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 basic rules and examples, with little attention to the final part of the documents.

The letter must be perfect in every way. Even the slightest non-compliance with the rules can harm your credibility or the prestige of the company.

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

You will need:

General rules for business letters

1. When writing a letter, remember that you are not expressing your own opinion, but speaking on behalf of a legal entity (institution, organization or enterprise).
2. It is your responsibility to clearly present the results that you want to achieve with this letter and use all the possibilities of the text effectively.
3. Clearly define the presentation plan, highlighting the information for the introduction, body or ending.
4. In the introduction, after the appeal, we prepare the addressee for perception. This may be a summary of the events that led to the creation of the document. The main part contains a statement of the essence of the problem with the necessary arguments (explanation, numerical calculations, references to legislative acts).

A more effective and easy-to-understand 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 - applications

Certain documents have appendices that supplement, clarify, or detail particular issues. They are necessarily noted at the end of the letter, retreating from the last paragraph a few lines.

App design methods:

1) Applications that are mentioned in the text, then a mark on this is drawn up as follows:

Appendix: on 5 pages, in 3 copies.

2) Applications not indicated 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: "The act of appraisal of 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 compiled separately, and in the letter after the text they note:

Appendix: as listed on … p.

Attach copies of 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 appendices are bound, there is no need to indicate the number of pages.

Politeness and correctness are the basis of the ending

There are various options for constructing the ending. It depends on what was said in the letter.

The most used completion examples:

1) Repeat the thanks given at the beginning or just thank for the help:

Thank you again...

Let me thank you again...

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

Thanks for the help …

2) Express hopes:

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 to be able to meet you in person soon...

Hope to get your reply soon...

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

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

We look forward to working with you...

I would be glad to cooperate with you and waiting for your reply...

4) Request:

Please read carefully and answer...

Please let us know urgently...

Please take immediate action to improve the situation...

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

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

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

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

Parting

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

Sincerely…

With regards and best wishes…

Sincerely yours…

We wish you success.

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

Yours sincerely…

Best wishes…

With gratitude and best wishes.

You can finish the document without using these constructions!

English letter completion features

1. Usually they end a formal letter like this: Sincerely Yours (Sincerely yours) or simply Yours(Yours) and signature, indicating under it your name and position.
2. In order not to put your partner in a difficult position and not make you 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 (signature) A.B. Koval

Documents that are concluded in institutions operating on the principle of unity of command are signed by one official (head, deputy or employee who is entrusted with this).

Documents of collegiate bodies (minutes, decisions) are signed by two signatures (head and secretary). The order is signed by the leader.

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 sequence corresponding to the service hierarchy.

Director (signature) S.P.Antonyuk

Chief Accountant (signature) V.T.Dudko

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

Director of the plant "Luch" Director of the plant "Svet"

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

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

Seal

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

date

The date is placed below the signature on the left.

The official letter is dated on the day of its signing or approval by the head of the institution.

There is a generally accepted order of dating:

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 a zero is put in front of it: 03.01.15 .
3. Word year, reduction G. do not put.

• At the end, check the letter for grammatical errors and see if there is anything superfluous.
• Have a colleague or, if possible, a supervisor read the letter. A look from the outside will help to identify flaws that might not be noticed.
• Don't forget to include your phone/email address. This is often necessary to quickly resolve the problem identified in the letter.
• In addition to the general universal requirements and design rules, it must 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 details listed above, but only a certain set of those that ensure the legal force and completeness of this particular type of document.

Good luck with your transactions and the desired answers!

Frequently Asked Questions

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

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

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

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

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

Nothing like this is written in a business letter.

Should I write in the signature of an e-mail: "respectfully" or "best regards"?

"Sincerely".

How to replace the signature "with respect"?

"With all due respect", "With respect."

How to end a presentation letter?

Thank you for your attention.

What is another way to write "would like to notify"?

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

The phrase: "I will end my report with words", correct?

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

Most 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 are writing will be determined by what you choose.

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

Letter Closing Examples

Below are letter closures suitable for business and employment related letters. Below is information on when to use each of them.

