in writing an application letter the most applicable complimentary close is

How to Write an Effective Application Letter [with Example & Tips]

By Sheila Kravitz

11 min read

An application letter is a vital document in any job seeker’s arsenal, at the same level of importance as resumes and cover letters. It’s often an applicant’s first point of contact with recruiters and hiring managers .

So, how do you write an effective job application letter to highlight your skills and experience, capture the potential employer’s attention, and increase your chances of getting a job? These are the questions that we’re going to answer in this article while also giving you concrete examples and expert tips that’ll make your letter shine.

Without further ado, let’s jump right in!

Key Takeaways

An application letter is a document similar to a cover letter or a resume that job seekers submit when they are interested in a role .

The document is similar to a cover letter, and it should follow business letter formatting .

Before writing an application letter, you should research the company and read the job ad to find out which skills and qualifications are needed.

An introductory paragraph should be attention-grabbing , highlighting the amount of experience you have and at least one highly impressive accomplishment.

The middle portion of the document should be all about your skills and achievements relevant to the job.

A call to action toward the end of the letter increases your chances of being invited for an interview.

What is a Job Application Letter?

A job application letter is a document that’s in many ways similar to a cover letter. It’s written and sent with the purpose of applying for a job . As such, it should convey valuable information about your skills, experience, and motivation for the role that you’re applying for.

However, while a cover letter is a supplementary document to a resume , a job application letter is typically a standalone document and should be sent without additional attachments. As a result, it needs to be longer and more detailed than a cover letter.

Still, an application letter should be a concise, one-page document that serves as an elevator pitch. Use it to get in touch with potential employers and make a lasting first impression that can secure you an interview and expedite the hiring process.

The Best Way to Format Your Job Application Letter

The best way to format your job application letter is to follow the business letter format and layout . This includes organizing the information in a specific way and ensuring that your document is visually clean.

Here’s how to arrange the information in your application letter:

Job Application Letter Format

Contact information

A formal salutation

A catchy introductory paragraph

The middle portion, with your skills and achievements

A closing paragraph with a call to action

A cordial letter closing with your sign-off

This is the optimal structure to follow when writing a job application letter, as it gives hiring managers the chance to see what they want to see exactly when they want to.

Now let’s see how you can create an impeccable layout for your application letter:

Job Application Letter Layout Guidelines

Your document should be one page long .

Choose an appropriate font for your application letter, like Calibri or Helvetica.

Set the font size between 10 and 12 pt.

Adjust margins to at least 1 inch on all sides.

Use 1.0 or 1.15 line spacing and insert an additional line between paragraphs.

Align text to the left or use justified alignment.

A Step-by-Step Guide to Writing a Perfect Application Letter

Let’s learn how to write an application letter for a job with a step-by-step guide that’ll show you how to craft every part of it.

#1. Research the Company

Researching the company is the first step before you even start writing your application letter . This is crucial, as your document has the best chance of garnering attention from hiring managers if it’s tailored and relevant to the position that you’re applying for.

That’s because every job is different, and even similar roles within the same industry require different sets of skills and experiences. By looking into the organization that you want to join, examining the job ad, and paying attention to the requirements, you’ll be able to pinpoint exactly what hiring managers and employers look for in candidates .

After that, you’ll be able to lean on those experiences, as well as the hard and soft skills that you know are necessary for the job. That’ll set you apart from other candidates with generic application letters that don’t entirely match the posted requirements.

#2. Write an Introduction

Writing a strong introductory paragraph is one of the most important steps in the process of crafting an application letter. It’s your way of grabbing the reader’s attention and persuading them to check out the rest of your document.

Hiring managers are busy professionals and sometimes merely skim through application letters , spending just a couple of seconds on each. That’s why you want the first few sentences to be as captivating as possible.

Use this paragraph to mention the position that you’re applying for, emphasize how much experience you have , and highlight one or two particularly notable accomplishments.

Here’s an example:

Introduction Example

I am writing to express my interest in the architect position at Sky Vision Inc., as advertised on your website. With more than 11 years of experience in residential design and project management, as well as a Global Award for Sustainable Architecture under my belt, I am confident that I’ll be able to contribute to your esteemed organization and lead your large-scale projects.

#3. Emphasize Your Skills & Achievements

Once you have the hiring manager’s attention, it’s time to impress them with your skills and achievements . Remember that the goal is to be as relevant as possible, so focus on those accomplishments that indicate how you are going to perform in their company should they hire you.

One of the best ways to make this part of your application letter pop is to use numbers for quantification . They add measurable value to your accomplishments, adding credibility to them and making them stand out in the eyes of hiring managers.

Let’s see that in an example:

Emphasize Skills & Achievements Example

I have a proven track record of handling more than 50 projects from inception to completion, within budget, and with no missed deadlines. One of my biggest accomplishments was carrying out a $35 million project and achieving a delivery time 13% faster than the industry standard.

#4. Say Why You’re a Good Fit for the Role

In addition to accentuating your skills and experience, you should stress that you’re the perfect person for the role you’re applying for. This builds on the qualifications that you already talked about to show potential employers how they are going to benefit from hiring you .

To achieve this goal, you can point out the moments when your previous employers prospered from your work , such as how you helped them gain new clients, boost their revenue, improve their business, and more.

Why You’re a Good Fit for the Role Example

Exceptional skills in design software like AutoCAD and Revit, coupled with a commitment to green and user-centric architecture, garnered me a 96% user satisfaction rate and an increase in the company’s repeat business by 67%.

#5. Close Your Letter With a CTA

You should take the opportunity to include a call to action (CTA) toward the end of your application letter. A CTA is a marketing term describing something created to elicit a response .

In terms of an application letter, a CTA can be an invitation for hiring managers to contact you for an interview . This one simple sentence can vastly improve your chances and secure you the next step in the hiring process.

Close the Letter With CTA Example

Thank you for your time. I would love the opportunity to discuss my qualifications over an interview and explain further how I could contribute to your organization.

