Best regards- English version "with respect". The safest for business communication. Some Russian speakers only use this signature. In principle, this is permissible, but if you communicate a lot with foreigners and everyone knows this. Otherwise it looks a little strange.

9. Kind regards- Same as best regards, but a little less formal.

10.Friendly greetings - We've never seen this, but heard about it. I just want to say that they called from the 70s and asked to return their signature.

11. See you - In case you made an appointment in the near future and emphasize that you remember about it.

12. Good luck in your hard work! - Such a signature can be used when you tried to help someone (or could not do it), and try to somehow cheer up the interlocutor.

13. Sent from Iphone- You can, to somehow explain why there may be typos in the letter, but it may seem that you are showing off your phone model.

14. Sent from smartphone - Safer than “sent from the Iphone”: the interlocutor understands that you wrote from the phone and the auto-corrector could have made typos, while you are not bragging about your phone.

15. Thank you for your attention - This phrase is better left for those who are trying to sell you something.

16. Thank you - If you are really grateful, then you can. But don't sign every letter like this when you give instructions to someone. This will give an orderly tone.

17.With perfect respect - For those who like to stand out. A bit romantic and pretentious.

18. Please Think About Nature Before Printing This Letter- First, you shouldn't scold anyone. Secondly, this inscription can sometimes be longer than the text of the letter itself. Third, is there anyone else who prints letters now?

19. Ready for service - Hmmm. Simply no.

20.Love- Nice and acceptable if you have known each other for a long time.

21. All the best - This is more suitable if you do not intend to communicate with someone in the near future.

22. Kisses hard - For relatives and loved ones, it is quite suitable.

23. With fatherly tenderness - You can, but only if you are really a father and have just learned what the Internet is.

24. Yours forever - It's better to leave it for the registry office.

25. Have a nice weekend- This is usually written by those who are diligently trying to spoil them by sending a letter at the end of the working day on Friday, indicating the things that need to be done. In general, it is possible, but when you do not burden someone, otherwise it smacks of sarcasm.

26. Warm greetings - It is acceptable if you used to refer to each other as "comrade", everyone else did not.

27. Yours truly - Strongly smacks of toadying and it's hard to imagine a situation where it would really be appropriate.

28. Sincerely devoted to you - The same problems as “Yours truly”.

29. Looking forward to further fruitful cooperation - A bit long, but acceptable, for example, for the first letter, when writing to a stranger.

30. Kisses - If you write to your other half, then it is permissible.

Do you know more options? Write to us at

"Tricks" of the final letter

How to increase the effectiveness and activity of the finals?

Different uses of active and emotional phrases in the final of the letter can have different effects and lead to different results.

See for yourself:

TIP

If it is important for you to keep the initiative in correspondence with the addressee / client; if it is important to "keep your finger on the pulse" and contribute to the dynamic solution of issues, carefully think over the active part of the final of the letter!

The end of your letter should end with a language that is understandable to the addressee / client about the next steps.

Do not force the client to independently guess what he should do when receiving your letter. Be sure to communicate what you expect him to do and when he needs to take these actions.

The effective part of the final must necessarily contain information that answers the following questions:

"What's the next step?" and "When should it be undertaken?"

Depending on the situation, it is necessary to regulate the degree of categorization of the final.

Maintain a reasonable proportion between the effective and the image parts of the finale.

Remember: the image component of the ending works well for creating a positive emotional mood during communication, but it can significantly reduce the effectiveness of the letter, “blur” the goal and provoke the addressee to a “slow” response.

Make the finale more active, hold the initiative!

Specific situations

It often happens that it is very important for us to know the addressee's answer (his "yes" or "no"). At the same time, the delicacy of the situation lies in the fact that we have no right to indicate and insist on the answer and its timing. Such an indication may look incorrect, premature, impolite, and sometimes frankly intrusive.

For example, my addressee in the letter is interested in the opportunity to conduct training in business correspondence for his subordinates. In my reply letter, I describe in detail the option for conducting such a training, and as a result, it is important for me not to lose the thread of the dialogue with the addressee and learn about his decision. And it is important to do this as correctly as possible. How?

In such situations, a technique that I call "Follow-up action" works well.

The essence of the reception: indicate to the addressee / client an event / action that will occur immediately after you receive his response.

For example: "Ivan Ivanovich, please let me know how interesting my proposal is to you, and we can immediately agree on the dates and details of the training."

Finals options with an indication of the subsequent action:

"Write about your decision - and we will immediately proceed with the paperwork."

"As soon as we receive an answer from you, we will be ready to send you an adjusted payment schedule."

"Write which of the sent options suits you best - I will immediately send you specific detailed information on the order of registration."

