How to End a Letter: 8 Free Templates

The words or phrases used to conclude a letter or email are known as closing comments or phrases.

There are several ways to conclude a letter, and the type of conclusion you select will rely on the letter’s intended audience, the connection that you’ve established with the receiver, and your overall tone of voice.

Table of Contents

What Does Ending a Letter Mean

A closing often acts in a kind and respectful manner to wrap up the letter and positively impact the receiver. Since it’s the last thing an individual will read, a letter’s conclusion must be formal and appropriate.

It sets the mood for further contact, gives directions or measures, and encourages communication with the receiver.

Depending on how you choose to write it, the end of your letter can also contain important details that the recipient needs, including your complete name and initials, present job, phone number, company, and more.

Also, ensure you provide all the contact details, deadlines, and directions the recipient may need.

What Is to Be Included While Ending a Letter?

Include further directions

It is common to close your letter with suggestions for the next course of action, instructions, or details. Consider the actions you’d like the audience to perform after receiving your letter when determining the desired outcome. After your letter, add these.

Include your name and details.

After every letter, please sign with your full name. Leave a place for your signature if you send out a typed or printable letter. You might wish to put your contact details (including your email or telephone) below your name if you’re writing a professional or company letter.

Include any enclosures

Attaching documents or any invoices to letters is very common. Use terms like “Included kindly locate” or “Affixed are” in your closure if you attach any papers to your letter. This lets the receiver know if anything needs to be located.

Include gratitude

If suitable, thank the person for their cooperation or support, particularly if they have assisted you in any way. This is advised when writing emails or letters requesting a helping hand or expecting to be considered for a position, like in a note of inquiry or a CV.

Include an appropriate sign-off

According to your letter’s overall mood and connection with the receiver, pick a suitable ending statement. Choose a sign-off that is appropriate for the person reading it. For instance, if you send a letter to a customer or a coworker, you should choose a formal closure such as “Sincerely” or “Thank you.”

How to End a Letter (tips)

Make your letter’s conclusion brief and on point. A strong conclusion may make a good mark on the reader and further your objectives. Here are some tips on how to end a letter:

Consider the reader’s perspective

Consider how the receiver will interpret your closure. Pick a conclusion that makes a good impact and promotes additional discussion. It’s crucial to bear in mind that the receiver can have particular assumptions or views about the content and conclusion of a letter. Do not be impolite.

Keep it brief

Be succinct and direct in your conclusion. Stay away from overly specific or irrelevant material while writing your letter. Being short is crucial when concluding a letter since it keeps the reader’s attention on your primary argument and keeps the letter from getting excessively lengthy or rambling.

Be polite and formal

Whatever the letter’s intent or your connection to the receiver, always conclude on a polite and formal note. Maintaining a respectful and professional tone in your writing is crucial for achieving both your message’s objectives and the receiver’s regard.

Choose a fitting closing phrase.

As previously said, pick a concluding line that fits the letter’s style and goal. This will depend on if the letter is formal or informal, personal or for business, etc. Examples of closing phrases are ‘Sincerely,’ ‘Kind regards,’ ‘Hope to talk soon,’ ‘Cordially,’ ‘With gratitude,’ etc.

Proofread your letter

Check for inconsistencies and omissions in your letter before submitting it by proofreading it. Make sure your closure is properly worded and devoid of typos and grammar mistakes. Your receiver will have a favorable image of you if your letter is competent, concise, and free of mistakes.

Key takeaways

Your closing should vary with every letter depending on the recipient, your relationship with them, if it is businesslike or casual, etc. Make your closure short and well-written, and avoid any mistakes. Include all necessary information like your name and contact details, mention any attachments if applicable, and sign off politely and formally.

Letter Template: 1

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Formal letter closings.

Dear, [ mention the name of the recipient]

With great regret, I [ mention your name] in the post of [ mention the post] want to state that we have decided to close our esteemed company that is [ mention the name of the company], on [ mention the date]. We are informing you all a month before so you can find some other jobs.

On [ mention the date], with the consent of all the higher authorities, we have decided to close your esteemed company that is [ mention the name of the company], as one of our partners died due to an accident and when we started this business at that time, there was a terms and conditions paper on which it was written that the if one of the partners dies them the business will be closed.

We are really thankful to you all for giving your support and love to this company; without you, this company wouldn’t have been successfully established. We are really grateful that we had employees like you who were with this company in all the ups and downs. I promise you all if we start any other business, then we will definitely contact you.

I hope you are getting our situation; we are very sorry to inform you of this on such short notice. If you want any kind of help then you all can contact me. Your cooperation and support is highly appreciated. If you have any queries regarding the same, then kindly contact us through our contact details mentioned below. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 2

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Formal letter closings.