Let’s put what we’ve learned into practice and check out a complete application letter example :

Application Letter Example

3 Tips for Crafting an Effective Job Application Letter

Let’s wrap it up with a couple of expert tips that’ll help you craft the best application letter for a job vacancy:

Job Application Letter Writing Tips

Show that you’re interested in the company. Mention something specific about the organization that you want to join that compelled you to apply to them in particular. That’ll set you apart from the competition, as it shows true passion and indicates that you’re already familiar with their work.

Address the reader by their name. Greeting the reader by their name creates a connection right from the get-go. It’s a great way to build rapport and show that you went the extra mile to research the company.

Write a new job application letter for every position. Don’t submit the same application letter every time you apply for a new job. Even slight modifications can still make your document look generic. For maximum chances with recruiters, your best bet is to write a new one every time.

Final Thoughts

Writing a strong application letter is a skill in and of itself. It represents a combination of research skills, communication skills , writing skills , attention to detail, and more. However, learning this ability is crucial, as it opens doors to invaluable opportunities and helps you move your career in the right direction.

Fortunately, learning to write this document is not that difficult once you understand the basics . The format and layout remain the same, regardless of the career or role that you’re applying for. One application letter sample works for any position; you just need to adapt it to suit your needs.

That’s why we’ve provided step-by-step instructions and a complete example of an application letter, arming you with all the knowledge you need. Best of luck getting the job of your dreams!

Application Letter FAQ

#1. when do you need a job application letter.

You need a job application letter when you’re applying for a role , and you want to stand out among the competition. This document serves as a testament to your skills and experience, and its goal is to portray you as a qualified candidate who’s perfect for the job.

#2. Is a letter of application the same as a cover letter?

A letter of application is not the same as a cover letter , but they share many similarities. The two documents have the same formatting, and both convey valuable information about your competence. However, a cover letter supplements your resume, while an application letter is a standalone and more comprehensive document.

#3. How do I write an application letter that stands out?

To write an application letter that stands out, focus on the skills and accomplishments that are relevant to the job that you’re applying for . Use an attention-grabbing introductory paragraph and include a call to action toward the end. Finally, leverage numbers to add measurable value to your achievements.

Create your cover letter once, use it everywhere

How to Write an Effective Application Letter (Examples)

By Status.net Editorial Team on November 15, 2023 — 9 minutes to read

Your application letter should be a clear reflection of you, your skills, and your aspirations. It’s essential to tailor it to the specific job you’re applying for and showcase how you meet the requirements. Stay with us as we walk you through the tips, tricks, and best practices to make your letter shine. By the end, you’ll have the knowledge and confidence to navigate the job application process with ease.

Step 1. Introduction: Expressing Interest

The opening line.

Your opening line should grab the reader’s attention, briefly introduce yourself, and express your interest in the position. This is your opportunity to make an excellent first impression, so keep it clear and concise. For example, you could start with:

“As an experienced marketing professional, I was thrilled to see the opportunity for a Marketing Manager position at X Company.”

Revealing the Source of Information

Next, it’s important to mention where you found out about the job opening. This helps recruiters understand where their outreach efforts are effective and demonstrates that you’ve done your homework. Reference the specific platform, such as a job board or company website, or mention the person who referred you to the position. Here are a couple of examples:

“I came across this position on LinkedIn and believe my skillset aligns perfectly with the job requirements.” or

“Jane Brown, the Sales Director at your company, suggested I apply for this role, as she believes my experience in customer service is a great fit for the team.”

Step 2. Body: Detailing Qualifications

Pitching your skills.

When writing an application letter, it’s essential to showcase your skills. Start by listing the most relevant ones based on the job description. Be specific and mention how you’ve used these skills in previous projects or work settings. For example:

“As a project manager, I have successfully managed teams of up to 20 members, ensuring timely delivery of projects while maintaining a high level of quality.”

Use bullet points or bold text to make your skills stand out. This way, the reader gets a clear picture of your capabilities.

Referencing Your Experience

After listing your skills, provide details about your work experience. Start with the most recent position and include the name of the company, your job title, and the duration of employment. Focus on the responsibilities that match the job opening. For instance:

“During my tenure at X Corp as a marketing executive, I was responsible for coordinating marketing campaigns, managing social media channels, and conducting market research.”

Don’t forget to mention any relevant internships or volunteer work. This information will help paint a complete picture of your expertise.

Demonstrating Your Achievement

Lastly, highlight your accomplishments and show the potential employer why you’re a perfect fit. Use concrete examples and mention any quantifiable results you’ve achieved. For example:

“At ABC Inc., I initiated a cost-reduction program that saved the company $50,000 within six months.”

You can also mention any awards or recognitions you’ve received for outstanding work. This demonstrates that your contributions have been valued and recognized by others.

Step 3. Concluding Your Letter

Seeking further communication.

By the time you reach the end of your application letter, it’s important to express your desire for further communication with the potential employer. This shows that you’re genuinely interested in the opportunity and eager to continue the conversation. Example:

“I am excited about the prospect of contributing to your company’s goals, and I would appreciate the opportunity to discuss this further with you. Please don’t hesitate to contact me at your earliest convenience. Thank you for considering my application.”

Final Goodbye

After expressing your eagerness, close your letter with a polite and professional farewell, addressing the recipient by name where possible. This is not only courteous, but it also leaves a positive and lasting impression. Example:

“ I look forward to your response and the possibility of working together. Once again, thank you for your time and consideration. Sincerely, [Your Name]”

Proper Letter Ending

The complimentary close.

Start by choosing an appropriate complimentary close for your application letter. This part signifies the end of the main content and should leave a professional impression. Some common examples are “Sincerely,” “Best regards,” or “Yours faithfully.” Keep in mind that it’s best to stay formal, so avoid using casual phrases like “Cheers” or “Take care.”

After the complimentary close, press enter twice to leave a space for your signature. This space provides room for your actual signature if you’re submitting a physical letter. If you’re submitting electronically, this space can act as a visual cue that your letter has reached its end.

While signing an application letter, be sure to include your typed full name. Don’t forget to include your relevant contact information, such as your email address or phone number. This will make it easy for the recipient to get in touch with you if they have any questions or require additional information.

