The end of a letter salutation is the closing phrase you write before your signature, such as “Sincerely,” or “Best regards,”. It signals the end of your message and sets the tone for how the reader perceives your intent.
What Is a Salutation vs. a Closing?
In letter writing, the salutation is the opening greeting (e.g., “Dear Mr. Smith,”), while the closing (also called a valediction) is the phrase that precedes your signature. This article focuses on the closing—the part that appears after the body text and before your name.
The closing you choose depends on the relationship with the recipient, the formality of the letter, and the context (business, personal, or digital). Using the wrong tone can make your letter feel too stiff or too casual.
Common Closings and Their Tone
Here are standard closings grouped by formality:
- Formal: Sincerely, Yours faithfully, Yours truly, Respectfully
- Business: Best regards, Kind regards, Regards, Cordially
- Semi-formal: Best, Cheers, Take care, Warmly
- Personal: Love, Yours, With love, Hugs
Use “Yours faithfully” only when you started with “Dear Sir or Madam” (no name). Use “Yours sincerely” when you used the recipient’s name in the salutation.
How to Choose the Right Closing
Match the closing to the opening salutation and your relationship:
- If the letter starts with “Dear Mr. Smith,” use “Sincerely” or “Yours sincerely.”
- If it starts with “Dear Sir or Madam,” use “Yours faithfully” (in British English) or “Sincerely” (in American English).
- For email to a colleague, “Best regards” is safe.
- For a close friend, “Warmly” or “Take care” works.
When in doubt, “Sincerely” is the most neutral and acceptable for almost all formal correspondence.
Capitalization and Punctuation Rules
Only the first word of the closing is capitalized (e.g., “Best regards,” not “Best Regards,”). Always follow the closing with a comma. Then leave a space (usually four lines) for a handwritten signature, and type your name below.
Example:
Best regards,
John Doe
Do not use an exclamation mark after the closing; a comma is standard.
Common Mistakes to Avoid
- Using “Respectfully” when you are not in a hierarchical relationship—it can sound overly submissive.
- Using “Love” for a business contact—it is too intimate.
- Forgetting the comma after the closing.
- Using an outdated phrase like “Yours in Christ” for a non-religious recipient.
Email vs. Physical Letters
Email closings are often shorter. “Best,” is common, but it may appear abrupt to some. In physical letters, you have space for a longer closing like “With sincere appreciation.” For emails, a line break after the closing is sufficient; you do not need a handwritten signature.
Template for a Business Letter Closing
Dear [Recipient Name],
[Body of the letter]
Thank you for your time and consideration.
______________________
Signature (if printed, leave space above)
______________________
Printed Name
Sample (fictional):
Dear Ms. Alvarez,
I am writing to accept the offer for the Marketing Coordinator position. I look forward to starting on March 1.
Thank you for this opportunity.
Best regards,
______________________
Maria Gomez
Frequently Asked Questions
Can I use “Best” in a formal letter?
It is better to use “Best regards” or “Sincerely” in formal letters. “Best” alone is too casual for most business correspondence, but it works in emails to colleagues you know well.
What is the difference between “Yours faithfully” and “Yours sincerely”?
“Yours faithfully” is used when you do not know the recipient’s name (e.g., “Dear Sir or Madam”). “Yours sincerely” is used when you address the person by name (e.g., “Dear Mr. Smith”). This distinction is more common in British English.
Should I capitalize every word in a closing?
No, only the first word is capitalized. For example, “Warm regards” is correct, not “Warm Regards.”
Is it okay to use “Cheers” in a professional email?
“Cheers” is informal and may be appropriate for a casual workplace, but it can be seen as too casual for formal business correspondence. Use “Best regards” if unsure.
What if I don’t know the recipient’s name?
Use “Yours faithfully” or “Sincerely” with “Dear Sir or Madam” as the salutation. In modern business, it is better to find a name to personalize the letter.
Final Thoughts
The closing of a letter is a small but significant part of your message. It reflects your professionalism and attention to detail. Choose a closing that matches the tone of your letter and your relationship with the recipient. When in doubt, “Sincerely” is always a safe choice.