Dear, [ mention the name of the recipient]

With great sadness, I [ mention your name] in the post of [ mention the post] want to state that we have decided to close our esteemed institution that is [ mention the name of the company] on [ mention the date]. We are informing you all a month before so you can find some other jobs and a notice will be sent to all of our kids so that they can find another institution.

As we have experienced a sudden loss which we are not able to bear, that is why on [ mention the date] with the consent of all the higher authorities, we have decided to close your esteemed institution that is [ mention the name of the company].

We are really thankful to you all for giving your support and love to this institution; without you this institution wouldn’t have experienced the flying colors of success. We are really grateful that we had employees like you who were with us in all the situations. I promise you all if we start any other institution, then we will definitely contact you.

I believe that you are getting our situation; we are very sorry to inform you of this on such short notice. If you want any kind of help then you all can contact me. Your cooperation and support is highly appreciated. If you have any queries regarding the same, then kindly contact us through our contact details mentioned below. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 3

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Formal letter closings.

Dear, [ mention the name of the recipient]

With great regret, I [ mention your name], resident of [ mention the resident] wants to convey that I have decided to close my bank account at your esteemed bank, that is, [ mention the name of the bank] on [ mention the date]. Kindly take this letter as a formal letter for closing the bank account at your esteemed bank, that is, [ mention the name of the bank].

Due to some personal reasons, I decided to close my bank account, which was opened at [ mention the date] at your esteemed bank, that is [ mention the name of the bank]. As the branch of the same bank is not available near my new address that is why I have decided to close my account in your esteemed bank.

I am really thankful to you for providing me with so many great services; it is really great to be a customer in this bank. The service which is provided by you to me is really good and fast. The customer service of your bank is great.

I hope you understand my situation. Kindly inform me of further processes which are involved in the closure of bank accounts. If you have any queries regarding the same, then kindly contact us through our contact details mentioned below. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 4

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Formal letter closings.

Dear, [ mention the name of the recipient]

We are very sorry to inform you that on behalf of our esteemed company that is [ mention the name of the company] I [ mention your name] in the post of [ mention the post] want to state that we have decided to close our reputable company that is [ mention the name of the company] on [ mention the date]. We are informing you all a month before so you can have some time to find some solution for the same.

Recently with the consent of all the higher authorities, we have decided to close your esteemed company, that is [ mention the name of the company] as there are many reasons to take this step which includes [ mention all the reasons for the closure of the company]. All these reasons lead to the closure of such a successful company.

We are expressing our gratitude to you all for giving your support and love to this company; without you this company wouldn’t have been successfully established. We are really grateful that we had employees like you who were with this company in all the ups and downs. I promise you all if we start any other business, then we will definitely contact you.

I hope you are getting our situation; we are very sorry to inform you of this on such short notice. If you want any kind of help then you all can contact me. Your cooperation and support is highly appreciated. If you have any queries regarding the same then kindly contact us through our contact details mentioned below. Thank you so much for your time.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 5

From,

Sender/Your name…

Office/Business Address…

Date: DD/MM/YY (date of writing the letter)

To,

Receiver name…

Office/Business Address…

Sub: Accepting the job offer for the post of [designation]

Respected [Name],

This is very important to notify you about the fact that I [your name] have received the offer letter for the position of [designation] on [date] through the mail and I have accepted the offer wholeheartedly.

I was looking for the opportunity to contribute in your company. Because – your company name] is the topmost brand in not only US but also in other countries of the world. I must thank you for comforting me during the interview on [date]. I was really nervous on that day. I did not prepare myself for the interview. It was all of a sudden I had visited your official premises to ask for a job.

Selection for this job was really matter of surprise. I was not expecting that I would be selected. I was very casual on that day and I really did not bother about expressing my opinions during the interview discussion.

The interview on that day turned out to be a great learning experience for me.

I have thoroughly read all the pages of the offer letter. I found that it will be convenient for me to follow the terms and conditions. I am ready to work in the shift offered to me. I will do my duty with sincerity.

I will make sure to report on time to [mention reporting manager name] and follow his/ her instructions.

I am a highly educated person with a specialization in [specialization name] from [university name] and have also worked in the field of [field name] for [timespan] years. Meeting challenges would not be difficult for me.

I agree with the salary package that you are offering me. It is just as per the negotiation done on the day of the interview.

I am attaching the documents related to my qualification and experience with this letter. It will serve as proof for my acceptance of this job offer.

I am grateful for selecting me for the responsible post of [desigmation].