Here’s an example of a proper letter ending for your application letter:

[Space for physical signature, if applicable] Your Full Name [email protected] +1-234-567-8901

Post-Writing: Proofreading and Correcting

After writing your application letter, it’s essential to proofread and correct any errors or inconsistencies. This process will help ensure that you submit a polished and professional document that impresses potential employers.

Correcting Grammar and Punctuation

First, focus on your grammar and punctuation. A well-written letter that follows proper grammar rules is more likely to capture the reader’s attention and convey your message effectively.

• As you’re reading through your letter, keep an eye out for missing or misplaced commas, semicolons, and other punctuation marks.
• Check for sentence fragments or run-on sentences that make your message unclear.
• Look for subject-verb agreement issues, as well as any awkward phrasing or wordiness.
• Ensure consistency in tense and voice throughout the letter.

Checking for Spelling Mistakes

Your next step should be checking for spelling mistakes. Misspelled words can distract the reader and make your application appear less polished.

• Run your text through a spellchecker; most word processing programs have this feature built-in.
• Take the time to read through your letter carefully, word-by-word, to catch any errors the spellchecker may have missed.
• Double-check the spelling of names, addresses, and other specific information to make sure they’re correct.

Examples of Successful Application Letters

When writing an application letter, it’s essential to tailor it to the specific job posting . Check out these examples to help you create a winning letter for different scenarios.

Dear [Hiring Manager],

I’m excited to apply for the Sales Representative position at [Company Name]. With my proven sales record and strong interpersonal skills, I believe I would be a valuable asset to your team.

In my previous role at [Previous Company], I consistently exceeded sales targets and established strong relationships with clients. I’m confident that my experience and passion for sales will contribute to the ongoing success of [Company Name].

Thank you for considering my application. I look forward to discussing my qualifications and how I can contribute to the growth of [Company Name].

Sincerely, [Your Name]

As a creative and skilled Graphic Designer, I am thrilled to apply for the position at [Company Name]. My expertise in Adobe Creative Suite and concept development aligns with the requirements laid out in the job posting.

In my previous role at [Previous Company], I created visually appealing and engaging content for various marketing campaigns. My designs helped increase brand recognition and lead to a 20% increase in social media engagement. I am eager to use my talents and contribute to the visual identity of [Company Name].

I look forward to the opportunity to discuss my skills and portfolio with you. Thank you for considering my application.

Best regards, [Your Name]

As an experienced Office Manager with a strong background in time management and organization, I am eager to apply for the position at [Company Name]. Your commitment to efficiency and supporting your employees is in line with my work values.

During my tenure at [Previous Company], I streamlined scheduling and developed procedures that led to a 30% reduction in office expenses. My proactive approach to problem-solving and ability to create a productive work environment contribute to my effectiveness as an Office Manager.

I am enthusiastic about the opportunity to contribute to the success of [Company Name] by enhancing office operations. Thank you for considering my application.

Frequently Asked Questions

What are the key components of an application letter.

An application letter should include the following key components:

• Contact information: Start by writing your name, address, phone number, and email address.
• Salutation: Address the recipient professionally, using their name when possible.
• Opening paragraph: Introduce yourself and state the position you’re applying for.
• Body paragraphs: Highlight your relevant skills, experience, and accomplishments.
• Closing paragraph: Reiterate your interest in the position, provide your contact information, and thank the reader for considering your application.
• Sign-off: Use a polite closing, such as “Sincerely” or “Best regards,” followed by your name.

Can you provide a step-by-step guide on writing a cover letter?

• Review the job posting and research the company to understand their needs and values.
• Write your contact information at the top of the letter.
• Use a professional salutation and address the recipient by name, if possible.
• Craft an engaging opening paragraph that states the position you’re applying for and how you learned about it.
• Write body paragraphs that showcase your relevant skills, experience, and accomplishments, drawing connections to the requirements mentioned in the job posting.
• In the closing paragraph, restate your interest in the position and thank the reader for their time.
• Sign off with a polite closing and your name, followed by your phone number and email address.

What are some tips for writing an effective application letter?

To write an effective application letter:

• Tailor the content: Focus on the skills and experiences that are most relevant to the specific job posting.
• Use strong action words: Highlight your achievements using action verbs, such as “managed,” “achieved,” or “developed.”
• Proofread for errors: Thoroughly check your letter for spelling and grammatical errors before sending.
• Maintain a professional tone: Write your letter with a confident and respectful tone, avoiding slang or overly casual language.

How do you customize your cover letter for different job positions?

Make sure to modify your application letter to suit the specific job and company you’re applying to. Analyze the job posting to understand the key requirements and skills the employer is looking for. Emphasize how your experiences and abilities address these needs. Research the company to understand their values and culture, and incorporate that knowledge into your letter to show you would be a good fit for their organization.

What are some common cover letter mistakes to avoid?

Some common mistakes to avoid in cover letters include:

• Not customizing your letter for each job or company
• Focusing too much on yourself and not on the needs of the employer
• Including too much information or making the letter too long
• Repeating your resume verbatim without providing more context
• Failing to proofread for spelling and grammatical errors

How can I make my application letter stand out from the competition?

To make your application letter stand out:

• Use a compelling opening to grab the reader’s attention.
• Show enthusiasm for the position and the company.
• Make sure your letter is well-organized and visually appealing, with a professional font and layout.
• Tailor your letter to the specific job and company, focusing on the most relevant skills and experiences.
• Offer examples of your achievements to demonstrate your ability to succeed in the role.
• Proofread your letter to ensure it is error-free and polished.
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The Complimentary Close in a Letter or Email

Regards, Sincerely, Best

• An Introduction to Punctuation
• Ph.D., Rhetoric and English, University of Georgia
• M.A., Modern English and American Literature, University of Leicester
• B.A., English, State University of New York

The  complimentary close is the word (such as "Sincerely") or phrase ("Best wishes") that conventionally appears before the sender's signature or name at the end of a  letter ,  email , or similar  text . Also called a complimentary closing , close ,  valediction , or signoff.