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

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

Sincerely, cordially and respectfully- 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 on the phone, or met at a networking event.

Warm regards, best wishes and gratitude- These letter closures are also suitable if you have some knowledge or connection with the person you are writing to. Because they can relate to the content of the letter, they can close the point of the letter. Use them only 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 letter closure that matches the subject of your letter, as well as your personal position and relationship with the person you are writing. Here are some examples to choose from.

Cordially,

Sincerely,

In gratitude,

in sympathy,
Sincerely,

Good thanks
Good wishes,
Thank you very much,

Sincerely,

Sincerely,
Sincerely,
Sincerely,

Yours sincerely,
Thank you,

Thank you,
Thanks for your help in this matter,
Thank you for your attention,
Thanks for your recommendation,
Thank you for your time,
Sincerely,

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

your heart,
Sincerely,
Yours sincerely,
Sincerely,
Capitalization

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

Closing emails to avoid

There are certain closures 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 not appropriate for a business letter.

Avoid outlets that are more suitable for texting friends or loved ones.

Your signature

At the end of your letter, include your signature. If it's a physical letter, first sign your name in pen and then enter your typed signature below.

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

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

How to format the end of a letter

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

If you are sending a hard copy email, leave four lines of space between the close and the name you entered. Use this space to sign your name on the pen.

If you're sending an email, leave one space between the free close and your typed signature. List your contact information right below your typed signature.

Letter writing

(space)
Sincerely,
(space)
handwritten signature
(for mailing) (space)
Typical signature > Letter with letter
(space)

Sincerely,
(space)
typical signature
Contact information (via email)
Sample Letters and Writing Tips
Sample letters

Sample email messages

Samples of professional email messages. Use these samples to format your professional email messages.
business letters

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

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

7 main types of informal letters

In a personal letter, you can

1. Handling: by name, surname or using the words “ Sir/madam”:

2. Opening offer. Here you explain the purpose of your letter. This may be a complaint, consent or refusal to accept an invitation, a response to a received letter.

3. Body of the letter: one or two paragraphs, revealing the topic.

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

5. Final wording:

6. Date and signature(not necessary).

What to look out for

• Informal writing allows you to use expressions from different styles, both business and informal, depending on the situation. You can even use colloquial style, slang, abbreviations and abbreviations. Just do not overdo it with vernacular so that your letter does not look cheeky, impolite. Some expressions in colloquial speech sound acceptable, but are inappropriate in a letter, even if the letter is informal.
• Idioms and colloquial expressions enrich the language of your writing - feel free to use them.
• Follow the structure of the letter, do not overload sentences with complex constructions and develop the idea 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 express your expectations (“ I am looking forward to hearing from you…” - “Looking forward to your answer ...”) or about 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 when reporting news or describing recent events.
• try break the body of the letter into at least two or three paragraphs instead of trying to fit everything you want to say into one big paragraph. Information is perceived much better, being divided into logical parts.
• End the letter with a question to the addressee to initiate the continuation of the correspondence. So you show that you are interested in communication and are waiting for his answer - and this will be a logical conclusion to the letter.

1. Letter of invitation

There are unofficial, semi-official 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.

Opening phrase:

Closing phrase:

2. Letter of acceptance of the invitation

There are informal, semi-official and business. Contains a clear and unequivocal consent to attend the event.

Opening phrase:

Closing phrase:

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

3. Letter rejecting an invitation

There are informal, semi-official and business. Expresses refusal to accept an invitation.

Opening phrase:

Closing phrase:

4. Letter of apology

It also happens business and informal. The letter should contain an apology and explain why anyone was inconvenienced or why duties or promises could not be fulfilled.

Opening phrase:

Closing phrase:

5. Letter with a response to an advertising offer

There are business and semi-formal.

Usually contains a request for additional information or a request to clarify and supplement the information received earlier.

Opening phrase:

Closing phrase:

​

"Yes" and "no" personal letter

These rules must be followed:

• No matter how informal your letter is, always be polite.
• State the purpose of the letter from the very beginning.
• 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 that is not divided into paragraphs is difficult to perceive.
• Be restrained in expressing emotions, especially in semi-formal letters (complaint, congratulations, invitations, etc.).

And this is to be avoided:

• Do not overuse exclamation marks, even if you are writing to a friend or close relative.
• Don't forget about introductory and closing phrases - if the letter has a clearly defined logical structure, it is easier to read and understand.
• Do not jump from thought to thought, do not write haphazardly. Thoughts should be arranged in a logical sequence.
• Do not use long ones with numerous minor members and . The purpose of the letter - informal as well - is to convey your thoughts to the addressee the first time, and not force him to re-read every sentence in order to understand the meaning of the message.

Now that you have got acquainted with the basic rules for writing informal letters, we offer you a rather interesting example of an informal letter in English. Such letters have become a real flash mob of the English-speaking Internet: they are written by actors, singers, famous bloggers. Write 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:

Surely, many friends who have traveled to different cities or countries do not exchange short messages on social networks every day, but occasionally write letters to each other about their lives. Someone writes regular mail, someone - electronic. Writing the letter itself is easy, but how do you finish the letter? For many a problem. Today we'll talk about how to finish a letter correctly.

A letter to a friend

To properly finish a letter to a friend, first re-read the entire text, at the same time and check for errors. Perhaps you missed something that you can add at the time of checking the letter.

For yourself, you need to clearly know: do you want to receive an answer instantly or do you expect an answer when the opportunity arises? Before you write something at the end of the letter, decide on a logical link so that there is no such feeling that the letter is not finished, unless, of course, you want to intrigue the recipient.

But how to end a letter to a friend completely, leaving only a small phrase? It’s not worth saying goodbye too tediously, because you probably don’t say goodbye like that in life. When you have edited your letter, the end turned out to be meaningful and the thought is over, then at the very end at the bottom of the letter you can add phrases such as:

• Your (I) girlfriend / friend (Name);
• >Waiting for an answer;
• I want to see you soon;
• See you;
• Wait for a visit;
• Come soon;
• Kiss (NAME);
• Best wishes;
• With best wishes, your friend / girlfriend (Name).

Business letter

When completing a business letter, you need to check it even more carefully for errors and literacy of the text, so that everything is clearly stated, so that there is nothing superfluous, naturally without such words as “che”, “yes, no problem” and the like. Your tone should be quite trusting and fairly easy to understand.

Approaching the end of your story, you should finally interest the addressee in something, because the end of the letter is more memorable. But that doesn't mean you shouldn't show all your cards in the beginning. Gradually, you need to let the interest grow and at the end, open it completely so that your letter remains in your memory.

Before thinking about how to finish a business letter, you should write down the list of documents attached to the letter, if any. The list must be numbered, and the documents must be nested in the order in which you previously indicated. The last phrase that is used in a business letter may sound like this:

• Sincerely (Name);
• Hope for cooperation;
• With respect (Name);
• Thank you for responding to my offer.

Farewells in English in letters

When you communicate with friends or correspond with a loved one, you do not have to follow certain boundaries of communication. Somewhere you can play a joke or write a word that you would not be able to use in a business letter. This allows you to communicate more openly.

Nowadays, different slang is widespread among young people, which is incomprehensible to the older generation. One of these slangs is the replacement of Russian words with foreign ones. How to finish a letter in English is no different from the previous tips. Any letter should be checked so as not to lose face and send it with a bunch of blots and unfinished thoughts. Just at the end, you can add such a twist as a farewell in English. For example, we will provide you with a few suitable phrases:

• With Love (Name) - With love (Name);
• Talk to you later - Let's talk later;
• Good Cheers!* - Good mood!*;
• Best wishes (Name) - With best wishes (NAME);
• See you soon - See you soon;
• Yours, (Name) - Yours / Yours (Name);
• All the best - With best wishes;
• Thanks in advance - Thank you in advance for your reply;
• Good luck - I wish you good luck;
• Say hi to everyone - Say hello to everyone;
• Truly yours (Name) - Sincerely (Name);
• Sincerely yours (Name) - Sincerely yours / yours (Name).