conclusion of a formal application letter

60 Examples of Strong Closing Statements: How to Close a Cover Letter

By Status.net Editorial Team on December 12, 2023 — 16 minutes to read

A strong cover letter closing is essential in making a great impression and reinforcing your enthusiasm for the job opportunity. It provides a final opportunity to emphasize your relevant skills, experiences, and personal attributes that make you an ideal candidate. A compelling closing also encourages the employer to take action, such as inviting you for an interview. Consider these examples:

• Thank you for considering my application. I am looking forward to the opportunity to contribute my skills and experiences in this exciting role.
• I am eager to discuss how my background aligns with your team’s goals and how I can contribute to your company’s growth.
• I am confident that my expertise in social media marketing makes me well-suited for this position, and I appreciate your time and consideration.

Positive Impact on Employers

Your cover letter closing is crucial, as it leaves a lasting impression on the employer and influences their perception of you as a candidate. A positive and engaging closing helps you stand out among other applicants and increases your chances of being selected for an interview. Here are a few key points that can create a positive impact:

• Express gratitude : Show appreciation for the time the employer has spent reading your cover letter, and thank them for considering your application.
• Be enthusiastic : Reiterate your excitement about the job opportunity and the prospect of joining their team.
• Include a call to action : Encourage further engagement, like scheduling an interview or discussing your qualifications in more detail.

For example:

Thank you for taking the time to review my application. I am highly enthusiastic about joining your team and discussing my potential contributions to your ongoing projects. Please don’t hesitate to reach out to me at your earliest convenience.

Crafting Your Final Paragraph

Summarizing your enthusiasm.

To leave a lasting impression, summarize your enthusiasm for the role in your closing paragraph. Highlight your excitement about the opportunity and express gratitude for the potential connection with the company. For instance:

I’m thrilled about the prospect of joining the (…) team and contributing my marketing skills to drive innovative campaigns. Thank you for considering my application.

Reaffirming Your Best Fit for the Role

Before signing off, reinforce why you’re the perfect candidate for the position. Briefly recap your relevant experience, skills, or accomplishments that set you apart. Be concise yet confident in your message. For example:

With my five years of experience in international sales and my proven ability to develop long-term client relationships, I am confident in my ability to excel as your next Sales Manager.

Choosing the Right Sign-Off

Professional sign-off options.

Selecting the appropriate closing for your cover letter can leave a lasting impression. Here are some professional sign-off options to consider:

• Sincerely : This classic sign-off is appropriate for most scenarios and conveys professionalism.
• Best regards : A versatile and slightly more casual option, ideal for a variety of industries.
• Kind regards : This friendly sign-off is suitable when you have developed a rapport with the receiver, like the hiring manager.

You can also try other options such as Yours truly , Respectfully , or Yours faithfully , depending on your preference and the nature of the job you are applying for.

Matching the Company Culture

Try to tailor your sign-off to match the company culture. Researching the company’s website, social media, or reviewing employee testimonials can help you get a better understanding of the company culture. For example:

• Innovative or creative industries : Feel free to express yourself with a casual yet professional closing, like Warm Regards or Cheers .
• Traditional or formal industries : Stick to more formal options such as Sincerely or Best Regards .

Incorporating a Call to Action

Proposing the next steps.

A well-crafted cover letter should inspire the reader to take the next step. This could include scheduling an interview, discussing your application further, or even simply reviewing your attached resume. To encourage this action, incorporate a call to action (CTA) at the end of your cover letter that guides the hiring manager.

Some examples of CTAs in the context of cover letters include:

• Schedule a meeting : “I’m excited about the opportunity to discuss my experiences and how they align with the [job title] position. Let’s set up a time to chat!”
• Ask for a callback : “I’d be thrilled to further discuss my application and the value I bring to the table. Give me a call at your earliest convenience to chat more.”
• Direct them to your portfolio : “I’d love to showcase my recent work, which you can find at [website link]. Let’s discuss how my skillset aligns with the [job title] role.”

Remember to tailor these examples to your specific application and the company to which you’re applying.

60 Examples of Strong Closing Statements For a Cover Letter

• 1. This position seems like a perfect match for my experience, passions, and career aspirations. I would love to bring my skills and expertise to your organization.
• 2. I am confident that I can make an immediate and positive impact if given the opportunity to join your team. I look forward to discussing how I can contribute to your organization’s success.
• 3. My background and capabilities align well with the responsibilities of this role. I am excited by the prospect of applying my experience to this position.
• 4. I am enthusiastic about the chance to join your organization. Please contact me to further discuss my qualifications and how I can add value.
• 5. I would welcome the opportunity to showcase my abilities and help drive growth and innovation through this position. I am eager to learn more.
• 6. With my skills and experience, I am prepared to excel in this role and hit the ground running. I look forward to speaking with you.
• 7. I am confident I would thrive in this position. I am eager to bring my skills, passion, and drive to your dynamic team.
• 8. I believe I am an excellent fit for this opportunity and am excited by the prospect of contributing my talents to your organization. I welcome the chance to speak with you further.
• 9. My experience aligns well with the responsibilities of this exciting role. I am enthusiastic about the opportunity to apply my skills to benefit your organization.
• 10. I am excited by the chance to join your team. I look forward to further discussion.
• 11. I am confident that I possess the necessary qualifications for this role and would excel if given the opportunity.
• 12. With my background and passion, I am prepared to hit the ground running and make an immediate impact through this position. I would love to join your team.
• 13. I am eager to apply my expertise to help drive success and innovation for your organization. Please contact me to arrange a time to talk.
• 14. My experience has fully prepared me to excel in this role. I am excited by the prospect of bringing my skills to your dynamic organization.
• 15. I am enthusiastic about this opportunity and the chance to contribute to your company’s continued growth and innovation. I look forward to elaborating on my qualifications.
• 16. I am confident I can perform exceptionally well in this position. I am excited by the prospect of joining your team and organization.
• 17. With my proven track record, I am prepared to dive in and deliver results through this role. I would be thrilled to join your organization.
• 18. I am eager to join an organization where I can utilize my expertise to create meaningful impact. This role seems like an excellent fit.
• 19. I am excited by the prospect of joining your innovative company. My skills would enable me to contribute to your team’s success right away.
• 20. I am confident my background makes me a competitive applicant for this opportunity. I am excited to further discuss my qualifications with you.
• 21. With my experience and passion, I know I would thrive in this position. I hope to have the chance to join your talented team.
• 22. I am enthusiastic about the prospect of bringing my skills and experience to your dynamic organization.
• 23. I am eager to apply my expertise to help drive innovation and success in this role. I would be thrilled to join your team.
• 24. I am confident my abilities make me a strong candidate for this opportunity. I am excited by the chance to contribute to your company’s growth.
• 25. I believe I possess the necessary skills, experience, and drive to excel in this position.
• 26. With my background, I am prepared to dive in, roll up my sleeves, and immediately begin adding value in this role. I am excited by this opportunity.
• 27. I am enthusiastic about the prospect of joining your team. I am confident my experience would allow me to thrive in this position.
• 28. I would welcome the opportunity to join your organization and collaborate with your talented team in this role. Please contact me to further discuss my qualifications.
• 29. I am excited by the chance to apply my skills and experience to help drive innovation and success for your company. I hope to speak with you soon.
• 30. I am eager to bring passion, expertise, and a strong work ethic to this position. I am confident I would excel on your team. I look forward to further discussing how I can contribute to your organization’s success.
• 31. I am confident that I have the necessary qualifications to excel in this role, and I am excited by the prospect of contributing my skills to your organization. I look forward to discussing this opportunity further.
• 32. With my experience and capabilities, I know I would be a great asset to your team through this position. I am eager to bring my passion and expertise to your dynamic organization.
• 33. I am enthusiastic about the chance to apply my background in a way that drives meaningful impact and innovation. This role seems like an ideal fit for my skills.
• 34. I am eager to join your organization and collaborate with your talented team to deliver exceptional results.
• 35. I am prepared to hit the ground running and make immediate contributions in this role. My experience aligns well with the responsibilities, and I am excited by the prospect of joining your company.
• 36. I am confident that I possess the ideal qualifications for this opportunity. I would love to join your organization and contribute my skills to help drive future success.
• 37. With my proven track record and expertise, I am prepared to dive in and immediately begin adding value through this position. I am excited by this opportunity and welcome further discussion.
• 38. My background and capabilities make me confident that I can perform exceptionally well in this role.
• 39. I am eager to apply my skills in a high-impact position with a respected organization like yours. I am confident I would thrive on your team. Please contact me to arrange a meeting.
• 40. I believe this role is an excellent match for my qualifications. I am excited by the opportunity to contribute my experience and talents to your innovative company.
• 41. I am confident that my background has prepared me well to excel in this position. I would be thrilled to join your talented team and organization.
• 42. With my passion, expertise, and proven ability to deliver results, I am prepared to dive in and immediately begin driving value through this role. I am excited by this opportunity and look forward to further discussion.
• 43. I am enthusiastic about the prospect of applying my skills in a challenging and rewarding position at your respected company. I am eager to learn more about this opportunity.
• 44. I am excited by the chance to join your dynamic team. My experience has fully prepared me to thrive in this position and help drive your organization’s continued success.
• 45. I am confident I possess the ideal qualifications for this opportunity. I would welcome the chance to join your team and contribute to future growth and innovation.
• 46. With my background and capabilities, I am prepared to excel in this role. I am enthusiastic about the prospect of applying my experience to benefit your organization. I look forward to speaking with you.
• 47. I am eager to utilize my expertise. Please contact me to arrange a meeting to discuss my qualifications.
• 48. I am excited by the prospect of joining your team. I am confident my skills and experience make me a competitive applicant for this opportunity. I look forward to further discussion.
• 49. This role seems like an excellent match for my background. I am enthusiastic about the opportunity to contribute to your organization’s success and future growth.
• 50. I am confident I possess the necessary experience and qualifications to excel in this position. I would be thrilled to join your talented team. I look forward to speaking with you.
• 51. I am excited by this opportunity and welcome the chance to further discuss my qualifications.
• 52. I am eager to apply my expertise in a challenging role that enables me to create meaningful impact. I am confident I would thrive in this position on your team.
• 53. I believe I am an excellent fit for this opportunity. I would be honored to join your organization and collaborate with your talented team. I look forward to further discussion.
• 54. I am enthusiastic about the prospect of contributing my experience to help drive innovation and continued success. I am excited by this opportunity and confident in my ability to excel.
• 55. Thank you for reviewing my application. I am eager to bring my background and capabilities to this exciting role on your team. I am confident I can perform exceptionally well if given the opportunity. I look forward to speaking with you.
• 56. With my proven skills and expertise aligned with this position’s responsibilities, I am prepared to dive in and immediately begin adding value to your organization.
• 57. I am confident that my experience, capabilities and passion for excellence would allow me to thrive in this role. I would welcome the opportunity to join your respected organization and am eager to further discuss my qualifications.
• 58. I am excited by the prospect of utilizing my background to help drive innovation and success in this position. I am confident in my ability to excel on your team and look forward to learning more.
• 59. I believe I am an excellent candidate for this opportunity. I am enthusiastic about applying my experience to contribute to the continued growth and success of your esteemed organization.
• 60. With my proven track record and expertise, I know I would thrive in this role. I am eager to bring my skills and passion to your dynamic team. Thank you for your consideration – I look forward to discussing this opportunity further.

When choosing a closing statement, make sure it matches the overall tone of your cover letter and reflects your personality. Also, take into consideration the company culture and position you’re applying for.

Examples of Effective Cover Letter Closings

Formal closings.

• Respectfully,
• Yours faithfully,
• Kind regards,
• Best regards,
• Yours sincerely,
• Yours truly,

Semi-Formal Closings

• Warm regards,
• Best wishes,
• With appreciation,
• Looking forward to your response,
• Yours in professional success,
• Many thanks,
• Thank you for your consideration,
• Eager for the opportunity to connect,

Casual Closings

• Have a great day,
• All the best,
• Thanks so much,
• Excited to chat soon,
• Grateful for your time.

Polishing Your Cover Letter Ending

Proofreading for errors.

Don’t underestimate the power of a well-proofread cover letter. Before sending it off, give it a thorough read-through, and look closely for any grammar, spelling, or punctuation errors. Consider using a grammar tool to help catch mistakes you might have missed. Also, ask a friend, family member, or even a professional to review your cover letter. Their fresh perspective can provide valuable insights and catch anything you might have overlooked.

Ensuring Consistency with Your Resume

To make your application seamless, double-check your cover letter and resume to ensure consistency. Pay special attention to details such as job titles, dates, and company names, as inconsistencies can raise concerns from potential employers. It’s also a good idea to match the formatting and fonts across both documents to give your application a polished and cohesive look. Make sure the skills and experiences you highlight in your cover letter are complementary to those mentioned in your resume, so they work together to make a strong case for your candidacy.

Sending Your Cover Letter

Email versus hard copy.

When sending your cover letter, you’ll usually have two options: email or hard copy. Each has its benefits and considerations:

• More convenient and faster
• Allows for easy tracking and organization
• Often preferred by employers
• Be sure to use professional language and an appropriate subject line
• Formal option, which may be required for certain industries or applications
• Neatly print and sign your cover letter
• Use quality paper and a matching envelope

It’s crucial to consider the preferences of the employer when deciding which method to use. If they haven’t specified a preference, feel free to choose the one that makes the most sense for you.

Following Submission Guidelines

No matter how well-written your cover letter is, failing to follow submission guidelines can hurt your chances of being considered for the position. Pay close attention to these key details when preparing your cover letter:

• Deadline: Be punctual in submitting your application – submit on time or even earlier.
• Formatting requirements: Follow any formatting requirements mentioned explicitly, such as font type, font size, and margins.
• File format: Save and send your cover letter in the requested file format, like PDF or Word Document (.docx).
• Contact information: Don’t forget to include your up-to-date contact information, such as your email address and phone number.

Frequently Asked Questions

What are some strong closing statements for a cover letter that stand out to employers.

A strong closing statement should reiterate your enthusiasm for the position and demonstrate your confidence in your qualifications. Here are some examples:

• “I’m excited about the opportunity to contribute my skills and experience to your team and look forward to discussing my qualifications further.”
• “Thank you for considering my application. I believe my expertise aligns well with the role, and I am eager to contribute to the success of your organization.”
• “I’m confident that my skills make me an ideal candidate for the position, and I’m eager to discuss how I can add value to your company.”

What’s the best way to format the closing section of my cover letter?

To format the closing section of your cover letter, you should:

• Leave a space between the last paragraph and your closing.
• Use a closing phrase like “Sincerely” or “Kind regards.”
• Add your full name and contact information, such as email address and phone number.
• If applicable, include any relevant links, such as your LinkedIn profile or online portfolio.
• Leave a space between your closing phrase and your name so you can add a digital or printed signature.

Should I use ‘Kind regards’ or ‘Yours sincerely’ to finish off my cover letter?

Both ‘Kind regards’ and ‘Yours sincerely’ are acceptable and professional ways to end a cover letter. You can choose which one you feel most comfortable with or suits your individual style. In general, ‘Kind regards’ is a safe and widely used option, while ‘Yours sincerely’ is considered a bit more formal.

How can you make a cover letter feel personal and engaging without being too casual?

To make your cover letter personal and engaging, try these tips:

• Address the recipient by name, if possible, to create a connection.
• Start your cover letter by mentioning a specific detail about the company or role to show you’ve done your research.
• Share anecdotes from your experience that directly relate to the requirements of the job and showcase your unique qualities.
• Focus on the value you can bring to the company, rather than just listing your qualifications.
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How to End a Cover Letter [w/ 4 Examples]

How you end your cover letter is an important part of the process. 

You’ve managed to make a good impression with your cover letter and now you want to “exit” on a good note with an equally impactful conclusion. 

This is where this article comes in.

We’ll show you how to end your cover letter effectively and leave the right impression on the recruiter reading it!

• 6 Ways to end a cover letter for a job (with examples) 
• Ways NOT to end a cover letter
• How to sign off a cover letter
• Signature lines NOT to use 

New to cover letter writing? Give our resumes 101 video a watch before diving into the article!

6 Ways to End a Cover Letter for a Job (With Examples)

Your cover letter ending consists of your closing paragraph and your signature line.

As your official “parting” from the recruiter, your closing paragraph should be an on-point summary of your cover letter’s highlights and a chance to reaffirm your strong points.

To guide you in the right direction, we’ve put together our favorite tips on how to end a cover letter effectively. 

So, let’s see what they’re all about!

#1: Show Confidence 

First things first—make sure you end your cover letter on a confident note. 

All your skills, qualifications, and strengths will lose a bit of their value if you don’t confidently show the recruiter that you can apply them to the company’s benefit. 

Say, you mentioned a bunch of noteworthy achievements and skills as you were writing your cover letter . Your cover letter ending is your chance to confidently reiterate them.

For example, you might have mentioned in your cover letter how you helped your previous company exceed its sales target by 30%. That’s an achievement you can use to conclude your cover letter confidently.  

For example:

I believe my ability to generate sales and drive results will be a significant contribution to your company’s goals and KPIs. 

#2: Sum Up Your Skills (For the Position)

Another way to effectively end your cover letter is to sum up your top skills. 

More specifically, sum up exactly how your skills will bring value to the team or company, or how they are relevant to the position you are applying for.

Here’s an example of how you can do this:

To conclude, I can confidently say that my 5 years of experience as a researcher have made me detail-oriented, patient, and able to connect smaller pieces of information to see the bigger picture. I believe these skills will be of use in this position. 

#3: Be Enthusiastic

You may be highly qualified and justifiably confident in your skills, but employers also want to see that you will be a motivated and engaged employee. 

So, make sure to express your enthusiasm! This will show that you care about this job and that you will put passion and energy into your work if you’re hired. 

Employees who are enthusiastic about their work are also far more likely to stay on board long term, which means that you’ve got more chances to get (and stay) hired! It’s no wonder that 71% of executives say that employee engagement is critical to their company’s success .

As such, sometimes, the deciding difference between two equally qualified candidates is just their level of interest and enthusiasm for the position.

Being able to apply all of my skills and previous experience to this project is an ideal and exciting opportunity for me. 

#4: State Your Goals and Set Expectations 

Another great way to end your cover letter is by stating your professional goals and giving the recruiter a general idea of what they should expect from you as a potential employee.

This will show that you are proactive and that you have clear objectives for your career.

Keep in mind though—when stating your goals and expectations, focus on mentioning how you’ll contribute to the company and benefit the employer, not just the other way around. 

And remember—what can set you apart from other candidates is expressing exactly what connects you to the company (other than just wanting to be hired). This can make your claims more believable and attract recruiters more easily.

Here’s an example of how you can make that work:

My goal is to be counted among the top professionals in the field, not only due to my skills but also because of my appetite for innovation. Your company’s mission to innovate some basic aspects of our daily lives is an inspiration for my work and I’d be happy to contribute my skills to achieve this common mission.

#5: Don’t Forget to Say “Thank You” 

Don’t forget to end the letter with gratitude. 

After all, recruiters go through countless applications daily, so just the fact that they took the time to read yours is enough of a reason to be thankful. 

Because it is expected that you will say “thank you” (and would be considered rude if you don’t), genuine gratitude is what will make you instantly more likable and win you extra points. 

Thank you for taking the time to review my application. I truly appreciate your consideration and hope to have the chance to prove through my dedicated work for your company.

#6. Keep It Professional 

This last piece of advice is quite simple. Keep your cover letter professional. You’ll have plenty of chances to express the more fun side of your character. 

There will be plenty of time to express your more “casual” side once you’re hired. At this stage, though, employers want to see that you are professional, reliable, and serious about your work. 

So, it’s better to use academic language and a clean, simple style. 

Liked the tips we covered in this article? There’s more where that came from! Check out our complete guide with the top 21 cover letter tips .

Ways NOT to End a Cover Letter 

And now that we covered the best ways to end your cover letter, let’s go over what you should NOT do when you’re writing your cover letter ending.  

• Do not appear desperate for the job. There is a fine line between expressing enthusiasm and being desperate. If you step over that line, you might blow your chances at getting a callback.
• Don’t be cocky and entitled. Avoid rhetoric that implies that the company would be foolish not to hire you and avoid speaking as though you’ve already been hired.
• Do not use overly familiar language or slang. That is unless you are working in the comedy industry.
• Don’t forget to proofread. Forgetting to proofread your cover letter (including the ending) is a big no-no. Typos and grammar mistakes can come across as unprofessional, so make sure to double-check for mistakes or use software like Grammarly .
• Don’t be sloppy! Pay attention to how you structure your closing paragraph just as much as the rest of your cover letter. This is the last thing the recruiters will read and it is what they will remember from the cover letter.
• Do not skip the closing! Not including a final paragraph in a cover letter is a huge mistake. This is your opportunity to summarize your strong points, enthusiasm, and gratitude memorably.

Want to know what mistakes you should avoid when you’re writing your cover letter? Our guide on cover letter mistakes has all you need to know.

How to Sign Off a Cover Letter 

Signing off your cover letter is a pretty straightforward task. All you have to do is use a signature line, followed by your full name. Something like this: 

And since “sincerely” has become overused, consider these signature lines to use instead: 

• Kind regards,
• With best regards,
• Most sincerely,
• Respectfully yours,
• Best regards,
• Respectfully,
• Thank you for your consideration,

Signature lines not to use

You probably know better than to use any of the signature lines below, but we thought to go over them just in case. So, whatever you do, refrain from using any of the following: 

• Warm Regards
• Yours Truly
• Have a wonderful day
• Affectionately

Do I Sign a Cover Letter? 

Whether you should sign a cover letter depends on how you are sending your cover letter. 

Nowadays, most cover letters are sent electronically. If that’s the case with you, there is no need to add an electronic signature. 

Simply add your full name at the end of the cover letter, using the same font as the rest of your letter. 

If you are sending a good old-fashioned printed cover letter, on the other hand, include the same details and add your signature underneath your name. 

Having a matching resume and cover letter is a great way to make a good impression on the hiring manager! We make that super easy for you - just pick one of our matching pairs of resume & cover letter templates and start writing yours!

Key Takeaways 

How you end your cover letter is extremely important. If you manage to get it right, your application will make an impression and most surely earn you a callback.

To make sure you got it right, let’s go over the main points we covered in this article: 

• Your cover letter ending should contain a captivating closing paragraph and a signature line.
• To write a good closing paragraph, do some of the following: convey enthusiasm, recap your skills and qualifications, show gratitude, and state your goals and expectations.
• Things NOT to do when you’re writing your cover letter ending are: appearing cocky, being sloppy, forgetting to proofread, and ignoring the ending altogether.
• Signature lines to consider in addition to sincerely are: kind regards, respectfully, and most sincerely.