The complimentary close is usually omitted in informal communications such as  text messages , Facebook entries, and responses to blogs.

Examples and Observations

September 28, 1956 Dear Mr. Adams: Thanks for your letter inviting me to join the Committee of the Arts and Sciences for Eisenhower. I must decline, for secret reasons. Sincerely, E.B. White ( Letters of E.B. White , ed. by Dorothy Lobrano Guth. Harper & Row, 1976)  

October 18, 1949 Dear José, I am glad to hear that you are only half dead. . . . The moon which moves around over Havana these nights like a waitress serving drinks moves around over Connecticut the same nights like someone poisoning her husband. Sincerely yours,  Wallace Stevens (Excerpt from a letter by American poet Wallace Stevens to Cuban critic José Rodriguez Feo.  Letters of Wallace Stevens , ed. by Holly Stevens. University of California Press, 1996)​

The Complimentary Close to a Business Letter

"The complimentary close must be included in all but the simplified-letter format. It is typed two lines below the last line of the body of the letter...

"The first letter of the first word of the complimentary close should be capitalized . The entire complimentary close should be followed by a comma . "The choice of the proper complimentary close depends upon the degree of formality of your letter. "Among the complimentary closes to choose from are: Yours sincerely, Very sincerely yours, Sincerely yours, Sincerely, Cordially, Most sincerely, Most cordially, Cordially yours . "A friendly or informal letter to a person with whom you are on a first-name basis can end with a complimentary close such as: As ever, Best regards, Kindest regards, Best wishes, Regards, Best ." (Jeffrey L. Seglin with Edward Coleman, The AMA Handbook of Business Letters , 4th ed. AMACOM, 2012) -"The most common complimentary close in business correspondence is Sincerely . . . . Closings built around the word Respectfully typically show deference to your recipient, so use this close only when deference is appropriate." (Jeff Butterfield, Written Communication . Cengage, 2010) - "Business letters that begin with a first name--Dear Jenny--can close with a warmer ending [such as Best wishes or Warm regards ] than Sincerely ." (Arthur H. Bell and Dayle M. Smith,  Management Communication , 3rd ed. Wiley, 2010)

The Complimentary Close to an Email

"It’s time to stop using 'best.' The most succinct of e-mail signoffs, it seems harmless enough, appropriate for anyone with whom you might communicate. Best is safe, inoffensive. It’s also become completely and unnecessarily ubiquitous. . . . "So how do you choose? 'Yours' sounds too Hallmark. 'Warmest regards' is too effusive. 'Thanks' is fine, but it’s often used when there’s no gratitude necessary. 'Sincerely' is just fake—how sincere do you really feel about sending along those attached files? 'Cheers' is elitist. Unless you’re from the U.K., the chipper closing suggests you would’ve sided with the Loyalists.

"The problem with best is that it doesn’t signal anything at all. . . . "So if not best, then what? "Nothing. Don't sign off at all. . . . Tacking a best onto the end of an email can read as archaic, like a mom-style voice mail. Signoffs interrupt the flow of a conversation, anyway, and that's what email is." (Rebecca Greenfield, "No Way to Say Goodbye."  Bloomberg Businessweek , June 8-14, 2015)

The Complimentary Close to a Love Letter

"Be extravagant. As much as you might mean it, don’t end with 'Sincerely,' 'Cordially' 'Affectionately,' 'All best wishes' or 'Yours truly.' Their punctilious formality smacks of someone who wears wing tips to bed. 'Your humble servant' is appropriate, but only for certain kinds of relationships. Something closer to 'Truly, Madly, Deeply,' the title of the British film about undying (for awhile) love, might do. "On the other hand, if you’ve done your job up till the last sentence of so intimate a letter, the swooning reader won’t notice the omission of this epistolary convention. Be bold. Skip it." (John Biguenet, "A Modern Guide to the Love Letter." The Atlantic , February 12, 2015)

An Archaic Complimentary Close

The typical complimentary close has grown shorter and simpler over the years. In Correct Business Letter Writing and Business English , published in 1911, Josephine Turck Baker offers this example of an amplified complimentary close:

I have the honor to remain, Most Eminent Sir, With profound respect, Your obedient and humble servant, John Brown

Unless used for humorous effect, an amplified close such as this one would be regarded as wholly inappropriate today.

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Business Letters

The CSU Writing Studio Guides to Writing Business Letters was created by Peter Connor, a former small business owner in Fort Collins, Colorado. Each guide, located in the list to the left, provides advice regarding a range of issues related to conceptualizing and composing specific types of business letters. You will also find step-by-step instruction and examples.

An Introduction to Writing Business Letters

There are many different kinds of business letters, each identified by the reason for which it was written; a sales letter, for example, or a letter of reference. The hallmark of a well-written business letter is that its objective is clearly understood by its reader. Successful writers help their readers do this by limiting the scope, or the amount of information included in their correspondence. Keep in mind that an effective business letter always communicates with a person first and a business second. If your letter is a first-time correspondence and you do not know, or are unsure of whom to address, do your best to find out. Addressing your letter to a person improves the likelihood of receiving a reply. It is perfectly acceptable to make a phone call asking for the name of a contact person. Once you have identified your reader and outlined the contents you intend to include, you can begin drafting your letter. Here are some points to keep in mind. Your letter is about business so keep your tone and style businesslike. Friendly, too, but businesslike. Consider how you would talk if you were sitting across the conference table instead of writing a letter. Try to imitate, on paper, the voice with which you normally talk. Be careful about your choice of personal pronouns when you write a business letter. Your reader will interpret its point of view by the choices you make. Since your words will be on paper the reader will see, rather than hear how you talk, so check your sentence structure, grammar, spelling and punctuation. Written words make an impression, just as spoken words do, so keep in mind this one thing; on paper words create a record. Be mindful of what you say. Your letter, stored in someone's file cabinet, can be referenced at any time. Your signature at the bottom of a letter indicates that you accept responsibility for its contents.