Thanking You,

With Kind Regards,

[Name]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 6

From,

Sender/Your name…

Office/Business Address…

Date: DD/MM/YY (date of writing the letter)

To,

Receiver name…

Office/Business Address…

Sub: Applying for resignation from the post of [designation]

Respected [Name],

I [your name] am an employee of your organization. I was hired on [interview date] for the position of [designation] and joined [company name] on [joining date]. I am writing this letter to let you know that I wish to resign from [company name] with the date effective from [date].

There are definitely certain issues which had been disrupting my mind during working hours, and so these issues are not letting me continue any further.

I have already spent a lot of time in your organization, and now I do feel that I should look for a better option.

Initially, I had fulfilled the necessary formalities to join your company and work in a responsible manner. I was initially selected for the position of [designation 1], and I was reporting to [ reporting manager’s name]. Before that, I had cleared my training with your company with the process related to [ mention process name].

It was indeed a good learning experience. Under the coaching and guidance of [ name of training manager ], I had acquired the following skills:

[ mention skills that you learned during the training].

After that I joined the department of [department name], and there I was quite comfortable working under the instruction of [team manager name].

Due to my skills and hard work, I was promoted to [designation], and then I started reporting to [reporting manager name].

I am sorry to say that, but I have to inform you that I have not been treated in the right way in the new department. It had been almost a year since I got promoted. I tried my best to communicate with everyone, but I am not getting right kind of support.

I do not want to get in to dispute with anyone. Rather, I see that resigning from this company will be the best solution for me. Kindly accept my resignation.

Thanks and Regards,

[Your name]

[Designation]

[ emp id]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 7

From,

Sender/Your name…

Office/Business Address…

Date: DD/MM/YY (date of writing the letter)

To,

Receiver name…

Office/Business Address…

Sub: Complaining about the defective product sent from [company name]

Respected [Name],

This is to let you know that I [your name] had placed an order for [name of product] on [order date]. I am very sorry to inform you that I would like to return the product and get my money back. In fact, I need a refund for the amount I paid to buy [product name].

I am really very disappointed with such kind of action. I never expected that a reputed company like yours will make such a blunder.

I do believe that you have all the information in the records about how I have been an old customer for last [number] years.

From your online website, I had not only placed an order for different electronic gadgets but I had also ordered grocery items and medicines. I had never experienced such kind of discrepancy ever in my life. I am sorry to express that and I do think that I am losing my trust in your shopping website.

I think that I have to stop ordering from now onwards. I am not comfortable buying from your website. I find that you do not keep your promise to offer seasonal discounts for any product.

You have overcharged me for the product that I ordered this time. You had sent a defective [name of product] whose product id is [product id], and the price is $[amount] with a discount of [number] %. You were supposed to deduct an amount of $[amount]. Instead, you had overcharged me $[amount] extra.

I just need an explanation about how I have been overcharged. I am sending the video clip along with this email to show the defective product that you have sent.

I am sending back [product name [whose product id is [product id] and the price is $[amount] by courier. I am attaching the transaction details regarding the overcharged amount.

I would request you to do the needful by refunding the amount.

Thanking You,

[Your name]

[Signature]

[Date]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 7

From,

Sender/Your name…

Office/Business Address…

Date: DD/MM/YY (date of writing the letter)

To,

Receiver name…

Office/Business Address…

Sub: Invitation for the farewell party for the final year students

Respected [Name],

I am the [designation] of this batch and studying in [college name]. I am writing this letter on behalf of all my batch mates in the [mention stream] faculty. We respect you and honor you because you are senior to us, and we are feeling sad that you will be leaving us very soon. You will no longer be part of this campus.

You will be leaving this campus forever after you appear for your final year exams. We wish you the best of luck for whatever you pursue in life. We pray that you become successful in your respective fields and achieve your goals.

Our good wishes are always with you so that all of you outshine in your academic career in this college and be an example for everyone. After your exams, you may be departing from this college, but you will not be able to depart from our hearts.

We are all thankful for the support you have given to us with the help of notes and academic assistance. You had been helping us with difficult things in our academic curriculum related to [mention subject’s names]].

It was all because of your support that we could easily clear the most difficult papers during our semester exams conducted by [university name].

We are also grateful for helping us to clear the assessments. We will not forget the football tournament in which your team finally won against a team coming from [another college name]. We are simply proud of you.

Henceforth, we are organizing a farewell party for all of you. You must join the party at [mention venue name]. The party function will start with cultural events at [starting time of the party]. The events will conduct and managed by [name of the person], who is one of our batch mates.

All of you will be treated with a grand lunch buffet and you must be a part of it.

We all hope that all of you will definitely be a part of this grand farewell party. Your presence is what matters to us!

Thanking Yu,

Yours Truly,

[Your name]

[Signature]

[Date]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

What Does Ending a Letter Mean

What Is to Be Included While Ending a Letter?

How to End a Letter (tips)

Similar Posts: