You've written a top-notch business letter; it's clear and compelling, and now it's in need of the perfect closing. The concluding paragraph of a business letter should bring your message to a polite, professional close, and it's typically seen as a send-off note before you sign your name at the bottom. However, you must steer clear of overused or trite phrases to avoid ending your letter poorly. An effective and interesting concluding paragraph can be the cherry on top of a great business letter.
Determine the final thoughts you wish to convey to your recipient, whether you want to summarize what you just said, apologize for an inconvenience or request an answer or action.
Begin the first sentence, which should successfully capture what you decided to convey. To summarize, you can begin with words and terms like "again," "in summary" or "to conclude," and then just summarize your overall point. To apologize, "I regret that" or "I apologize for" are good starting points.
Explain what you want the recipient to do if you need a response or action taken. Use positive wording when requesting something from the reader to avoid sounding aggressive or unprofessional. Try something like, "Please respond at your earliest convenience," which sounds urgent, but not pushy.
Include a sentence that lets the recipient know if and how she may contact you. For example, "Please do not hesitate to contact me by phone or email." Be sure your contact information is either in your letterhead or under your signature; otherwise, include it within the sentence.
Close the paragraph with a polite and professional send-off message. This makes your business letter sound complete. Suitable phrases include, "Thank you in advance for your cooperation."
- Proofread your conclusion paragraph, as well as your entire business letter, before sending it.
Jennifer Kimrey earned her bachelor's degree in English writing and rhetoric from St. Edward's University in Austin, Texas. She's a regular contributor to the "Houston Chronicle" and her work has appeared on Opposing Views Cultures, The Austin American-Statesman, The Red Vault, The Western Vault and various other websites and publications.