"I am waiting for the scans of documents from you - and immediately I give the order for payment."

"Tell us about the chosen option - and we will be ready to send you our commercial offer."

"Write which option suits you best - and I can immediately tell you in detail about the procedure for issuing this card."

When working with the active part of the final, one should not forget about the emotional part, since positive emotions are far from the last thing in business communication.

Indian wisdom says: "Nothing encourages a person like a kind word." And the catch phrase of the movie echoes her: "A kind word is pleasant to the cat too." So why not close the letter to our respected addressee with a kind word?

Image / emotional part of the finale

The final of a business letter (and a letter in general) looks more dignified and professional if, along with a statement of our position, we demonstrate attention to the interests and personality of our addressee / client.

READY CLICHE (USE TO WRITE FASTER)

Options for image / emotional phrases in the final of the letter:

We look forward to collaborating!

We will be glad to cooperate with you!

I will be happy to answer your questions.

If you have any questions, please contact. We will definitely answer them!

If you have any questions - write or call. We will certainly answer you!

Looking forward to fruitful cooperation ...

We are always ready to help and answer your questions.

Sincerely…

Respectfully…

With respect and hope for fruitful cooperation ...

I sincerely hope that our cooperation will be positive and productive.

We will be glad to see you among our happy clients!

Thank you for your cooperation!

NOTE. IT IS IMPORTANT!

When working with the image part of the final, it is important to understand that the final phrase must be consonant with the content of the letter. It often happens that the final image phrase is entered by us into the signature block - and, alas, it does not always correspond to the semantic context of the letter itself. It turns into a dead template that does not fulfill its original purpose or (worse) begins to contradict the content of the letter.

Confirmation of this is in the letter below.

From: Ivanova Valentina

Sent: Thursday, August 26, 2010 7:13 PM

To: Nikolay Petrovich

Subject: Chief Accountant Vacancy

Good evening, Nikolai Petrovich!

I am writing to you in connection with the situation with the selection of candidates for the position of chief accountant in your subordinate service. The position has been open for more than two months. The position is quite difficult.

At the end of July, a meeting took place with Ekaterina Kozlova - a real and worthy candidate for filling the vacancy. She completed all the practical tasks, we transferred them to your service. The results of the tasks have not yet been analyzed. At the beginning of last week we gave you 2 more questionnaires of candidates for the position of accountant and the answers of these candidates to questions. The situation is the same - there is no answer. Nikolai Petrovich, I am sure that there is no point in continuing to work in this manner.

I inform you that from today the vacancy of the chief accountant is transferred to the category of non-urgent. This means that in the presence of a sufficiently large number of current vacancies in the personnel department, we will carry out the search for candidates for the position of chief accountant on a leftover basis.

Have a good mood and have a good day!

Valentina Ivanova

HR Manager

TIP

Be sure to match the sound of the final emotional phrase with the main content of the letter. Keep a list of cliché phrases handy to speed up your work.

A universal version of the image phrase is the phrase: "Sincerely ..."

Only it can be placed in an automatic signature block. All other image phrases require additional attention and coordination with the content of the letter.

Attention! At the end of the letter, avoid mistakes in the use of the following phrases:

"Thank you for your understanding" / "Thank you for your understanding"

"Thanks for your attention"

"All the best!"

"All the best!

"Good luck!"

Let's take a closer look.

Final phrase: "Thank you for your understanding!" / "Thank you for your understanding"

This phrase has a semantic connotation of apology. Therefore, use it only when you need to apologize to the addressee.

Check out the letter options below. Notice how the final phrase changes the meaning of the letter.

Don't use this phrase in a situation where you want to express gratitude for a common work. In this case, phrases sound more organic:

"Thank you for your cooperation!"

"Thank you for the fruitful cooperation!"

Also, do not use this phrase to thank the recipient for their attention to your information and to express hope that they understand everything. For these cases, other options are appropriate:

“I tried to describe the essence of the situation as precisely as possible. If at the same time some points remained incomprehensible to you, please, let me know and I will explain in more detail ”;

“If there are any incomprehensible moments in the information sent, please let us know. I will give the necessary comments ”;

“I tried to explain the essence of the issue in as much detail as possible. Nevertheless, if you have any more questions, write, and I will be happy to answer them. "

Final phrase: "Thank you for your attention"

It is important to understand the following when using this phrase. It is only relevant in a business situation where you are expressing gratitude for the attention you have received in response to your request / question. More correct in sound and meaning in such a situation would be the option: "Thank you for the attention that you have given me."

The phrase "Thank you for your attention!" completely inappropriate in a situation where you are the initiator of a business letter.

