Closing the Letter

Choose a closing. The closing, like the salutation, is an indicator of respect and formality. "Yours sincerely" or "Sincerely" is generally a safe bet; also consider "Cordially," "Respectfully," "Regards" and "Yours Truly." Slightly less formal but still professional closings include "All the best,” “Best wishes," "Warm regards," and "Thank you." Use a comma after your closing.

Sign the letter. Leave about four lines empty for your signature. Sign the letter after you've printed it, or, if you're sending it via email, scan an image of your signature and affix it to this part of the letter. Blue or black ink is preferred.

· If you are signing the letter on someone’s behalf, write “pp:” before your signature. This stands for “per procurationem,” which means “by agency” or “on behalf of
Include your typed name and contact information. Beneath your signature, type your name, title, phone number, email address and any other applicable means of contact. Give each piece of information its own line.

Add the typist’s initials. If someone other than the writer typed up the letter, you should add this person’s initials below the signature block. Sometimes, the letter writer’s initials are also included. Then it is clear who worked on this letter.

· For example, if you include just the typist’s initials, write them in lowercase: mj

· If you include the writer’s initials, put these in uppercase with the typist’s initials in lowercase: RW:mj. Some styles add a slash between the two sets of initials: RW/mj.

Make note of enclosures. If you've enclosed additional documents for the recipient to review, note this a few lines beneath your contact info by noting the number and type of documents. For example, write: "Enclosures (2): resume, brochure."

· You can also abbreviate “Enclosures” by writing “Encl.” or “Enc.”
Add additional recipients’ names. If you are sending a copy of the letter to another person, you should include this on the letter. This is noted by typing “cc:” below the “Enclosures” line, which stands for “courtesy copy”, along with the person’s name and title (“cc” used to indicate “carbon copy” when letters were typed on carbon copy paper).

· For example, write: “cc: Mary Smith, Vice President of Marketing”

· If you are adding more than one name, align the second name underneath the first name, but without the “cc:”