Acceptance Letters

An acceptance letter is a positive response to either an invitation or a job offer. Its objective is to notify the reader of an affirmative decision. The letter should be kept fairly short. Its scope need only include information that relates to the logistical details of accepting the offer. If you have been offered a job that you intend to accept, write your letter immediately. Remember, you are not the only person that was interviewed. The offer only indicates that you are the employer's "first choice." Delay on your part will communicate a lack of interest and will result in a prospective employer turning to his or her "second choice."

Identify your reader

An acceptance letter should be addressed to a person who has extended you an invitation or a job offer. You will have most likely met this person during a job interview and should place his or her name in the salutation and the inside heading of your acceptance. It should also be included on the top line of your envelope. Keep in mind that people do business with people. When you personalize your letter, addressing the reader by name, you recognize that person's individual importance and their value as a human being.

Establish your objective

The objective of an acceptance letter is to say "yes" to an invitation or a job offer. It notifies the reader of this decision and affirms the writer's commitment. Your acceptance should be conveyed in the first sentence, especially when you are accepting a job offer. Include a simple "thank you" as you begin the letter. Courtesy never goes out of style and your reader will appreciate your attention in that regard.

Determine your scope

The scope of your acceptance letter should be brief and upbeat, addressing any formalities or contingencies that relate to the commitment you are making. In accepting a job offer, restate the title of the position and the expected compensation. Doing so reaffirms the essential details of the offer, eliminates the potential for error, and ensures that your objective is not misunderstood. Inform your reader of any logistical details that may impact your availability, such as a graduation date, relocation issues that may effect your starting date or the existence of a competing offer. When necessary, address any contingencies that relate to your acceptance, such as finalizing a salary negotiation or an employment package. Be forthright with the employer. He or she understands that you are making a difficult decision and will normally extend a short grace period in which you may consider your options.

Organize your letter

Organizing your acceptance letter before you begin to write it will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of relevant points and place them in the sequential order that will best help your reader comprehend your acceptance. These points will become the backbone of your working draft.

Draft your letter

Working from an outline is the simplest way to draft an acceptance letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible.Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

Close Your Letter

An acceptance letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Letter

Reviewing and revising the draft of your acceptance letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete. Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. If you have not written an opening or a closing now is the time. Lead into the acceptance with an affirmative statement regarding your commitment. Conclude with an enthusiastic forward-looking comment.

Acknowledgment Letters

A letter of acknowledgment is both a receipt and a public relations tool. Its objective is to let the reader know that items requested in a prior communication, usually an inquiry or an order letter, have been received. The scope can actually be quite brief, just enough to complete a business communication cycle. Confirming the day in which an item arrived or expressing some appreciation for having a request satisfied may be all that is necessary. Remember, it's the thought that counts. An acknowledgment letter is a professional courtesy routinely extended by successful people in the building and maintenance of productive business relationships.

Identify Your Reader

An acknowledgment letter should be addressed to a person who requires a receipt for an item sent. If you do not know the name of the sender, you may find it in the complimentary close of a previous letter; an original inquiry or an order letter, for instance. That name should be placed in the inside heading and the salutation of your acknowledgment. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their importance and value as an individual human being.

Establish Your Objective

The objective of an acknowledgment letter is to let the reader know that expected items have, in fact, been received. You should be brief. In the body the writer should mention a specific point, clarifying for the reader that it is an important part of her overall objective, letting him know that further discussion will be expected in their upcoming meeting.

Determine Your Scope

The scope of an acknowledgment letter can be quite brief, a line or two, the objective of which is to notify the reader that a request has been satisfied. When a continuing dialogue is required, the scope may be broadened to include new information. In the body the writer should provide the name of her assistant, a second contact person with whom he can speak should she be unavailable to take his call. This establishes a line of communication that indicates her serious interest in exploring a further business relationship.

Organize Your Letter

Organizing your acknowledgment letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of relevant points and place them in the sequential order that will best help your reader. comprehend your acknowledgment. These points will become the backbone of your draft; your outline will become a checklist.

Draft Your Letter

Working from an outline is the simplest way to draft an acknowledgment letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

An acknowledgment letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below the printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your acknowledgment Letter

Reviewing and revising your acknowledgment letter is the final step in the writing process. You will check your draft in this step, making sure that your objective is clear and your scope is concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you are able to comprehend the request quickly and if enough information has been included to enable a timely response. Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes. Remember that a passive voice is not as commanding as an active one. You want your letter to be strong, so write with an active voice. The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. You want to help your reader understand exactly what it is that you want, so remove all that is not helpful. And finally, if you have not written an opening or a conclusion now is the time. The introduction needs to lead into the body of your letter with a firm statement about the subject of your acknowledgment and enough supporting information to keep the reader reading. Your closing remarks need to reiterate your objective with a question that calls for an action.

Adjustment Letters

An adjustment letter is a response to a written complaint. The objective is to inform the reader that their complaint has been received. It is also a legal document recording what decisions were made and what actions have or will be taken. Keep in mind that your reader has been inconvenienced. This is a prime goodwill building opportunity. Everybody makes mistakes and when a business owns up to one it goes along way to renewing the customer's confidence in a continued business relationship. The scope of your adjustment letter should reiterate the relevant facts of the claim. When the customer is right, include a forthright admission to that effect and extend a sincere apology. When the customer is not right, explain the reasons clearly and with every courtesy. Counter any negativity that may be in the complaint letter with a positive approach. Be gracious and emphasize the corrective steps being taken. Explanations for why the situation occurred are of less importance than the solution.

An adjustment letter should be addressed to a person who has filed a claim upon which a decision has been made. That person's name will often be found in the complimentary close of a complaint letter and should be placed in the inside heading and the salutation of your adjustment. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.

The objective of an adjustment letter is to inform the reader that an unsatisfactory situation is being corrected. You should avoid excuses or long explanations about what went wrong. Stick to the facts of the adjustment and your reader will comprehend the corrective action that you are offering or have already implemented. In the first paragraph, the writer apologizes for an incorrect shipment and clearly admits that a mistake has been made. He then provides the details of the solution. In the end he does not reiterate his apology. Once said, leave well enough alone and focus on positive actions.