Related Readings:

• Do I Need A Cover Letter in 2024
• Entry-level Cover Letter
• Cover Letter for Internship

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Resumania®: How to Write an Awesome Cover Letter Closing

Your cover letter closing matters. Here are some tips on how to end a cover letter — and some examples highlighting what not to do.

Many job seekers focus all their attention on polishing their resume, giving less importance to writing a strong cover letter. But the cover letter isn’t just a formality. It’s as important as your resume. In fact, it can be even more essential because, if it doesn’t capture a hiring manager’s attention, your resume might not get a look at all.

Your resume may spell out your skills, but it’s your cover letter that gives you the opportunity to convince a potential employer that you would be an asset to the company and can hit the ground running. And the final paragraph of your letter is key — it’s what leaves the last impression of you with a hiring manager. Your conclusion should propel them to action, namely to schedule an interview.

Key components of a good cover letter closing

Use the closing to accomplish three tasks and move the process forward.

• Sum up your strengths. In recasting your professional strengths, don’t simply repeat phrases the hiring manager has already read. Use fresh language to succinctly make your case in the close. (See examples below.)
• Be polite and confident. A cover letter closing like, “I look forward to hearing from you,” won’t spur a manager to pick up the phone. Instead, you could write, “I look forward to speaking with you about how I can put my skills to work for ABC Widgets.” Politely request an interview; don’t demand one or say you’ll call the office in the coming week. You want to be confident, not pushy.
• Say thanks. Make sure to offer thanks for their time and consideration, and choose a professional closing salutation such as, “Sincerely,” “Best regards” or “Thank you for your consideration.” Avoid overly familiar phrases like, “Yours,” “Cheers” or “Take care.”

As far as tone, use the same style in your final paragraph that you employed in crafting the rest of your cover letter : Keep it professional. This isn’t the place or time for jokes, text-message shorthand, strong emotion, exclamation points or casual language.

Be sure to keep your cover letter to one page and indicate any email attachments, as well as enclosures or documents the hiring manager may expect to receive related to your application.

SUBMIT YOUR RESUME

Examples of how to end a cover letter

Here are some options to help you draft a strong cover letter closing:

• “Thank you for your time. I look forward to speaking with you about my experience and passion for all aspects of web development. You can reach me at [phone number and email].”
• “I would love the chance to further discuss the position and what skills I’d bring to the job. Thank you for considering my application.”
• “I believe my five years of experience in user design, specifically working in the finance industry, will be an excellent match for this job. I welcome the chance to discuss how my qualifications will contribute to [name of firm]’s success. Thank you for your consideration.”
• “With my extensive accounts payable experience, I believe I can quickly get up to speed in this position. I’d welcome the opportunity to speak with you more about my qualifications at [phone number and email]. Thank you for your time.”

Cover letter closing fails

You can also benefit from studying examples of what you should absolutely not do. Resumania® offers examples of resumes and cover letters that missed the mark. Here are some amusing real-life cover letter closings our company has come across:

• “All I ask is for you to consider my perspicacious aspiration to become an erudite factotum in your organization.”
• “Finally, as an overview, I love to collaborate to enlighten direction based on targeted markets.”
• “Please, before you blow me off as ‘overqualified,’ understand that what I am overqualified for is being a department-store greeter.”
• “Making me an addition to this workforce will not be a problem.”
• “Thank you for your time. I look forward to hearing from you in the new future.”
• This last embarrassing typo is from a job candidate whose first name is Doug: “Sincerely, Dog.”

As with other parts of the note, your cover letter closing should be informative, concise and correct. Bad grammar, punctuation errors or misspellings might be all the incentive a hiring manager needs to toss your application aside for lacking attention to detail. Don’t rely on spell-check. Proofread your submission carefully and get someone else to look at it as well. A carefully written final statement can help you close the deal.

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How to End a Letter (With Closing Examples)

The Best Options to End a Letter

Letter closing examples, more letter closing examples, letter closings to avoid, how to capitalize a closing, how to format a letter ending, what to include in your signature, signature examples, frequently asked questions (faqs).

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How you end a letter is important. It’s your last chance to make a good first impression on your reader. Choose the wrong closing, and you might damage the goodwill you built up in the rest of your communication.

What’s the best way to end a letter or email message? Your closing needs to leave the reader with positive feelings about you and the letter you have written.

In closing your letter, it is important to use an appropriately respectful and professional word or phrase.

Most formal letter closing options are fairly standard, but there are degrees of warmth and familiarity if you're using a less formal closing. Your relationship with the person to whom you're writing will shape which closing you choose:

• If you don’t know the individual to whom you’re writing, stick with a professional formal closing.
• If you’re writing to a colleague, business connection, or someone else you know well, it’s fine to close your letter less formally.

Above all, your closing should be appropriate. Choose the right letter closing, and your reader likely won’t remember how you ended your letter. Ideally, your message will resonate instead of your word choice.

Key Takeaways

• When you don’t know the individual to whom you’re writing, use a professional formal closing.
• If you're writing to someone you know well, it’s fine to close your letter less formally.
• Some closings are not appropriate for business correspondence, so avoid being too informal.

Review the best way to end a letter with formal, business, or personal letter closings, sample signatures, letter examples, and writing tips.

The Balance

The following are letter closings that are appropriate for business and employment-related letters.

Sincerely, Sincerely Yours, Regards, Yours Truly, and Yours Sincerely 

These are the simplest and most useful letter closings to use in a formal business setting. These are appropriate in almost all instances and are excellent ways to close a cover letter or a job inquiry . “Sincerely” is a classic way to end a letter or email. If you're not sure about options, it's a good one to choose.

Best Regards, Cordially, and Yours Respectfully

These letter closings fill the need for something slightly more personal. They are appropriate once you have some knowledge of the person to whom you are writing. You may have corresponded via email a few times, had a face-to-face or phone interview, or met at a networking event.

Warm Regards, Best Wishes, and With Appreciation

These letter closings are also appropriate once you have some connection to the person to whom you are writing. They can effectively tie back to the content of your message, providing a fitting conclusion. For example, if you are sending a thank-you note, it may be appropriate to use "With Appreciation." Only use these if they make sense with the content of your letter.

When you’re ending your letter, be sure to choose a letter closing that is appropriate to the topic of your letter and your relationship with the person to whom you are writing. Here are more examples to choose from:

• All the best,
• Best of luck,
• Best wishes,
• Cordially yours,
• Fond regards,
• In appreciation,
• In sympathy,
• Kind regards,
• Kind thanks,
• Kind wishes,
• Many thanks,
• Respectfully,
• Respectfully yours,
• Sincerely yours,
• Stay safe and well,
• Thanks again,
• Thank you for your assistance in this matter,
• Thank you for your consideration,
• Thank you for your recommendation,
• Thank you for your time,
• Warm regards,
• Warm wishes,
• With appreciation,
• With deepest sympathy,
• With gratitude,
• With sincere thanks,
• With sympathy,
• Your help is greatly appreciated,
• Yours cordially,
• Yours faithfully, 
• Yours sincerely,
• Yours truly,

There are certain closings you should avoid in any business letter or email. Most of these are simply too informal. Casual doesn't work with professional correspondence. Some examples of closings to avoid are listed below:

Some closings (such as “Love” and “XOXO”) imply a level of closeness that is not appropriate for a business letter. Slang or acronyms aren't appropriate either.

Capitalize the first word of your closing. If your closing is more than one word, capitalize the first word and use lowercase for the other words. For example:

• Best regards,

Once you have chosen a word or phrase to use as a send-off, follow it with a comma, some space, and then include your signature.

Printed letter: If you are sending a hard-copy letter, leave four lines of space between the closing and your typed name. Use this space to sign your name in ink. 