Why? The point is in its semantic implications. We usually use the phrase "Thank you for your attention" to thank you for attention that might not have been given. (A typical example of such a situation in everyday life: information on TV about the weather forecast.)

Finishing our informational message with this phrase, we broadcast two semantic meanings:

1. “I am grateful to you for the time that you have given me, since you had every right not to listen to me”;

2. "Goodbye" ("Thank you all. Everyone is free").

Both of these meanings are inorganic for business writing.

First, it is inappropriate to say goodbye to the client so categorically, leaving no reason and hope for the resumption of the dialogue.

Secondly, it is strange and inappropriate to write letters, the relevance of which you are not sure. Even if you write such a letter, you need to end it with an indication of the usefulness and applicability of your information.

Summary: The phrase “Thank you for your attention” is not organic to the ending of a business letter.

It is better to use phrases instead:

"I sincerely hope that our information will help you ..."

"We are sure that this information will be useful in ..."

"I sincerely hope that the information I have given you will be useful to you / will help you ..."

Phrases in the final: "All the best!" / "All the best!"

Both phrases are variants of a polite but final goodbye. They are appropriate in situations where we are interested in ending the dialogue.

If we want to express our wishes for kindness or sincere participation to the client / addressee, then the phrases "All the best!" and "All the best!" better replace with:

"Have a good day!"

"Have a good mood and have a good day!"

"Best wishes ..."

"With sincere wishes ..."

The phrase in the final: "Good luck!"

This short phrase at the end of the letter has two semantic shades.

1. A wish for a successful combination of future circumstances.

2. An indication that the sending addressee will not have any relation to these circumstances (“this will happen without me, without my participation”).

Decide for yourself how acceptable these semantic contexts are in your correspondence with clients / partners.

So, we have cleared up the issue with the main instrument of clear writing - its structure. The basis of clarity is clearly stated three points of attention, including the "tricks" of the final letter.

This is a "semantic triangle", a kind of "semantic frame" of writing.

Now in this "frame" we need to place the main content of the letter. Place in such a way as to provide our addressee with the utmost clarity, speed and comfort of reading and perception. Clarity tools help with this. Let us recall them.

1. A clear structure of the letter (including three points of attention) - we have already mastered this.

And with the next we have to figure it out.

2. The volume of the letter, comfortable for perception.

3. Submission of information in a logic that is extremely clear to the addressee (5 x 5 principle).

4. Graphic means of systematization and expressiveness of the text: paragraphs, headings, numbering.

5. The nature of the proposal (volume and structure).

Let's go in order.

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An employee of any field sooner or later faces the problem of writing a business letter. The main question is how to start and how to finish? Many sites offer ground rules and examples, with little attention to the final part of the documents.

The letter must be perfect in everything. Even the slightest violation of the rules can harm your credibility or the prestige of the company.

In a short form, we suggest that you familiarize yourself with the main rules of business letters and dwell in more detail on the final part of the official letter.

You will need:

General rules of business letters

1. When filling out the letter, remember that you are not expressing your own opinion, but acting on behalf of a legal entity (institution, organization or enterprise).
2. You must clearly present the results that you want to achieve with the help of this letter, and effectively use all the possibilities of the text.
3. Determine the outline of the presentation clearly, highlighting the information for the introduction, main part, or ending.
4. In the introduction, after the appeal, we prepare the addressee for perception. This could be a summary of the events that led to the origin of the document. The main part contains a statement of the essence of the problem with the necessary argumentation (explanation, numerical calculations, references to legislative acts).

A more effective and easy-to-read text, in which, first, a proposal, request or demand is stated, then the argumentation, and there is no introductory part at all.

Part of the ending - appendices

Certain documents have attachments that supplement, clarify, or detail specific issues. They must be noted at the end of the letter, indenting a few lines from the last paragraph.

Application design methods:

1) Applications mentioned in the text, then a note about this is drawn up as follows:

Appendix: on 5 pages, in 3 copies.

2) Applications that are not specified in the text must be listed, be sure to indicate the title, the number of pages in each application and the number of copies.

Appendix: "Act of assessing the cost of construction in progress", on 2 pages, in 3 copies.

3) Sometimes there are several applications. Then they are listed by name and numbered. With a large number of applications, their list is separately compiled, and in the letter after the text they note:

Appendix: according to the list on… p.

Attach copies of the documents to the letter in the order in which they were numbered in the attachment.

The application, as a rule, is signed by the heads of structural divisions. In the case where applications are stitched, there is no need to indicate the number of pages.

Politeness and correctness are the basis of the ending

There are various options for building the ending. It depends on what the letter said.

The most common completion examples are:

1) Repeat the gratitude given at the beginning or simply thank for the help:

Thank you again ...

Let me thank you again ...

We would like to once again express our sincere gratitude ...

Thanks for the help …

2) Express hope:

We hope that the agreement will be mutually beneficial ...

We hope that our offer will interest you ...

We look forward to close and mutually beneficial cooperation ...

I hope that soon I can personally meet with you ...

Hope to receive your answer soon ...

3) Reassurance of the addressee (usually, it has a psychologically positive effect on the addressee):

We assure you that you can well count on our support ...

We will be glad to cooperate with you ...

I would be glad to cooperate with you and look forward to your reply ...

4) Request:

Please read the materials carefully and give an answer ...

We ask you to inform us urgently ...

Please take urgent action to improve the situation ...

Please call me at any time convenient for you ...

5) Repetition of the already expressed apology for the inconvenience:

Once again, I apologize for the inconvenience caused ...

We sincerely apologize for this forced delay in payment ...

Parting

1) In official correspondence, you can say goodbye in different ways:

Respectfully…

Regards and best wishes ...

With sincere respect to you ...

We wish you every success.

2) If you are familiar with the addressee or successfully cooperate with him, then you can end the letter with friendly phrases (not familiar):

Yours sincerely…

Regards…

With gratitude and best wishes.

You can finish the document without using these constructions!

English letter completion features

1. They usually end an official letter like this: Sincerely Yours or simply Yours (Yours) and signature, indicating your name and position under it.
2. In order not to put your partner in a difficult position and not force them to make assumptions about your gender, take the trouble to write your name in full, that is, not P.R. Dovzhenko, but Pavel Dovzhenko.

Signature

Officials sign documents within their competence.

The requisite "signature" consists of the title of the position, initials and surname of the person who signed the document.

Director of the "Mramor" plant (signed) A.B. Koval

Documents that are concluded in institutions operating on the principle of one-man management are signed by one official (manager, deputy or employee who is entrusted with this).

On documents of collegial bodies (protocols, decisions) two signatures are put (head and secretary). The order is signed by the head.

Two or more signatures are put on documents, for the content of which several people are responsible:

• Monetary and financial documents are signed by the head of the institution and the chief accountant;
• agreements are signed by representatives of the contracting parties.

Signatures of several persons on documents are placed one under the other in a sequence corresponding to the service hierarchy.

Director (signature) S.P. Antonyuk

Chief Accountant (signature) V.T. Dudko

If a document is signed by several persons holding the same position, their signatures must be at the same level.

Director of the "Luch" plant Director of the "Light" plant

(signature) V.R. Sakhno (signature) L.P. Kotov

The signature begins with the initials (placed before the surname), then the surname. Decrypting the signature in brackets is not necessary!

Printing

On some documents, to consolidate legal force, they put an imprint of the seal: contracts, decrees, conclusions,. The imprint should capture part of the title of the position and a personal signature.

date

The date is placed below the signature on the left.

The official letter is dated the day it was signed or approved by the head of the institution.

There is a generally accepted dating order:

1. Date elements are written in one line with three pairs of Arabic numerals in sequence: day, month, year;
2. if the ordinal number of the day or month is the number of the first ten (from 1 to 9), then zero is put in front of it: 03.01.15 .
3. Word year, reduction r... do not put.

• When finished, check the letter for grammatical errors and see if there is anything extra.
• Let a colleague or, if possible, a manager read the letter. An outside perspective will help you identify flaws that you might not notice.
• Do not forget to include your phone / email address. This is often necessary to quickly solve the problem indicated in the letter.
• In addition to general universal requirements and design rules, it should be borne in mind that each type of document has its own design features.

Remember that not all documents have a complete list of the above details, but only a certain set of those that provide the legal force and completeness of this particular type of document.

Successful deals and desired answers!

Frequently asked questions and answers

What's nice to write at the end of a business proposal?

Do not use in the final stage words and phrases that can be considered manipulations ("we hope for mutually beneficial cooperation", "thanks in advance for the answer", "we will wait for your reply letter", etc.).

What to write "best wishes" or "best wishes" at the end of the letter?

Definitely, "with respect", you need to adhere to a business communication style.

What do they usually write at the end of a letter if they ask for a quick answer?

They don't write anything like that in a business letter.

Should you write "Regards" or "Best wishes" in your email signature?

"Respectfully".

How to replace the signature "with respect"?

"With all due respect", "Respectfully."

How to end your presentation letter?

Thank you for your attention.

How else to write "would like to notify"?

"I would like to inform", "notify", "inform", "announce", "bring to notice".

Is the phrase "I will end my report with words" correct?