The scope of an adjustment letter should reiterate the relevant facts of a claim, accept responsibility for an error or defect, and offer an apology. It should provide the reader with an exact description, including dates, times and places that corrective actions will take place.

The writer explicitly goes beyond that which was called for in the claim. In an effort to retain goodwill he discounts the original purchase price with a credit to the account of the inconvenienced customer.

Organizing your adjustment letter will establish a logical order in which to present information regarding a corrective action. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your adjustment. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft a adjustment letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

An adjustment letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below the printed name as in the sample adjustment letter. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath your title line.

Review and Revise Your Adjustment Letter

Reviewing and revising the draft of your adjustment letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete. Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the application's status. The conclusion should reiterate your objective and, when appropriate, contain an attractive inducement to a future business transaction.

Application Letters

An application letter is a cover letter, a sales letter, and a marketing tool all in one and it should accompany a professional resume any time a person applies for a job. Its main objective is to get the applicant in the door for an interview and must be written well enough to attract the attention and interest of the person with the power to recommend or grant one. The scope should include compelling information that will convince the reader that the qualifications outlined in the resume are strong enough to make an applicant a candidate.

An application letter should be addressed to the person who is in charge of screening and hiring new employees. That person's name should be placed in the inside heading and salutation of your application. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.

The objective of an application letter is to attract the attention of an employer. It acts as a cover letter for your resume and should provide enough personal information to convince the reader to grant you an interview. The qualifications you provide a potential employer should be included on your resume. Your cover letter should indicate that you are a suitable candidate and attract attention to your resume.

The scope of your application letter should include those things that are specific to obtaining your objective - convincing the reader to grant you an interview. You should be brief, but include such things as:

• A specific job title
• A desired area of employment
• Source of job lead
• Educational background
• Work experience
• Leadership activities
• Specialized training

Remember, you are requesting an interview. Specify times at which you are available and the methods by which you can be contacted.

Organizing your application letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your application. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft an application letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

An application letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Application Letter

Reviewing and revising the draft of your application letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete. Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the position or job you are seeking. The conclusion should provide your contact information.

Complaint Letters

A complaint letter advises the reader of an error in a business transaction or a defect discovered in a consumer product or service. The objective is to provide detailed information regarding the error or defect and to serve as a legal document recording the writer's claim and the corrective action or adjustment being requested. Keep in mind that your reader is a trained customer service professional and not very likely to be the person responsible for the error or defect. Rather than being angry, use a firm but courteous tone when stating a complaint. Remember, you want results, not a fight. The scope of a complaint letter should include only those facts that validate your claim and a request that corrective steps be taken. It may also detail the options that you are willing to accept in satisfaction of the claim.

Although a clearly identified reader is not absolutely necessary, a complaint letter should be addressed to the person who is most likely and able to resolve an unsatisfactory situation. In a very small business the owner is generally the contact person. In a mid-size company a vice president or upper level management person solves problems. In either case place that person's name in the inside heading and the salutation of your complaint letter. Include it also on the top line of your envelope. Large companies often have a Customer Service department to whose attention a complaint can be addressed. In these cases, the inside heading should contain just the name and address of the company. The salutation will then be replaced by a simple attention getting device.

The objective of a complaint letter is to prompt an action that resolves a conflict. You should avoid threats and accusations when providing the details of your complaint. Stick to the facts and your reader will comprehend what went wrong and what action you expect them to take.

The scope of a complaint letter should encompass the relevant information necessary to resolve a problem, correct an error or repair a defect. It should provide the reader with exact descriptions, including dates, times and places. It should reference purchase orders, invoice numbers, payment records and even dollar amounts when appropriate.

Organizing your complaint letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your complaint. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft a complaint letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

A complaint letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below the printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Complaint Letter

Reviewing and revising your complaint letter is the final step in the writing process. You will check your draft in this step, making sure that your objective is clear and your scope is concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you are able to comprehend the request quickly and if enough information has been included to enable a timely response. Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes. Remember that a passive voice is not as commanding as an active one. You want your letter to be strong, so write with an active voice. Keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. You want to help your reader understand exactly what it is that you want, so remove all that is not helpful. And finally, if you have not written an opening or a conclusion now is the time. The introduction needs to lead into the body of your letter with a firm statement about the subject of your complaint and enough supporting information to keep the reader reading. Your closing remarks need to reiterate your objective with a question that calls for an action.

Cover Letters

A cover letter accompanies items or documents enclosed or shipped in a single package. The objective is to identify each of the items that are included and provide a paper trail for both the sender and the receiver. The scope should be limited to only that information that will help the reader recognize the contents of the package and the reasons for receiving them.

A cover letter should be addressed to a person receiving correspondence or a package in which a number of items have been included. That person's name should be placed in the inside heading and salutation of your cover letter. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their importance and value as an individual human being.

The objective of a cover letter is to identify and explain its contents. It will provide the reader a record of the items and documents sent. As such it should be specific and brief. If you are sending multiple pieces of information, a bulleted list will effectively highlight the contents of your package.

The scope of a cover letter will contain a brief description of the items included in a package. Its objective is to help your reader identify those items and why they are being sent.

Organizing your cover letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of items that your package will include and put them in the sequential order that will best help your reader comprehend the contents of your package. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft a cover letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible.Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

A cover letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Cover Letter

Reviewing and revising the draft of your cover letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete. Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the application's status. The conclusion should reiterate your objective and, when appropriate, contain an attractive inducement to a future business transaction.

Credit Letters

A credit letter is a response to customer's application for credit. The objective is to inform the customer of the status of that application. It also serves as a legal document notifying the recipient of the results of a credit check. This is an extremely sensitive subject. Keep in mind that your response is a judgment regarding the applicant's personal credibility. Your reader deserves a direct and forthright decision and will appreciate a tactful and courteous tone. The scope of a credit letter should include only those details that reflect the outcome of the credit checking process. The information presented will vary depending on the decision being made. Whether your letter grants or denies credit, this is an opportunity to build goodwill. Keep in mind that a person with less than a desirable credit rating may still be a good cash customer and may in time become a better credit risk.

A credit letter should be addressed to a person who wishes to open a charge account. That person's name will be found at the beginning of a previously submitted credit application and should be placed in the inside heading and the salutation of your credit letter. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.

The objective of a credit letter is to inform the reader of an approval or denial of a request for credit. Notification of an approval is always easy. Be warm and welcoming in your tone and style. Refusing an application is a more delicate matter. You should avoid being apologetic, however; remember, credibility is the applicant's personal responsibility, not yours. To help your reader comprehend your decision, be brief and to the point. If you are not extending credit, use your first paragraphs to explain the factors or criteria used to judge the application and explain which of those factors did not meet an acceptable standard.

The scope of your credit letter will be determined by the decision to extend or deny the application. Use a welcoming tone when granting credit and take the time to explain the limits, terms and conditions. Your reader will need to know a few things:

• How much credit is being granted?
• What interest rate is being applied?
• What payment options are available?
• What penalty stipulations are attached?

Enclosing a company brochure is a common method for explaining these details.

Organizing your credit letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your credit decision. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft a credit letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

A credit letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you a re writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath your title line.

Review and Revise Your Credit Letter

Reviewing and revising the draft of your credit letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete. Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the application's status. The conclusion should reiterate your objective and, when appropriate, contain an attractive inducement to a future business transaction. If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the application's status. The conclusion should reiterate the objective and, when appropriate, contain an attractive inducement to a continuing business relationship.

Inquiry Letters

A letter of inquiry is a request for information that the writer believes the reader can provide. Regardless of its subject, the objective is to get the reader to respond with an action that satisfies the inquiry. The action taken can benefit either the writer or the reader, and sometimes both. That being the case, the scope must include enough information to help the reader determine how best to respond.

An inquiry letter should be addressed to the person who is most likely to respond in a positive and helpful manner. If you are unsure of who that might be, try making a few phone calls to identify a contact person. That person's name should be placed in the inside heading and the salutation of your inquiry. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their importance and value as an individual human being.

The objective in an inquiry letter is to make a request. It will either ask the reader to provide something beneficial to the writer, or take advantage of something the writer has to offer. Your inquiry should be specific and brief. If you are asking more than one question you might consider highlighting them in a bulleted list.

The scope of an inquiry letter should provide enough information for the reader grasp your objective, make an informed decision and respond in a timely manner. Consider your reader and get to the point. Do they have what you want? Can they do what you ask? Think about what your reader will need to know in order before making a decision and sending you a response. If you are to receive some benefit, it may help to explain for what purpose the benefit will be used. If the reader is to receive some benefit, it may help to offer an incentive to respond.

Organizing your inquiry letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of relevant points and place them in the sequential order that will best help your reader. comprehend your inquiry. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft an in inquiry letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

An inquiry letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below the printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Inquiry Letter

Reviewing and revising your inquiry letter is the final step in the writing process. You will check your draft in this step, making sure that your objective is clear and your scope is concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you are able to comprehend the request quickly and if enough information has been included to enable a timely response. Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes. Remember that a passive voice is not as commanding as an active one. You want your inquiry to be strong, so write with an active voice. The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. You want to help your reader understand exactly what it is that you want, so remove all that is not helpful. And finally, if you have not written an opening or a conclusion now is the time. The introduction needs to lead into the body of your letter with a firm statement about the subject of your inquiry and enough supporting information to keep the reader reading. Your closing remarks need to reiterate your objective with a question that calls for an action.

Order Letters

An order letter, also known as a purchase order or PO, begins the paper trail of a specific purchase. The objective is to provide the vendor with detailed instructions for fulfilling an order. It also serves as a legal record of the transaction and, consequently, should be written with care. Your intentions need to be clear and concise. Attention to detail is crucial. The reader will fill your order only according to your instructions; your satisfaction will depend largely upon their accuracy. The scope should include only the information needed to fulfill the order. The vendor does not need to know why you are placing the order, what it is going to be used for or for whom it is intended. The vendor only needs to know when you expect delivery and how you intend to pay the bill.

An order letter does not necessarily need a clearly identified reader. In fact, most first-time and one-time-only orders are simply addressed to the attention of a sales department. In such cases, the inside heading of the letter will contain just the name and address of the company to whom the order is being sent, and the salutation will be replaced by a simple attention getting device. Establishing an account with a company will announce that your intention is to have an ongoing business relationship. At that time you will be assigned a specific contact person, to whom all future orders can be directed.

The objective of an order letter is to clearly indicate to the recipient that you are making a purchase. You should be brief.

The scope of an order letter should provide only that information relevant to accomplishing the objective of making a purchase: what the item is, the terms of the purchase and any specific shipping instructions. It provides the reader with an exact description of what is expected.

Organizing your order letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your order. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft an order letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

An order letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below the printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Order Letter

Reviewing and revising your order letter is the final step in the writing process. You will check your draft in this step, making sure that your objective is clear and your scope is concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you are able to comprehend the request quickly and if enough information has been included to enable a timely response. Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes. Remember that a passive voice is not as commanding as an active one. You want your order to be strong, so write with an active voice. The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. You want to help your reader understand exactly what it is that you want, so remove all that is not helpful. And finally, if you have not written an opening or a conclusion now is the time. The introduction should lead into the letter with a firm statement about the details of your order. The conclusion should reiterate your objective and, when appropriate, contain any explicit instructions.

Refusal Letters

A refusal letter is a negative response to either an invitation or a job offer. Its objective is to notify the reader of a decision to decline. The letter should be kept fairly short. Its scope need only include information that relates to the reasons for not accepting the offer. If you have been offered a job that you do not intend to accept, write your letter immediately. Remember, you are not the only person that was interviewed. The offer indicates that you are the employer's "first choice." Your prospective employer deserves to be informed of your decision without delay so that an offer can be made to his or her second choice.