Email message: If you’re sending an email , leave one space between the complimentary close and your typed signature. Include your contact information directly below your typed signature.

Beneath your letter closing, include your signature. If this is a physical letter, first sign your name in ink, and then list your typed signature below. If this is an email letter, simply add your typed signature below your send-off.

Make sure to include your contact information in your letter.

If this is a physical letter, your contact information will be at the top of the letter. However, if this is an email, include that information beneath your typed signature. This will allow the recipient to respond to you easily.

Hard-Copy Letter Signature

Handwritten signature (for a printed letter)

Typed signature

Email Message Signature Example

Typed Signature Email Address Phone LinkedIn URL (if you have a profile)

To set up your email signature, go to “settings” in your email account. Follow the steps to add your signature and pre-populate future messages.

How do you start a business letter?

If you are sending a hard-copy version, start your business letter with your name and address, followed by the date, and then the recipient’s name and address. Then, include a salutation and the recipient’s name, e.g., “Dear Ms. Green.”

What are the parts of a business letter?

The parts of a business letter are the sender’s address, the date, the recipient’s address, a salutation, the message body, a closing, and the sender’s signature. If you send the letter by email, you can omit the address and date sections and include your contact information in your email signature.

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How to write a conclusion to an application letter.

Many people find writing cover letters for job applications to be tedious and time consuming. The first part is easy enough, because you discuss highlights from your education and work experience, but the conclusion is more difficult. Do you assume that the company will interview you, or request an interview? How do you phrase the conclusion so it sounds confident, but not arrogant? The conclusion is important because it ties together the whole letter and leaves a final impression with the employer.

Write the cover letter. Include the inside address, date, heading, salutation, opening paragraph and body paragraphs.

Begin the conclusion by thanking the employer for her time. Keep the statement short and simple. If you are too effusive, the employer might see this as an attempt to ingratiate yourself. An example of an appropriate closing statement is: "Thank you for your time and attention."

Continue the conclusion by indicating that you would like to be interviewed. Do not assume that the employer will interview you because an employer may see this as over-confidence or arrogance. Instead, work the request into a statement; for example: "I would appreciate the opportunity to discuss my qualifications with you." This is a subtle and professional request for an interview.

Provide your email address and telephone number. Even if these items appear on the header of the resume, resumes sometimes get lost so you should reiterate them. You may give your cell phone number as well, but keep in mind that an employer can call your cell at any time, including when you are busy or indisposed. For this reason, many applicants prefer to simply provide their home phone number. An example of this statement is "I hope to hear from you soon; my telephone number is (number) and I may be reached any afternoon. My email is (email)."

Close the letter by typing "Sincerely," and skipping three lines. Type your full name. Print the letter and sign in the space above your name.

Related Articles

How to handle a cover letter when gender is unknown →.

How Long Is Too Long to Wait Before Writing Interview Thank You Letter? →

How to write a letter for an externship →.

How to Present Job References at a Job Interview →

How to Write a Response to an Interview Request →

How to Write a Handwritten Cover Letter for a Resume →

• Purdue Online Writing Lab: Job Search Letters
• Colorado State University: Writing Guide -- Cover Letters

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The Benefits of a Strong Closing

Things to consider when writing your ending, how to format the closing, what not to do, final thoughts, how to end a formal letter.

Updated March 6, 2023

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Throughout your life, you will have many occasions that call for a formal letter .

These might include:

• Thank you letters
• Cover letters
• Letters of employment interest
• Letters of resignation
• Letters for financial gain
• Letters for other people’s needs

Even in these days of texting and emailing, the formal letter still has a place and knowing how to create one, and end it properly, will serve you well in many areas of your life and career.

A well-written letter can easily make the goal you are aiming for that much easier to reach. A good letter shows you to be articulate, professional and polite.

While the body of your letter is important, it holds all the key information you want to impart, the final paragraph is just as important. This is your last chance to leave a good impression and invite further action.

The closing is essentially a few words to sign off. Doing so correctly shows professionalism, respect and appreciation for the person reading.

Primarily, you want your reader to feel positive about the letter and you. You also want to leave them wanting to know more and, in the case of a job cover letter, wanting to meet with you to discuss things further.

In many ways, the closing of your letter is more important than the opening. By the end of the letter, the reader has likely forgotten your opening but will remember your closing.

Your closing is essentially your last word, and your last chance to make your point. It allows you to emphasize again your enthusiasm and interest, as well as to encourage the conversation to continue further.

The wrong conclusion can send the message that you are not interested in furthering your discussion and may work to end the professional relationship.

There are a few things to consider when ending your letter.

You want to be polite, professional, summarize your purpose and leave an opening for them to contact you.

Polite . Even if you are writing a letter you do not want to be writing, or to someone whom you dislike, it is always important to remain polite. If you are rude this time, that reputation could follow you.

Professional . Always remain professional when writing a formal letter, even if the recipient is someone you know well. If you are in a professional setting, keep the closing formal.

Summarize your purpose . By the ending, your reader may have forgotten some important points you raised early on. Give a brief summary of those points.

Leave an open ending . Ensure that your ending encourages the recipient to take further action. You want them to be open to speaking or meeting with you to discuss things further and have a way to do so.

What to Include in Your Ending?

There are several things to consider when crafting your ending:

Call to Action

The call to action is important because it lays out what you would like the next steps to be and how your reader can get things moving.

They may be unsure themselves, so inviting them to contact you or follow up will move things in the right direction.

Reiterate Your Skills and Values

Depending on the type of letter you are writing, you have likely gone into some detail about your skills in the main part of your letter.

While you do not need to go into a lot of detail in your closing, it is good to mention them again to emphasize the ones that are most important.

Show Your Appreciation

Whatever your letter is about, it is usually appropriate to acknowledge the time the reader took to read or respond to your letter and give your thanks.

Professional Sign Off

Even if your letter is directed to someone you know well, your sign off should remain professional.

'Sincerely' or 'Yours truly' are most often used.

The following are some examples of letter endings for three situations:

Formal Endings: Have Not Meet the Recipient

In this example, your reader does not know you from any other stranger sending them a letter.

It is important to remain very professional because there is no personal relationship here, only business.

Several closings can be used in this case:

• Yours faithfully
• Yours sincerely
• Yours respectfully
• Respectfully

'Yours faithfully' should only be used when you don't know the name of the recipient (for example, addressing it to 'Dear Sir/Madam'); 'Yours sincerely' is most commonly used for letters addressed by name.

For example,

Dear Mr Jones, [Body text] Thank you for taking the time to look over my resume. I believe I have the skills and experience necessary to fill the position you have open. I would love the chance to meet and discuss the position further at your convenience. I can be reached at the information below. Yours sincerely, Jessica Bones

Dear Sir/Madam [Body text] Thank you for allowing me to bring these issues to your attention. I believe they deserve prompt attention so please do not hesitate to contact me at your earliest convenience. I am open to meeting in person as well. Yours faithfully, Fiona Smithe

Formal Endings: Met the Recipient

These endings are for instances where you may have met the recipient of your letter, but you did not establish a relationship.

Keep in mind that your reader may not remember you and you may have to refresh their memory. Do not rely on them having the same memory of your meeting.

• Warm regards
• Sincerely yours
• With gratitude
• Best regards
• With appreciation

Here are some examples:

Again, it was wonderful to have met you at the career fair in July. I enjoyed our talk about the job market and what is available in our field right now. I will be graduating in two weeks and would love to get together to go over any job openings you might have or prospects at other places. I look forward to hearing from you, you can contact me on the number below. Warm regards, Hayley Coles

I thank you again for taking the time to show me the apartment. As promised, I have attached the signed lease and have enclosed a cheque for my deposit. As noted on the paperwork, I will be there to move in on [date]. I look forward to a good relationship as I continue as a tenant. With gratitude, Megan Creech

I found my experience as part of your work/study team to be unparalleled. I cannot express how much I both enjoyed the work and how much knowledge I gained from it. I would love to be considered for any groups you do in the future. I look forward to hearing from you on the email address provided. Sincerely yours, Alisha Ahuja

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Less Formal Endings

These endings are for correspondence that is still formal, but perhaps you have met the recipient a few times or have established a relationship.

Closings do not need to be as formal in these instances:

• All the best
• Best wishes
• Kind regards
• Many thanks

I found my internship experience to be amazingly fulfilling. I feel that I gained so much and learned so much from you over the past three months. I look forward to receiving my evaluation and I hope that you keep me in mind should you have any job openings soon. All the best, Joanna

In summary, I think I could do a lot of good at [your charity]. I have the skills and connections you need, and I am impressed with the work you do. I am so thankful that [mutual friend] put us in touch with each other. I believe this could be a beneficial working relationship. I look forward to hearing from you soon to discuss. Many thanks, Phoebe Horkam

In conclusion I would like to again express my interest in purchasing your house. Because you are selling without an agent, I can assure you that I have all my financials in order. I have a pre-approved mortgage, a solid down payment and many references both personal and business. It was great to meet with you both times to view the house and I hope that we can move forward soon with a sale. Thanks again, Montgomery Haftash

Depending on how your letter is being sent – email or hard copy – there are a few things to note regarding the format for the closing.

Your sign off should always be followed by a comma.

For example, 'Regards,' 'Yours truly,' 'Best regards,' 'Sincerely,' and so on.

Only capitalize the first word of your closing.

If you are sending your letter as a hard copy , leave four lines after your sign off and type your name. Sign your signature by hand in the space.

If sending your letter by email , leave one space between the ending and your typed name and then add your contact information under your name.

If sending by email, you can always include a link to your online portfolio if you have one and it is appropriate to do so.

There are several things you should not do when ending a formal letter.

Do not be overconfident and assume that you know the outcome, you have the job or that everything has been decided. The final decision still rests with the person to whom you are writing.

Do not be too personal . Even if the recipient is someone you know well, it is still a formal letter. A proper closing is still required and should not have an informal sign off such as 'See you' or 'Stay cool'.

No sign off . Using no sign off at all comes across as either too unprofessional or too abrupt. Either one you want to avoid.

Do not make spelling or grammar mistakes . Nothing turns off a reader like easily correctable mistakes.

Letter Closing Examples

Below are some examples of closing sentences for different types of letter:

Letters of Interest

Letters of interest are letters that are sent to apply for or enquire about a job.

Here are some example closings:

' If you need any further information, please do not hesitate to contact me. '

' I look forward to hearing from you and await your reply. '

' I am eager to discuss the position further and how I would be an asset to your team. '

Notice of Resignation

A resignation letter is to let your client or team know that you will no longer be working with them.

Example closings:

' It has been a pleasure working with you and I trust that my replacement will meet your needs fully. '

' I have enjoyed our working relationship and will remain available to answer any questions you may have during the transition. '

Formal Letter

A formal letter could be from one business to another or from a business to a bank or similar.

The closing should be formal with no personal touches:

' I hope that we can make this working relationship a profitable one, and one that is beneficial to both parties. '

' Please look over the contracts and contact us with any questions you might have. We hope this becomes a profitable partnership. '

Applying for a Loan

A letter applying for a loan is one where you hope the institution in question will loan you some money.

' As you can see, I have all my financial paperwork in order and accompanying this letter. I look forward to hearing from you soon. '

' Thank you for taking the time to look over my loan application and please feel free to contact me if you need any more information. '

A Letter to a Professor

A letter to your professor could be for a work/study group or a special project.

' I have gained so much working with your group and I hope you keep me in mind for any further projects you have on [topic]. '

' I thank you for taking the time to look over my application for your work/study program. I would welcome the chance to be a part of your group and hope you keep me in mind. '

Closing and ending a letter is a lot more important than it first appears.

While your opening introduces you, it is the ending that your reader will likely take away with them the most.

Make sure you understand the tone of your letter, your reader and what you are trying to accomplish with the letter. Remembering those things will help you craft the ideal closing.

You might also be interested in these other Wikijob articles:

Or explore the Features / Useful Resources sections.

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Free cover letter templates

Stand out and get hired faster with our collection of free professional cover letter templates expertly-designed to land you the perfect position.

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General cover letter template.

A general cover letter template is the perfect starting point for writing your next job-winning cover letter. In the example below, you’ll find a cover letter that can be modified to suit just about any position or industry. 

Make sure to update it to include key examples from your own experience and education. Each cover letter is a chance to convince the employer that you’re the best candidate for their role, so make it count!

You’ve developed an excellent resume. What a relief! But you’re not finished with your job application package. It’s time to write a stellar cover letter. That blank page can be scary, but the tips below will help you grab that interview.

Why use our cover letter templates

Resume.io’s cover letter templates offer several advantages when it comes to completing your application and landing your next great position. We take pride in creating fresh and professional designs that stand out and make a positive first impression in today’s competitive job market. 

Here are a few reasons why our free cover letter templates are a cut above the rest:

• Expertly crafted templates: Our team of professional graphic designers is constantly creating and updating our templates to make sure they meet the needs of today’s job seekers. Our collection of templates ranges from minimalist and modern to bold and creative to ensure that we offer the perfect cover letter template for every candidate.
• Approved by recruiters: We work with career HR and recruitment professionals to make sure our cover letter templates meet the strict standards of today’s employers. We follow the latest hiring trends to update and adapt our cover letter templates for the needs of modern job seekers.
• Customize with ease: Not only do we provide expertly designed free cover letter templates, but we also offer an intuitive cover letter builder to help job seekers customize their application letters with ease. Our cover letter builder is easy-to-use and full of helpful features and advice to help you craft a cover letter that’s a cut above the rest.
• AI-powered tools: Even the best writers could use a hand sometimes. That’s why we’ve introduced AI-powered sample sentences that can be inserted directly within the cover letter builder and updated for your own experience. Our powerful spelling and grammar checker also helps to eliminate costly cover letter errors.

Most job applications specify whether they’d like to receive your cover letter as a PDF or Word Docx format. We’ve made it easy to download either option within our cover letter builder.

Choosing the right cover letter template

Every candidate and every position is unique, meaning the same cover letter won’t work for everyone. That’s why we’ve created an extensive collection of cover letter templates with designs ranging from clean and classic to modern and attention-grabbing. 

Within our cover letter builder, you can also easily switch from one template to another, meaning the perfect cover letter design is always within reach. Our free cover letter templates are divided into four categories:

• Simple: Our simple cover letter templates are go-to classics that can work for a wide variety of positions and applicants. These templates are best-suited for students and first-time job seekers, along with applicants working in fields like hospitality, transportation, logistics, and retail. Our simple templates are highly versatile and can serve as a great starting point for any cover letter.
• Modern: If fresh ideas and innovation are the keys to your industry, our modern cover letter templates are the right choice. These designs feature minimalistic lines, clean fonts, and a refreshing balance of white space to text. Our modern cover letter templates are perfect for candidates in IT, marketing, administration, and sales.
• Creative: If your industry or job title calls for a bold approach, look no further than our collection of creative cover letter templates . These designs feature bright colors, striking fonts, and larger-than-life headers to draw attention to your cover letter. Our creative cover letter templates are perfect for candidates in fields like film and television, design, photography, art, architecture, content creation, and any job where your personality should be in the spotlight.
• Professional: Sometimes, tried-and-true is the only option, and that’s where our professional templates come into play. These are classic designs with traditional font choices and the organized sections recruiters expect to see. When in doubt, a professional cover letter template is the way to go, especially in fields like business, medicine, education, engineering, accounting, and finance.

