The closing paragraph of a business letter serves as your reader’s last impression of you. This includes adding your signature at the end. If you are writing a business letter and want to learn how to best format and sign a business letter, here is everything you need to know.
Using the appropriate language and structure may show professionalism and help you obtain the job offer, sign the contract, or earn the raise you want.
There are numerous ways to end a letter, and knowing what to say will help keep the tone consistent throughout. This article contains a guide to help you format and sign a business letter in 2023.
Table of Contents
What is a Business Letter?
A business letter is a specific letter used for numerous commercial objectives as a way of communication.
These goals might be a commercial transaction, a grievance, a warning, an invitation, a proclamation, information, an apology, or other corporate issues.
The most common and often written sorts of letters are business letters. Business letters are the first formal communication form and may have started the postal system.
A well-written business letter may make a difference whether you’re trying to work with another firm, persuade someone to attend your event, or want to say thank you.
Writing business letters might be laborious if you are inexperienced with the concept, but they show professionalism and elegance.
Since you read this, you may also want to read How to Write a Letter of Introduction in 2022 | Samples
Types of Business Letters
Below are some types of different business letters you may need to write at some point in your life:
1. Business invites
These letters are a professional approach to contacting a business or person and inviting them to a meeting or event your firm is hosting.
An invitation letter will probably be formal, keeping with the traditional nature of corporate gatherings. However, your invitation and tone should indicate if you are hosting a casual gathering.
2. Cover letters
First off, candidates must send a one-page cover letter with their resumes. It guides the employer on a tour of their best professional and personal accomplishments.
A cover letter is one of the primary documents to showcase your qualifications for the position you’re looking for, whether you’re a seasoned professional or recent graduate.
3. Letter of recommendation
These letters are intended to give recommendations for positions such as a fellowship, internship, or employment.
Businesses frequently request such letters before employing an applicant. It explains why the individual the letter is about is an excellent hire and lists their skills & capabilities.
Looking for how to ask a professor for a recommendation letter? See this: How To Ask A Professor For Letter Of Recommendation | Full Guide
4. Complaint letters
You can officially voice your dissatisfaction by using this letter to do so. You can let a firm know that their items didn’t live up to your expectations or that you had an unpleasant experience or received poor customer service.
The trick to this letter is to avoid seeming pushy while maintaining its relevance if you want to be outstanding.
5. Order letters
These letters often called “purchase orders,” are used to place orders or make purchases of materials. They could be a formal record of the buyer and seller’s money exchange.
These letters are typically sent between businesses to place an order or change an existing one.
6. Resignation letters
A letter of resignation serves as formal notice that you are quitting your employment with your employer. No matter your place of employment—a coffee shop or high-profile corporation—it is customary to submit a letter of resignation before quitting.
Additionally, resist the desire to submit an explosive resignation letter if you have one. You could run into these individuals again.
Time to resign Here is how to put it in a letter: Short Notice Resignation Letter Samples | 2022
How to Format a Business Letter
The business letter often adheres to a predetermined format and standard, similar to the business-casual dress code of writing.
There are specific components that you’ll want to include in your business letter, regardless of whether you’re prospecting a possible client, partner, or investor, asking about an available position in a cover letter, or thanking someone at another company:
- Sender’s contact information: Include your name, position, firm, address, phone number, and email, either on the letterhead of your template or right at the top of your business letter.
- The date: It’s normal to put the date of writing at the top of your message, even when sending a digital copy of the letter through email.
- Contact details of the recipient: List the details of the person or organization you are writing to underneath the date and justify to the left margin of the page.
- Greetings or opening salutation: Use a formal salutation to start your letter, such as “Dear Mr./Ms./Dr. [Last Name].” You may use the salutation “To Whom It May Concern” if you are unsure who will receive your letter.
- The letter body: This part of the letter should be written using single-spaced lines after a line break below your greeting.
Parts of a Business Letter
A business letter features a layout with several distinct portions, much like most letters.
1. The Letterhead
The letterhead is the first heading that is printed on letter paper. The header often includes the organization’s name, address, and logo.
Most reputable businesses have a letterhead that is already pre-designed. Pre-printed letterheads demonstrate a company’s reputation in that it can afford to have them and is not frugal with its ink usage.
Smaller businesses, however, might not have it. In place of the letterhead, they utilize their name and address.
2. Date
Below the letterhead, the date must be put precisely. A letter’s date is a crucial component and a helpful reference point. The date must be written whole, including the day, month, and year—for instance, April 31, 2022, or July 31, 2022.
3. The Recipient
The following information in a business letter is the recipient’s name and address. The recipient’s name, title, and complete address, including phone and email, were all given in this section.
4. Salutation
Letters usually start with a salutation, which is a word of greeting. It is a considerate action that demonstrates respect for the recipient. Opening salutations, such as Dear Sir/Madam, fall under this category.
5. The Body of the Letter
The letter’s significant body is its main body, and its opening line should explicitly state its purpose.
The body contains the pertinent topic information, which should be broken up into several paragraphs, often 3-4 or more, depending on the subject.
If there are any instructions, they must be separated by lines and either be bulleted or numbered listed. The concluding paragraph should restate the letter’s main points and provide any help or suggest a plan of action that is called for or directed.
6. Closing
The letter’s conclusion is referred to as the closing. It is polite and demonstrates respect for the receiver. Closing salutations are recognized explicitly as Yours Sincerely, Sincerely, and many others.
Want to try writing a letter in Spanish? Here: How To Start A Letter In Spanish In 2022 | Sample
7. Signature
Several spaces later, sign your name. If your name is printed, please sign above the line where it is typed. Write your signature in blue or black ink.
