Business Letter Etiquette for Closing Options
Business letters are used to prospect for new clients, outline terms for contract negotiations, and follow up on meetings. Many modern business letters are sent digitally. Regardless of whether a business letter is sent by email or postal mail, close the letter using accepted business practices.
Business letters should always be professional and polite. Ending a letter by thanking the person for her time or stating that you look forward to discussing things further is acceptable. At times, a more friendly remark such as saying, "I look forward to meeting you at the conference" is appropriate. Even though the tone is friendly, the remark is brief and thus meets acceptable business standards.
Other ways to end a letter include offering to answer questions or provide more information based on the contents of the letter. When it comes to sales letters, try to avoid a hard close. You want to intrigue a prospective client to call or meet with you. For example, closing with "I'm happy to give you a demonstration of the software and a free trial. Let me know if you are interested" accomplishes this goal.
A complimentary close is a word or short phrase typed immediately before your name at the end of the letter. Several phrases are commonly used for the complimentary close in business. "Sincerely" and "Regards" are common. If you already have a business relationship with the other party, "Best wishes" and "Kindest regards" are appropriate. If the letter is going to someone you respect or is a high-level executive above your own company stature, "Respectfully yours" demonstrates that respect.
Never get too personal with business letters. These become part of a company archive and might be passed on to other people in the company. Even if they remain between the sender and recipient, you don't want to risk offending someone by overstepping boundaries. For example, using "Fondly" can be misinterpreted as a desire for a relationship outside the business.
Don't end letters with language that is overly assertive. A letter should continue the dialogue with the recipient. Ask for the next meeting but don't say, "I'll stop by your office on Tuesday," if you haven't been invited. Instead, ask when would be a good time to meet again.
Other additional notations at the end of a letter include enclosures, courtesy copies or postscripts to other people. These notations are located under the signature block. Enclosures, often abbreviated as "Encl.," state there are relevant attachments to the email or items included in the envelope for review. Courtesy copies, abbreviated as "CC," list the names of other recipients in alphabetical order. A postscript, commonly indicated as "PS," is the last idea often seen in sales letters as the most compelling reason to buy now.