What makes a good cover letter template?

A good cover letter template is a combination of elements that work together to highlight and emphasize a candidate’s experience and qualifications for the role. 

Here are a few factors that make a good cover letter template:

Header: An excellent cover letter template features a header that draws attention to the applicant’s name and contact information. The header may be located at the top or on the side of the page, but it must contain key details like a phone number, email address, and LinkedIn profile or portfolio website.

Balance of white space to text: A great cover letter template is easy to read and carefully balances the amount of white space in the text to avoid visual fatigue for the reader. Paragraphs should be divided in a logical way, and margins should not be shrunk to cram in more text.

Font choice: The best cover letters use font styles and sizes that are both legible and appropriate for the industry or job title. A good cover letter builder eliminates the guesswork by automatically choosing the right font and size for the cover letter template.

Color or design elements: While not appropriate for every industry, a touch of color or a dividing line can help create a more attractive page design and make the candidate stand out in a crowded applicant pool. Resume.io’s cover letter templates that feature color give several options so that you can choose the hue that works best for your application.

Different jobs can require different cover letter formats , which is why we’ve made it easy to switch colors, line spacing, or even whole templates directly inside our cover letter builder.

Cover letter template frequently asked questions (FAQs)

What is a good format for a cover letter.

A good format for a cover letter is one that catches the hiring manager’s attention with an attractive layout, easy-to-read font, and clear and concise information about the candidate’s experience and qualifications.

What are the three parts of a cover letter?

The four parts of a cover letter are as follows:

• The greeting: The way the hiring manager is addressed at the start of the cover letter.  
• Introduction: The first one or two sentences that introduce the candidate and the role they are applying for.  
• Body: The main paragraphs of the cover letter where the candidate discusses their experience and the reasons why they’re right for the job.  
• Conclusion and sign-off: The final sentences that express interest for the role and include the candidate’s full name as a signature.

How long should a cover letter be?

A good cover letter should be around 300 words or within the range of 250-350 words. This equals roughly three paragraphs. Any shorter and the reader may not fully understand why you are qualified for the role. Any longer, and you risk losing the reader’s attention before they get to the end of your letter.

What are three do’s and three don’ts with a cover letter ?

• Include a header that aligns with the design and information on your resume
• Use numbers and concrete information to show your accomplishments
• Leave a balance of white space to text to increase readability
• Change the document margins to cram in more text or make your cover letter appear longer
• Add a full street address to your cover letter
• Go overboard with images, design elements, or colors

What are two things that should always be in a cover letter?

Two things that should always be in a cover letter are the name of the company and the role you are applying to. Hiring managers often look for candidates for multiple openings at once, so this helps the employer identify who you are and the job you are looking for.

Are cover letters necessary?

Cover letters are one of the best ways to increase your chances of landing your desired position. That’s because they give you the opportunity to expand on key experiences from your resume. 

While not every hiring manager reads cover letters, the ones that do can often use them to determine who is on the shortlist for an interview. We recommend every applicant write a cover letter to show their interest and qualifications for the position.

How to end a cover letter

We recommend always ending your cover letter with a call to action. This sentence expresses your enthusiasm for the position and politely suggests that the hiring manager get in touch with you for an interview. 

You can also leave your name and contact information in this section once again, space permitting. Then, sign off with a phrase like “Sincerely” or “Best regards” and your full name.

How do you address a cover letter without a name?

While using the hiring manager’s name on your cover letter is the best way to establish a personal connection, some companies do not share information about who will be reading your cover letter. In that case, a more general greeting like “Dear (Company Name) Hiring Team” or “Dear (Department Name) Team Lead” can do the trick.

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How to Write a Termination Letter (With Templates)

By Priya Jain

Published: January 29, 2024

A termination letter is a formal notification from an employer to an employee, indicating their dismissal from the job. This letter serves as an official record of dismissal and includes reasons for dismissal, information about benefits or severance pay, the date of the final paycheck, and other relevant termination details.

Whether you’re a human resource (HR) professional or a senior executive, knowing how to write a termination letter can help issue one when needed. In this article, we explore the purpose of a termination letter and its various types and provide a termination letter template.

The Purpose of Termination Letters

The purpose of termination letters is multifaceted, serving both legal and professional functions within the context of ending an employment relationship.

Key purposes include:

Termination letters provide a formal conclusion to the employment relationship. This helps both the employer and the employee move on emotionally and professionally. The letter marks the end of an employee’s journey with the company, offering a clear point of closure.

By clearly stating the reasons and the effective termination date, these letters help reduce any uncertainty or ambiguity about the employment status, making it easier for the employee to plan their next steps.

Providing a termination letter demonstrates professional respect and courtesy towards the employee, formally acknowledging their service’s end.

Legal Protection

Termination letters serve as a key legal document that can protect the company in case of disputes or legal challenges from the employee. Clearly outlining the reasons for termination and its process minimizes the risk of wrongful termination lawsuits.

In the event of litigation, the termination letter can be presented as evidence to show that the employer followed due process and had valid reasons for the termination.

These letters help ensure the termination process aligns with relevant labor laws and regulations, protecting the employer from potential non-compliance penalties.

Documentation and Record Keeping

Termination letters act as an official record of an employee’s dismissal. This is important for maintaining accurate and up-to-date HR records.

They provide a concise summary of the employee’s departure, which can be useful for background checks or when termination details are necessary for future employment considerations.

Types of Termination Letters

There are several types of termination letters, each tailored to different scenarios of ending an employment relationship. Understanding these types helps ensure the appropriate format and content are used for each situation.

Here are some common types:

Voluntary Termination

In a voluntary termination, the employee decides to leave the company. This could be due to personal reasons, professional growth opportunities elsewhere, retirement, or dissatisfaction with the current work environment.

Such letters generally acknowledge the employee’s decision to leave, confirming their final working date and expressing gratitude for their contributions.

Related Article: 2-Week Notice Resignation Letter

Involuntary Termination

The employer initiates involuntary terminations, which can occur for various reasons.

These can include:

• Performance-Related: Terminations due to poor employee reviews and performance, where the employee may have failed to meet the company’s standards despite feedback and performance improvement plans.
• Behavioral Issues: Termination due to negative behavior or misconduct in the workplace.
• Company Policy Violation: This termination occurs when an employee violates company rules and policies.
• Downsizing or Layoffs: Employees may be laid off during organizational restructuring or financial constraints.

These letters should clearly state the reason for termination, detailing any previous warnings or incidents leading to this decision. They should also include information about final pay, benefits, and instructions regarding the return of company property.

What to Include in a Termination Letter

When writing a termination letter, certain key elements should be included to ensure the letter is clear, professional, and legally compliant.

Here are the important components to include: 

Recipient Information

Start with the full name and job title of the employee. Include the employee ID, department, and manager’s name if applicable. This information usually appears at the top of the letter and serves as the header​​.

Statement of Termination

Directly state that the employee’s employment is being terminated. This statement is the letter’s core and should be clarified at the beginning. It sets the tone and purpose of the letter, ensuring there is no misunderstanding about its intent​​.

Effective Date

Mention the effective date of termination. This is crucial as it marks the official end of the employment relationship. The date should be specific; if the termination is immediate or set for a future date, it should be explicitly stated​​.

Details of Final Compensation

Provide details about the employee’s final paycheck, including when it will be issued and how much it will be. If severance pay is included, specify the amount and any conditions attached. 

Also, include information on any accrued benefits, such as unused vacation or sick days, and how they will be compensated. Details on continuing health insurance benefits should also be included if applicable​​.

Return of Company Property

List any company property the employee is expected to return, such as laptops, phones, key cards, or ID badges. Include specific instructions on how and where to return these items, along with a deadline for their return​​.

Transition Information

Outline the steps the employee should take during the transition period. This may include details on exit interviews , the handover of responsibilities, or how to maintain contact with the company for any post-termination queries. If a notice period is given, mention the date it was provided​​.

Signature and Contact Details of HR Professional

The letter should be signed by someone from HR or a direct supervisor. Including the contact information of a relevant HR professional is important for any follow-up questions or clarifications the employee might have. This adds a personal touch and offers a channel for communication​​​​.

Related Article: The Ultimate Guide to Workplace Offboarding

Termination Letter Templates

Here are three types of termination letter templates to use:

Resignation Acceptance Termination Letter Template

Creating a resignation acceptance termination letter involves several key components to ensure it is professional and comprehensive.

Here’s how to structure such a letter:

[Your Company Letterhead]

[Today’s Date]

[Employee’s Name] [Employee’s Position] [Employee’s Department]

Dear [Employee’s Name],

I am writing to confirm the receipt of your resignation letter dated [Employee’s Resignation Date]. We have reviewed your notice and accept your resignation from the position of [Employee’s Position] at [Your Company’s Name], effective [Employee’s Last Working Day].

We want to express our sincere gratitude for the hard work and dedication you have shown during your tenure with us. Your contributions to [mention specific department/project if applicable] have been invaluable, and your colleagues and the management team will greatly miss your presence.

As per your resignation, your final work day will be [Employee’s Last Working Day]. Please ensure that all pending tasks are completed and all company property in your possession, including [list any company items like ID card, laptop, mobile phone], is returned to [Contact Person’s Name and Department] by your last working day.

Your final paycheck, including any outstanding dues and compensation for unused vacation days, will be processed and disbursed on [Date of Final Paycheck]. [Include information about any benefits or insurance if applicable].

We would also like to offer our assistance during your transition. If you require any help or have questions about the offboarding process, please feel free to contact [Contact Person’s Name] in the HR department at [Contact Details].

We appreciate your time with us and wish you success in your future endeavors. If you need a reference or any assistance in the future, please do not hesitate to contact us.

Thank you once again for your service to [Your Company’s Name].

[Your Name] [Your Position] [Your Company’s Name]

Termination Letter Template for Unsatisfactory Performance

Creating a termination letter for unsatisfactory performance involves several essential elements to ensure it is clear, professional, and legally sound.

Here’s a template for writing a letter for unsatisfactory performance:

[Your Company’s Letterhead]

[Employee’s Name] [Employee’s Position] [Employee’s Department] [Employee’s Address]

Subject: Termination of Employment

I am writing to inform you that, following a series of performance reviews and discussions, your employment with [Company’s Name] is being terminated due to unsatisfactory performance, effective [Effective Date of Termination].

Despite repeated efforts to support your improvement, including [list any performance improvement plans, training, or warnings], your performance has not met the standards and expectations required for your role, specifically in [mention specific areas of underperformance].

This decision has not been made lightly and follows [detail any formal performance reviews or meetings held with the employee regarding their performance]. It is important to note that we have documented these concerns and your responses in your employee file.

As per our company policy and the terms of your employment, [mention any relevant company policies or terms related to termination due to performance].

You must return all company property, including [list items such as ID card, laptop, mobile phone], to [Contact Person’s Name] in the HR department by your last working day.

Your final paycheck, including accrued benefits [if applicable], will be processed and disbursed on [Date of Final Paycheck]. [Include information about any severance package, if applicable].

We thank you for your efforts and contributions during your tenure with us and wish you the best in your future endeavors. If you have any questions regarding this termination or the next steps, please feel free to contact [Contact Person’s Name] at [Contact Details].

[Your Name] [Your Position] [Your Contact Information]

Termination Letter Template Without Cause

Creating a termination letter without cause involves several key elements to ensure it’s respectful and compliant with legal standards.

Here’s a template to use:

Subject: Notice of Employment Termination

This letter formally announces that your employment with [Company’s Name] will be terminated, effective [Effective Date of Termination]. This decision has been made due to [briefly state reason, e.g., organizational restructuring, downsizing, etc.], and does not reflect your job performance or conduct.

Please be advised that your final paycheck will be issued on [Date of Final Paycheck], including compensation for all worked hours and accrued benefits, as per our company policies. [Include any additional details on severance pay, if applicable].

We request that you return all company property, such as [list items like ID card, laptop, mobile phone], to [Contact Person’s Name and Department] by your last working day.

[Optional: If you are eligible for COBRA continuation group health insurance coverage or have other benefits like retirement savings, please refer to the enclosed documents for more information.]

We would like to express our gratitude for your contributions to the company and wish you success in your future endeavors. An exit interview will be scheduled to facilitate your transition; our HR department will provide details.

If you require a reference or any assistance in the future, please do not hesitate to contact us.

Thank you for your service to [Your Company’s Name].

Related Article : What Is an Exit Interview? Everything You Need to Know

Best Practices When Using Termination Letter Templates

When using termination letter templates, following these best practices ensures the process is respectful, clear, and legally compliant:

Be Clear and Direct

The letter should clearly state that it is a termination letter and specify the effective termination date. If applicable, provide specific reasons for the termination. This helps the employee understand why the decision was made and can be crucial for legal documentation​​​​.

Express Empathy and Gratitude

Even in termination scenarios, it’s important to acknowledge the employee’s contributions to the company. Use a tone that shows empathy and respect for the employee, recognizing that termination is a difficult experience​​​​.

Offer Support Services

Offer resources or support services, such as job placement assistance or career counseling services, that can help the employee transition out of the company. Clearly outline any benefits or severance pay the employee is entitled to and provide information on how to access these benefits​​​​.

Employee Assistance Programs (EAPs)

If your company has an Employee Assistance Program, mention these services in the letter. EAPs can offer counseling and support for employees going through the termination process.

Assure employees that EAP services are confidential and are there to support their well-being​​.

Be Mindful of Sensitive Situations

Customize the termination letter to suit sensitive situations like terminations due to personal reasons or health issues. The language and tone should be carefully considered to avoid insensitivity or legal issues. Ensure that the letter maintains the respect and dignity of the employee, regardless of the reasons for termination​​​​.

Ensure Legal Compliance

Have the termination letter reviewed by legal experts to ensure it complies with employment laws and regulations. Ensure that the letter does not contain language that could lead to legal challenges, such as discriminatory statements or promises not aligned with company policy.

What Not to Include in a Termination Letter

When drafting a termination letter, it’s important to avoid certain elements to ensure the letter remains professional, legal, and respectful.

Here’s what not to include in a termination letter:

Personal Opinions

Personal opinions or subjective language about the employee’s character or work ethic feelings should be excluded. The termination letter is an official document and should be written from an objective standpoint. Personal sentiments can be misinterpreted and may lead to allegations of bias or unprofessional conduct.

Unsubstantiated Statements

If the termination is for cause, ensure that any claims or reasons provided in the letter are supported by documented evidence such as performance reviews or disciplinary records. Unsubstantiated claims can lead to legal challenges or disputes.

Comparisons with Others

Avoid comparing the terminated employee’s performance or behavior with that of other employees. Each termination case should be treated individually based on its own merits. Making comparisons can lead to perceptions of unequal treatment or discrimination, potentially opening the door to legal challenges.

Employee Blame

While it may be necessary to state the reasons for termination, use neutral and respectful language. Direct blame or harsh criticism can be counterproductive and escalate the situation.

Blaming language can be viewed as defamatory or discriminatory, especially if not accurately supported by evidence. This could lead to legal repercussions against the company.

About the Author

Read more articles by Priya Jain

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