If you're writing a formal email, you may find yourself struggling about the best way to end it. Fortunately, the closure doesn't have to be anything too elaborate. End the message with a concise and formal final sentence that summarizes the purpose of your email. Finally, write an appropriate closure based on your level of familiarity with the recipient. Don't forget to sign with your name and contact information.
Steps
Part 1 of 2: Compose a Closing Sentence
Step 1. End with a "thank you" if the recipient is helping you
When you finish a formal email, consider the main purpose of your message. In many cases - a simple expression of gratitude is an appropriate way to end the email.
- For example, if the recipient has helped you or is helping you with something, you can write: "Thank you for his assistance in this regard."
- You can also thank the recipient simply for giving you their time and attention: "I appreciate their attention" or "Thank you for taking the time to investigate this issue."
Step 2. Close with an invitation if you expect a response
In some cases - you may need to ask the recipient to take further action or to respond in some way. You can use the last sentence of your email to state or reiterate what you need.
- For example, if you expect the recipient to reply to you, write something like: "I'm looking forward to discussing this further with her."
- You can also request some other type of action, for example: "Please complete the report and send it to me as soon as possible".
Step 3. Let the recipient know if you intend to take certain actions
If the recipient of the email needs something from you, the last sentence of the message is perfect for addressing the topic. Assure him that you are taking the requested action or that you intend to do so.
- For example: "I will send you the completed forms by next Friday".
- You can also use the closing sentence as an opportunity to offer further assistance or information: "Don't hesitate to contact me if you have any concerns or questions".
Step 4. Use formal language
When you finish the e-mail, keep a suitably formal tone. Use the correct grammar and vocabulary, avoiding slang and colloquial language.
For example, if you're hosting a meeting, you might end up saying something like, "I'm looking forward to meeting her on the 14th." Avoid casual jokes, like: "Ok, see you in a few days!:)"
Advise:
In a formal email, avoid resorting to complex abbreviations and prepositions too frequently, as they can make your writing overly conversational.
Step 5. Check carefully for typos and grammatical errors
Before sending the e-mail, check for any defects in the text, such as spelling, typing, grammar and punctuation errors. If possible, ask someone else to read the message to see if they can spot something you might not see.
Although many e-mail programs have a built-in spell checker, keep in mind that these software do not always detect all errors in a text, for example the use of a word written correctly but out of place
Part 2 of 2: Sign the email
Step 1. Skip 1-2 lines between the closing sentence and the signature
After completing the body of the email, press the "Enter" key once or twice to create a space between the final sentence and the signature. In most emails, the signature must be justified on the left (or left margin of the page).
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For instance:
I look forward to discussing this further with you.
Yours sincerely, Carlo Bianchi
Step 2. End with “Thanks for your time” or “Sincerely” if you don't know the recipient's name
If you are writing a very formal email and don't know the recipient's name you can use one of these formulas, which are fine if you started your email with something like "Dear Sir", "Dear Madam" or "To who of competence ".
- There are also other similar formulas, such as "Sincerely yours", "Your devotee" and others, but they sound a bit cold and old-fashioned.
- Make sure you capitalize only the first letter of the formula.
Step 3. Close with "Yours sincerely" or "Best wishes" if you know his name
"Sincerely", with all its variations, is a good option when closing a formal email to a recipient you are familiar with. Use one of these formulas if you started your email with "Dear Dr. Rossi" or something similar.
- The level of formality of the greeting depends on the degree of confidence you have with the recipient of the e-mail; it can range from "Yours sincerely" to "Best regards".
- Regardless of the formula you use, capitalize only the first letter of the first word.
Step 4. Use a more complex formula for a more general closure
In addition to the formulas illustrated in the previous points, there are other phrases that you can use to end your message: an example is "Thanking you for your kind attention, I take this opportunity to extend my best regards", but there are several others. They work well for most formal emails, but they may be your best bet for messages to people you little know or have had a correspondence with before.
Advise:
some writers consider "Yours sincerely" more formal than "Best Regards," others use them interchangeably. Use your own judgment to decide which formula seems most appropriate to you.
Step 5. Use "Respectfully" to give an ultra-formal connotation
In most emails, "Respectfully" or "Respectfully yours" might seem a bit too formal. However, there are some situations where they might be appropriate, for example if you are writing to a government official or clergy member.
This type of closure indicates that you are in a lower position than the recipient of the email. You don't need to use "Respectfully" for emails or direct messages to a teacher, colleague, or boss (unless you are, for example, a president or prime minister)
Step 6. Finish with your full name
Insert a comma after the greeting, go to the head and type your name and surname. You may also want to include your job title if appropriate.
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For example, you could sign like this:
With best regards, Linda Bianchi
Commercial Director
Step 7. Include your contact information after signing up
After your full name, include any contact information you'd like your recipient to have. They could include email address, telephone number, postal address, or any combination of these. For instance:
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Yours sincerely, Fabio Giorgi
Corso Roma 25, interior 5C
(347) 1234567
- If you've set up an automatic signature through your email program, make sure it doesn't contain anything that might be inappropriate for a formal email (like a funny quote or flashy graphic). Limit yourself to the basics: name, job title, and contact information.
