Choosing the right closing for an email or letter can significantly impact how your message is received. While “Warmest Regards” is a common and generally appropriate option, relying on it exclusively can make your communication sound repetitive or impersonal.
This article explores a wide range of alternative closings, providing you with the knowledge and tools to select the perfect sign-off for any situation. Whether you’re writing a formal business letter, a casual email to a colleague, or a heartfelt note to a friend, understanding the nuances of different closings will enhance your communication skills and ensure your message leaves the right impression.
This guide is designed for English language learners of all levels, from beginners seeking basic alternatives to advanced speakers looking to refine their professional correspondence. By the end of this article, you’ll have a comprehensive understanding of various closings, their appropriate contexts, and the subtle differences in tone they convey.
Table of Contents
- What are Polite Closings?
- Structural Breakdown of Email Closings
- Types of Email and Letter Closings
- Extensive Examples of Polite Closings
- Usage Rules for Polite Closings
- Common Mistakes with Email Closings
- Practice Exercises
- Advanced Topics in Polite Closings
- Frequently Asked Questions
- Conclusion
What are Polite Closings?
Polite closings, also known as complimentary closings, are short phrases placed at the end of a letter or email, just before your signature. Their primary function is to express respect, gratitude, or goodwill towards the recipient.
The choice of closing depends heavily on the relationship between the sender and the recipient, the formality of the communication, and the overall tone of the message. A well-chosen closing can reinforce a positive impression, while an inappropriate one can undermine your message and damage your credibility.
Classifying closings involves categorizing them based on their level of formality. Formal closings are reserved for professional correspondence with individuals you don’t know well, or when addressing someone in a position of authority. Semi-formal closings strike a balance between professionalism and friendliness, suitable for colleagues, clients, or acquaintances. Informal closings are used with friends, family, and close colleagues where a relaxed and personal tone is appropriate. Understanding these distinctions is crucial for effective communication.
Structural Breakdown of Email Closings
The structure of an email or letter closing is relatively simple but important to follow correctly. Typically, it consists of the closing phrase itself, followed by a comma, and then your typed name on the next line.
Your signature may appear between the closing and your typed name if you are sending a physical letter. The entire structure contributes to the overall formality and readability of the message.
Here’s a breakdown of the standard elements:
- Closing Phrase: The chosen phrase (e.g., “Sincerely,” “Best regards,” “Cheers”).
- Comma: A comma immediately follows the closing phrase. This is a standard punctuation rule.
- Line Break: A blank line separates the closing phrase and your name.
- Typed Name: Your full name or preferred signature name.
- (Optional) Signature: In physical letters, your handwritten signature appears between the closing and your typed name.
For example:
Sincerely,
John Doe
Types of Email and Letter Closings
Closings can be broadly categorized based on their level of formality. Each category conveys a different tone and is suitable for different contexts.
Choosing the right type is crucial for effective communication and maintaining appropriate professional or personal relationships.
Formal Closings
Formal closings are used in professional settings, especially when communicating with individuals you don’t know well, superiors, or when addressing sensitive matters. They convey respect and maintain a professional distance.
These are typically used in job applications, official letters, and communications with high-ranking officials.
Examples include:
- Sincerely,
- Respectfully,
- Yours sincerely, (UK English)
- Yours faithfully, (UK English – when you don’t know the recipient’s name)
Semi-Formal Closings
Semi-formal closings strike a balance between professionalism and friendliness. They are suitable for colleagues, clients, and acquaintances with whom you have an established professional relationship.
They convey respect while also fostering a sense of connection and goodwill. These are common in everyday workplace communication.
Examples include:
- Best regards,
- Kind regards,
- Regards,
- Best,
- Looking forward,
Informal Closings
Informal closings are used with friends, family, and close colleagues where a relaxed and personal tone is appropriate. They convey warmth, affection, and familiarity.
Using a formal closing in an informal context can seem stiff or insincere, so choosing an appropriate informal closing is important for maintaining genuine connections.
Examples include:
- Cheers,
- Thanks,
- Take care,
- Best,
- All the best,
- Warmly,
- Love, (for close family and romantic partners)
Regional Variations
It’s important to be aware that some closings have regional variations in usage. For example, “Yours sincerely” and “Yours faithfully” are common in British English for formal letters, while “Sincerely” is more common in American English.
“Cheers” as a closing is more prevalent in British English than in American English. Being aware of these regional differences can help you avoid misunderstandings and communicate more effectively with people from different English-speaking backgrounds.
Here are some examples:
- British English: Yours sincerely, Yours faithfully, Cheers
- American English: Sincerely, Best regards, Regards
- Australian English: Cheers, Kind regards, All the best
Extensive Examples of Polite Closings
The following tables provide extensive examples of polite closings, categorized by formality level. Each table includes a range of options to suit different situations and relationships.
Pay attention to the subtle differences in tone and the contexts in which each closing is most appropriate.
Formal Closing Examples
This table provides a comprehensive list of formal closing examples, suitable for professional correspondence with individuals you don’t know well or superiors. These closings maintain a professional distance and convey respect.
| Closing Phrase | Context |
|---|---|
| Sincerely, | General formal correspondence. |
| Respectfully, | When addressing someone in a position of authority or expressing deference. |
| Yours sincerely, | Formal UK English, when you know the recipient’s name. |
| Yours faithfully, | Formal UK English, when you don’t know the recipient’s name. |
| Very truly yours, | A more emphatic version of “Sincerely.” |
| Cordially, | Formal, but slightly warmer than “Sincerely.” |
| With great respect, | Similar to “Respectfully,” emphasizing deference. |
| I remain, | An older-fashioned, very formal closing. |
| I remain, Sir, | An older-fashioned, very formal closing to a man. |
| I remain, Madam, | An older-fashioned, very formal closing to a woman. |
| Yours truly, | Another formal option, similar to “Sincerely.” |
| Faithfully yours, | Another formal option, similar to “Yours faithfully”. |
| Best regards, | While often semi-formal, can be used in slightly more formal settings. |
| Kind regards, | Similar to “Best regards,” but slightly warmer. |
| Thank you for your time, | When expressing gratitude for the recipient’s time. |
| Thank you for your consideration, | When expressing gratitude for the recipient’s consideration. |
| Awaiting your reply, | Formal, indicating anticipation of a response. |
| Hoping to hear from you soon, | Similar to “Awaiting your reply,” but slightly less formal. |
| With appreciation, | When expressing gratitude. |
| I am, respectfully, | More polite and respectful. |
| Assuring you of my best attention, | Formal, assuring the recipient of your dedication. |
| Respectfully submitted, | Often used in formal reports or documents. |
| In anticipation of your favorable response, | Expressing hope for a positive reply. |
| I have the honor to remain, | Extremely formal and rarely used in modern communication. |
| Please accept my assurances, | Formal, offering reassurance. |
| With every good wish, | Formal, expressing good wishes. |
Semi-Formal Closing Examples
This table provides a comprehensive list of semi-formal closing examples, suitable for colleagues, clients, and acquaintances with whom you have an established professional relationship. These closings strike a balance between professionalism and friendliness.
| Closing Phrase | Context |
|---|---|
| Best regards, | A versatile and widely used semi-formal closing. |
| Kind regards, | Similar to “Best regards,” but slightly warmer. |
| Regards, | A concise and professional closing. |
| Best, | A shorter and more casual version of “Best regards.” |
| Looking forward, | When anticipating a future interaction or event. |
| Sincerely, | Can be used in semi-formal contexts, especially in American English. |
| Thank you, | When expressing gratitude. |
| Thanks, | A slightly more casual version of “Thank you.” |
| All the best, | A friendly and positive closing. |
| Have a great day, | A cheerful and friendly closing. |
| Have a good day, | Similar to “Have a great day.” |
| With appreciation, | When expressing gratitude. |
| Yours truly, | Acceptable in some semi-formal settings. |
| Respectfully, | Can be used if you wish to show respect. |
| Warm regards, | Expresses a friendly and positive sentiment. |
| Looking forward to hearing from you, | When anticipating a response. |
| Gratefully, | Expressing gratitude. |
| In anticipation, | When anticipating something specific. |
| Happy to help, | When you are showing your willingness to help. |
| At your service, | Another one for showing willingness to help. |
| Until next time, | When you know you will be in contact with the person soon. |
| Take care, | A caring sign off. |
| Wishing you well, | Wishing the person well. |
| I hope this helps, | Hopeful sign off. |
| Best wishes, | Similar to all the best. |
Informal Closing Examples
This table provides a comprehensive list of informal closing examples, suitable for friends, family, and close colleagues. These closings convey warmth, affection, and familiarity.
| Closing Phrase | Context |
|---|---|
| Cheers, | A friendly and casual closing (common in British English). |
| Thanks, | When expressing gratitude. |
| Take care, | A caring and friendly closing. |
| Best, | A short and versatile informal closing. |
| All the best, | A friendly and positive closing. |
| Warmly, | Expresses warmth and affection. |
| Love, | For close family and romantic partners. |
| Lots of love, | A more emphatic version of “Love.” |
| Thinking of you, | Expressing care and concern. |
| Talk soon, | When planning to communicate again soon. |
| See you soon, | When planning to meet in person soon. |
| Later, | A very casual and informal closing. |
| Bye, | A simple and direct closing. |
| Hugs, | Expressing affection. |
| Best wishes, | Friendly and informal. |
| Have a good one, | Similar to “Have a good day.” |
| Peace, | Very informal, expressing goodwill. |
| XOXO, | Hugs and kisses (for close friends and family). |
| With love, | Expresses love and affection. |
| Until next time, | When you hope to speak again soon. |
| Best always, | Always wishing them the best. |
| Stay safe, | Expressing concern for their safety. |
| Much love, | Expressing love. |
| Regards, | Can be used informally in some situations. |
| Take it easy, | Friendly sign off. |
Usage Rules for Polite Closings
Using polite closings correctly involves following specific punctuation and capitalization rules, as well as understanding the contextual appropriateness of different closings. Adhering to these rules ensures your communication is professional and well-received.
Punctuation Rules
The most important punctuation rule is to always place a comma immediately after the closing phrase. This comma separates the closing from your name and is a standard convention in both formal and informal correspondence.
Without the comma, the closing looks incomplete and can detract from the overall professionalism of your message.
Correct Example: Sincerely,
John Doe
Incorrect Example: Sincerely
John Doe
Capitalization Rules
Only the first word of the closing phrase is capitalized. All other words in the phrase should be in lowercase, unless they are proper nouns.
This rule applies to all types of closings, regardless of their formality level.
Correct Example: Best regards,
Jane Smith
Incorrect Example: Best Regards,
Jane Smith
Contextual Appropriateness
Choosing the right closing for the context is crucial. Using a formal closing in an informal setting can seem stiff and impersonal, while using an informal closing in a formal setting can be unprofessional and disrespectful.
Consider your relationship with the recipient, the purpose of your communication, and the overall tone you want to convey when selecting a closing.
Formal Context: Use “Sincerely,” “Respectfully,” or “Yours faithfully.”
Semi-Formal Context: Use “Best regards,” “Kind regards,” or “Regards.”
Informal Context: Use “Cheers,” “Thanks,” “Take care,” or “Love.”
Common Mistakes with Email Closings
Several common mistakes can undermine the effectiveness of your email closings. Being aware of these errors and avoiding them will help you maintain a professional and polished image.
Incorrect Punctuation: Forgetting the comma after the closing phrase is a common error. Always include a comma to separate the closing from your name.
Incorrect Capitalization: Capitalizing more than the first word in the closing phrase is another frequent mistake. Only the first word should be capitalized.
Inappropriate Tone: Using a closing that doesn’t match the formality of the communication can be detrimental. Choose a closing that reflects your relationship with the recipient and the purpose of your message.
Overusing the Same Closing: Relying on the same closing for every email can make your communication sound repetitive and impersonal. Vary your closings to keep your messages fresh and engaging.
Using overly familiar closings with new contacts: Avoid using informal closings like “Love” or “Hugs” with people you don’t know well or in professional settings. These closings can be perceived as inappropriate or unprofessional.
Here are some examples of common mistakes and their corrections:
| Incorrect | Correct |
|---|---|
| Sincerely John Doe |
Sincerely, John Doe |
| Best Regards, Jane Smith |
Best regards, Jane Smith |
| Love, Mr. Johnson (in a business email) |
Sincerely, Mr. Johnson |
| Warmest Regards, John (to a new client) |
Best regards, John |
Practice Exercises
Test your understanding of polite closings with these practice exercises. Choose the most appropriate closing for each scenario.
- You are writing a formal letter to the CEO of a company you are applying to for a job. Which closing is most appropriate?
- a) Cheers,
- b) Sincerely,
- c) Best,
- You are sending an email to a close colleague you work with every day. Which closing is most appropriate?
- a) Respectfully,
- b) Kind regards,
- c) Thanks,
- You are writing a thank you note to a family member. Which closing is most appropriate?
- a) Regards,
- b) Love,
- c) Yours sincerely,
- You are emailing a client with whom you have a good working relationship. Which closing is most appropriate?
- a) Sincerely,
- b) Best regards,
- c) XOXO,
- You are sending a quick email to a friend. Which closing is most appropriate?
- a) Yours faithfully,
- b) Regards,
- c) Talk soon,
- You are writing a letter of complaint to a company. Which closing is most appropriate?
- a) Cheers,
- b) Sincerely,
- c) Best,
- You are sending an email to your manager. Which closing is most appropriate?
- a) Love,
- b) Kind regards,
- c) Later,
- You are writing a follow-up email after a job interview. Which closing is most appropriate?
- a) Take care,
- b) Sincerely,
- c) Best,
- You are sending an email to a professor. Which closing is most appropriate?
- a) Warmly,
- b) Respectfully,
- c) Cheers,
- You are sending an email to a new contact in a professional setting. Which closing is most appropriate?
- a) Hugs,
- b) Best regards,
- c) Later,
Answer Key:
- b
- c
- b
- b
- c
- b
- b
- b
- b
- b
Advanced Topics in Polite Closings
For advanced learners, understanding the nuances of cultural sensitivity and personalization can further enhance your communication skills and help you build stronger relationships.
Cultural Sensitivity in Closings
Different cultures have different expectations regarding formality and personal expression in communication. Being aware of these differences is crucial for avoiding misunderstandings and building rapport with people from diverse backgrounds.
Research the cultural norms of your recipient’s country or region before choosing a closing.
For example, in some cultures, overly familiar closings may be considered inappropriate, even in semi-formal settings. In others, a more direct and concise closing may be preferred over a lengthy and elaborate one.
Understanding these nuances can help you tailor your communication to be more effective and respectful.
Personalizing Your Closings
While it’s important to follow general rules for polite closings, personalizing your closing can make your communication more memorable and impactful. Consider adding a specific detail related to the conversation or expressing a genuine sentiment that reflects your relationship with the recipient.
For example, instead of simply using “Best regards,” you could say “Best regards, and I hope you have a wonderful weekend.” Or, if you discussed a particular project or goal, you could say “Looking forward to seeing your progress on [project name].” Personalizing your closings shows that you are engaged and attentive, and it can help you build stronger connections with your recipients.
Frequently Asked Questions
- Is it okay to use “Sincerely” in an email?
Yes, “Sincerely” is a perfectly acceptable closing for emails, especially in more formal contexts. It conveys respect and professionalism, making it suitable for communicating with individuals you don’t know well or when addressing important matters. However, be mindful of the overall tone of your email and consider whether a slightly warmer closing, such as “Best regards,” might be more appropriate.
- What is the difference between “Yours sincerely” and “Yours faithfully”?
“Yours sincerely” and “Yours faithfully” are both formal closings used in British English. “Yours sincerely” is used when you know the name of the person you are writing to, while “Yours faithfully” is used when you don’t know their name (e.g., when starting a letter with “Dear Sir or Madam”). In American English, “Sincerely” is generally used in both situations.
- Is it unprofessional to use “Best” as a closing?
No, “Best” is a widely accepted and versatile closing that can be used in both semi-formal and informal contexts. It is concise, friendly, and conveys a positive sentiment. However, avoid using it in extremely formal situations where a more traditional closing, such as “Sincerely,” would be more appropriate.
- Can I use “Thanks” as a closing in a professional email?
Yes, “Thanks” is an appropriate closing when you are expressing gratitude to the recipient. It is a simple and direct way to show your appreciation. However, if you want to convey a more formal tone, you could use “Thank you” or “With appreciation” instead.
- What closing should I use when I don’t know the recipient’s name?
In British English, use “Yours faithfully” when you don’t know the recipient’s name. In American English, it’s still acceptable to use “Sincerely,” even if you don’t know the recipient’s name. In either case, ensure your salutation reflects that you don’t know their name (e.g., “Dear Sir or Madam” or “To Whom It May Concern”).
- How important is it to use a comma after the closing phrase?
Using a comma after the closing phrase is crucial for proper punctuation and professionalism. It is a standard convention in both formal and informal correspondence. Forgetting the comma can make your closing look incomplete and detract from the overall polish of your message.
- Is it okay to use emojis in email closings?
While emojis can add a touch of personality to your emails, it’s generally best to avoid using them in professional settings. Emojis can be perceived as unprofessional or inappropriate, especially when communicating with clients, superiors, or individuals you don’t know well. Save emojis for informal communications with friends and close colleagues.
- What is the most versatile closing I can use?
The most versatile closing is arguably “Best regards”. It works well in a variety of professional and semi-formal contexts, conveying respect and friendliness without being overly formal or casual. It’s a safe and reliable choice when you’re unsure which closing is most appropriate.
Conclusion
Mastering the art of polite closings is an essential skill for effective communication in English. By understanding the nuances of different closings, their appropriate contexts, and the rules governing their usage, you can ensure your messages leave the right impression and strengthen your relationships with others.
From formal business letters to casual emails, the right closing can make all the difference.
Remember to consider your relationship with the recipient, the purpose of your communication, and the overall tone you want to convey when selecting a closing. Vary your closings to keep your messages fresh and engaging, and always pay attention to punctuation and capitalization rules.
With practice and attention to detail, you can confidently choose the perfect closing for any situation.