You can also use an electronic signature if you have one. If it complies with your organization’s standards, you can also use a scanned image of your signature.
8. The Sender’s Name, title, and contact information
One can put his Name, Title, Address, Phone, Email, and others. on separate lines if it isn’t already on the letterhead.
9. Enclosure
Suppose you have any attachments, type Enclosures a few lines below the sender’s information and signature. Indicate the quantity and kind of the attachments, for example, “Enclosures (2): brochure, resume.”
For this article, we will focus on the signature and how to sign a business letter. However, before that, we shall discuss how to format a letter ending and what to include in your business signature.
How to Format a Letter Ending
- Check the spacing
Your letter’s conclusion has to be formatted with the same margins and spacing as the document’s body. Professional correspondence should use single spacing and one-inch margins.
- Add the correct elements.
These include:
- Name
- Contact information
- Statement of gratitude
- Closing statement
- Signature
- Use a professional font
Your concluding text should be written in a polished, readable typeface. Pick a typeface like Times New Roman, Arial, or Helvetica. You may use font sizes between 10 and 12 points to ensure it is clear to read.
- Proofread
Ensure you proofread and correct every grammatical, punctuation, and typographical error before you send. Although your email address and websites don’t need to be capitalized, ensure the first letter of each line at the conclusion of your message is.
Also, read: How To Fold A Letter Into An Envelope | Sample Images
What Should You Include in Your Signature?
When signing a business letter, here are things you should include in your signature:
1. Statement of Appreciation
Thank your reader for their attention and time around the end of your message. If you anticipate hearing from them, such as follow-up following a job interview, you can also say “thank you” in advance. For instance, you could write, “I appreciate your time.
2. The closing
You can end a letter with several appropriate phrases, like “Respectfully,” “Sincerely,” or “Regards.” Even though you may use most closings interchangeably, pick the one you think matches the letter’s tone the best.
3. The signature and name
Leave a gap between your closing and printed name while typing your letter so you may sign it by hand.
A handwritten signature gives your letter a more personal touch and demonstrates your attention to detail. You may include an electronic signature in an email to achieve the same result.
Add your name in standard print after your signature. This is how all business correspondence is formatted.
4. Your contact information
Depending on the letter you’re writing, you could wish to include your email address, phone number, portfolio link, or professional networking profile link.
Your email address and phone number should be included for sales inquiries. Include your phone number, email address, and any pertinent links if you’re writing a thank-you message following an interview or requesting an informative interview.
Before you go, check this out: How to Send a Letter Internationally| Simple Step-by-Step Guide
How to Sign a Business Letter
1. Express your gratitude for their time
This may serve as the final paragraph or a formal conclusion. You could write a sentence like the below to conclude your paragraph:
- I am grateful for your time and consideration of this subject.
- I value your consideration and appreciate your time.
- Thank you
2. Write the closing
When signing any letter or document with a business theme, doing so is regarded as kind and professional. Closing sentences should express gratitude, reiterate an apology, or allude to an upcoming occasion. Several instances include:
- I sincerely appreciate your prompt attention to this issue.
- We want to continue depending on your essential feedback as a client.
- I apologize once more for any problems that may result from this.
- You can reach out to inquire if you need further details.
- Please offer the appropriate guidance.
- I’m excited to meet with you.
- I eagerly anticipate your response.
3. Use the correct business letter format.
Don’t worry; however, it’s crucial to style your ending correctly for a business letter. It’s simple. To format your signature properly, add one return or one print-size space between the final line of your letter and the letter’s conclusion.
In block formatted text, this should be flush with the left margin; in modified block format, it should be centered below the letter’s body and in line with the date.
4. Use a complimentary closing.
This usually comes after your formal ending and is one or two words long. Select a suitable end for the letter you are composing.
Business letters should be closed formally and courteously. Depending on the memo or letter’s purpose and the recipient, different closings may be more acceptable than others.
The complementing closure has a capital letter at the start and a comma at the conclusion. Here are some examples:
- All the best,
- Best regards,
- Respectfully,
- Best wishes
- Sincerely,
- Cheers,
5. Put in three returns and write your name.
When attempting to write your name on the “signature line,” it is crucial to allow around three returns of space between each return (you may need to use space above it later).
Type your name after an indent to keep your content flat with the complementing closure. Put any prefixes, such as Miss, Mrs., or Ms., before your name.
The signature line may sometimes include a second line for a position or professional title (such as “Course Director”) if necessary. The first name should always be written in its entirety.
If you have any more pertinent contact information, such as a phone number, email address, postal address, extension number, or website address, you may also want to enter that.
6. Sign the business letter by hand
You may write your signature in black or blue ink in the area you have left above your signature line.
Conclusion
Understanding how to sign a letter is crucial for comprehending personal, friendly, and even intimate communications and corporate paperwork.
Learn where to sign documents and what to put before and after your signature. For the ideal letter conclusion, personalize your signature to each unique recipient.
FAQs
Here are some examples:
All the best,
Best regards,
Respectfully,
Best wishes
Sincerely,
Cheers,
Here are some examples:
All the best,
Best regards,
Respectfully,
Best wishes
Sincerely,
Cheers,
Most people believe your name should always be the last thing on a business letter. This isn’t always the case, however. You should sign off on business letters with your printed name, followed by your title and contact details.
References
- Indeed.com – Best Ways to Sign a Business Letter
- blog.bit.ai – Business Letters: Definition, Types, Format, and Tips!
- microsoft.com – How to Write (and Format) a Successful Business Letter
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