Introduction
When was the last time you wrote a business letter and wondered how to end it? Closings may seem easy, but they play an important role in shaping your relationship with the reader. A well-written closing can convey professionalism, gratitude, and a call-to-action. On the other hand, an inappropriate or unprofessional closing can detract from the impact of your message. In this article, we’ll discuss effective strategies, unique approaches, and last-minute additions to help you master the art of closing a business letter.
5 Effective Ways to Conclude Your Business Letter
An effective closing should summarize the key points of the letter, provide a call to action or inform the reader of the next steps, express gratitude or appreciation, resonate with the reader, and leave a lasting impression. Here are five strategies to achieve these goals:
Strategy 1: Summarize the Key Points
A brief summary or restatement of the main message is an effective way to remind the reader of the essence of your message. In this closing, you can re-emphasize on the benefits of acting on your request. For instance, “Thank you for considering our proposal. We are confident it will improve your bottom line and help you reach your sales targets.”
Strategy 2: Refer to Next Steps or Future Action
A call-to-action or mention of future steps can motivate the reader to take appropriate action. For example, “We look forward to sharing the results of our research with you and discussing the next steps.”
Strategy 3: Express Gratitude or Appreciation
Expressing gratitude or appreciation towards the reader is an excellent way to leave a positive impression and build goodwill. For example, “Your continued support and partnership are vital to our mutual success. We appreciate your trust in our services.”
Strategy 4: Resonate with the Reader
A memorable closing can resonate with the reader’s interests, values or experiences. Use a phrase that connects with the reader such as “We hope to continue our mutually beneficial relationship for years to come.”
Strategy 5: Provide a Call-to-Action
Providing a clear and specific call-to-action encourages the reader to engage with your message. For example, “Please reply to this email to confirm your attendance during the conference next month.”
The Dos and Don’ts of Closing Your Business Letter
Consider these dos and don’ts for closing a business letter:
Things to Include
Appropriate Tone
The tone of your closing should be professional, courteous, and in line with the rest of the letter. Some appropriate closings include ‘Sincerely’ or ‘Respectfully.’
Relevant Information
Include relevant contact details such as your phone number, email address, or website. This information helps the reader to reach out with questions or feedback.
Polite Language
Avoid using impolite or casual language such as “Catch you later” or “Later.” Instead, use courteous phrases like “Thank you for your kind attention.”
Things to Avoid
Sarcasm
Sarcasm can be detrimental to your message and create a negative impression. Avoid using sarcasm in your closing.
Rude language
Avoid using offensive language or sarcasm, as it can be seen as unprofessional.
Over-Apologising
While an apology can demonstrate empathy, overdoing it makes you come across as insincere.
Using Casual Language
Casual language can portray unprofessionalism and makes it difficult for the reader to take your message seriously.
Beyond “Sincerely”: 3 Unique Ways to End Your Business Letter
If you want to add a touch of creativity and personality to your closing, try these three approaches:
Creative Approach 1: Acknowledge the Reader’s Efforts
Acknowledge any efforts that the reader has made in relation to your message. For example, “Thank you, Mr. Smith, for taking the time to discuss the matter with us.”
Creative Approach 2: Share a Relevant Quote or Proverb
Including a relevant quote or proverb can add depth to your message and inspire the reader. For example, “As Warren Buffet once said, ‘You can’t make a good deal with a bad person.'”
Creative Approach 3: Use Humor to Add a Personal Touch
Including a humorous statement can add warmth, personality and make the reader feel connected to you. For instance, “Looking forward to catching up with you over coffee, provided you don’t mind the tongue-in-cheek joke I have prepared.”
The Art of the Postscript: Including a Last-Minute Note in Your Business Letter
The postscript, also known as ‘PS,’ is an additional note at the end of the letter. It can be an effective tool to include last-minute details or add a personal touch to the message.
Benefits of Including a Postscript in a Business Letter
– It draws attention to essential information.
– It can highlight a vital point or thought.
– It can act as a P.S. call-to-action.
Tips for Crafting a Relevant and Effective Postscript
1. Keep the postscript brief and relevant.
2. Use the P.S. to highlight information that the reader might have missed.
3. Use the P.S. for a final call-to-action or a message that summarizes the main point.
Examples of Successful Postscripts in Different Contexts
– P.S. For sales prospecting: “P.S. I’ll be in your neighborhood on Wednesday and would be delighted to meet and discuss our product line.”
– P.S. For following up with a client: “P.S. I’m looking forward to hearing your thoughts about how we can better collaborate.”
– P.S. As a reminder: “P.S. Don’t forget about the upcoming conference on the 25th of this month.”
When Goodbye is Just the Beginning: Tips for Making a Lasting Impression in Your Business Correspondence
Goodbyes can be an opportunity to make a lasting impression and shape your relationship with the reader. Here are some key elements to help you in the process:
Elements of the Letter that make a Lasting Impact on the Reader
– Subject line: The subject line sets the tone for the letter and helps you to stand out in a sea of emails. Keep it concise, relevant, and attention-grabbing.
– Opening Paragraph: The opening paragraph should grab the reader’s attention and establish credibility. Consider starting with a question, a quotation, or relevant data.
– Closing Sentence: The closing sentence is the lasting impression that the reader has of you. Make it memorable, thoughtful, and positive.
Importance of Courtesy and Personalization
Personalization can make all the difference in your correspondences. Address the reader by their name, reference their interests, or events shared. Consider adding a personal touch through a handwritten note or special delivery. Treat people with the same respect and consideration you would like to receive.
Conclusion
In conclusion, a well-crafted closing is as important as the opening. It leaves a lasting impression and can influence the reader’s perception of you. Effective strategies, unique approaches, and last-minute additions can enhance your message and create a better relationship with the reader. Always remember to keep it professional, courteous, and thoughtful. A solid closer can make the difference between a mediocre message and a memorable one.