A refusal letter should be addressed to a person who has extended an invitation or a job offer that you are either unable or unwilling to accept. You will have most likely met this person during a previous job interview and should place his or her name in the salutation and the inside heading of your reply. It should also be included on the top line of your envelope. Keep in mind that people do business with people. When you personalize your letter, addressing the reader by name, you recognize that person's individual importance and their value as a human being.

The objective of a refusal letter is to say "no" to either an invitation or a job offer. It notifies the reader of this decision and provides the reason why it is being declined. Your refusal should begin with a genuine appreciation for the opportunity that was offered. Include a simple "thank you" as you begin your letter. Courtesy never goes out of style and your reader will appreciate your attention in that regard.

The scope of your refusal should be brief and upbeat, explaining the reasons that prevent you from accepting the invitation or offer. In refusing a job offer, restate the title of the position. Doing so reaffirms the essential details of the offer being declined and ensures that your objective is understood. Inform your reader of the reason(s) why you are declining. Be forthright with the potential employer. Perhaps another company offered a better benefits package or an unexpected opportunity you've been waiting for finally became available. You are not the first person to decline a job offer; treat it as an opportunity to build good will. After all, you don't know what the future holds. One day you may find yourself knocking on the same door again.

Organizing your refusal letter before you begin to write it will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of relevant points and place them in the sequential order that will best help your reader comprehend your refusal. These points will become the backbone of your working draft.

Working from an outline is the simplest way to draft an refusal letter. You organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible.Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

A refusal letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Refusal Letter

Reviewing and revising the draft of your refusal letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete. Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. If you have not written an opening or a closing now is the time. Lead into the refusal with an appreciative statement and a positively worded observation. Conclude with a gracious reiteration of your appreciation.

Response Letters

A response letter provides the answers or information requested in a letter of inquiry. The objective is to satisfy the reader with an action that fulfills their request. If you have neither the information requested nor the authority to reply, forward the inquiry on to the correct person. If you are the correct person, be prompt with your reply. Address every question courteously, even those that do not seem relevant. Take into account that your reader may lack your expertise. Keep your response on point and avoid going beyond the scope of the reader's request. When responding to a forwarded letter inform your reader in your opening paragraph that you are the correct contact person for all future communications. In your closing paragraph, express your willingness to be of further assistance.

A response letter should be addressed to a person from whom a request or inquiry has been received. That person's name will be found in the complimentary close of a previous inquiry letter and should be placed in the inside heading and the salutation of your response. It should also be included on the top line of your envelope. Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their importance and value as an individual human being.

The objective of a response letter is to satisfy the reader with an answer or action that fulfills the request of an inquiry. The answer either informs the reader of the respondent's ability to provide information or of a willingness to act on their behalf in some other way. Your answers should be specific and brief. If you are replying to multiple questions you might consider placing your answers in a bulleted list. Items on a list highlight the components of your response, like snapshots in a photo album.

The scope of a response letter is contained in the information you provide for the specific purpose of helping the reader grasp your objective. You may safely assume that your reader is a busy person, so getting to the point is important. Your goal is to have the reader make a decision quickly and respond in a timely manner. Information that is not related to your objective should be left out. Consider your targeted reader. Make it your business to now something about that person. What is their title or position? Are they the president of the company or the shipping clerk? Do they have what you want? Can they do what you ask? Give them the relevant background information needed in order to make an informed decision. Let the reader know who you are and something about your motive. If you are to receive some benefit, it may help to explain for what purpose the benefit will be used. If the reader is to receive some benefit, it may help to offer an incentive to respond. Put yourself in the reader's shoes and ask yourself what and how much background information is needed in order to take the action you are requesting. Would you already know everything you need to know, or would you need a little more? While you are in their shoes you might also ask yourself how much persuasion you would you need in order to be moved to act. This will help you determine whether you have supplied too much information, or not enough. It will also help you determine what information needs to be qualified or amplified for the reader's benefit.

Organizing your response letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your response. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft a response letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea. In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible.Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

A response letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below the printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Response Letter

Reviewing and revising your response letter is the final step in the writing process. You will check your draft in this step, making sure that your objective is clear and your scope is concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you are able to comprehend the request quickly and if enough information has been included to enable a timely response. Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes. Remember that a passive voice is not as commanding as an active one. You want your letter to be strong, so write with an active voice. The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective. You want to help your reader understand exactly what it is that you want, so remove all that is not helpful. And finally, if you have not written an opening or a conclusion now is the time. The introduction needs to lead into the body of your letter with a firm statement about the subject of your response and enough supporting information to keep the reader reading. Your closing remarks need to reiterate your objective with a question that calls for an action.

Sales Letters

A sales letter is a marketing tool that promotes a good or service. Its objective is to persuade the reader to buy what the letter offers. To be effective, its scope must describe a particular benefit the reader will gain by making the purchase, such as a problem solved or a need fulfilled. Before you begin, you should be familiar with what your sales letter intends to promote and the people you intend it to reach. This may require a little research and some brainstorming, but without preparation your sales letter will be less effective. Then decide on the features that best highlight the good or service; identify its selling points, in other words. Bigger, brighter, stronger, faster, cheaper, etc., are common selling points when writing a sales letter. Once you have made a selection, you must persuade the readers that the benefit of your offer outweighs the cost. In other words, convince them that what you have to offer is a good deal. In the sample sales letter the writer promotes a service performing a time-consuming task that few people like to do.

A sales letter should be addressed to a group of prospective buyers who meet an established set of criteria. Selecting their names should be done carefully, ideally with the help of a professional who specializes in direct mail marketing. He or she will be able to assist you in constructing a mailing list tailored to your specific needs. Once assembled, the names of your potential customers should be placed in the salutation and inside heading of your sales letter. They should also be included on the top line of your envelope. Whether you are singling out homeowners or renters, students or working people, dentists or lawyers you are singling out a group of people with an identifiable need or desire, one that you can fulfill or satisfy in some way. This group is your target audience. Each member is a potential customer. Keep in mind that people do business with people. When you personalize your sales letter, addressing the reader by name, you recognize that person's individual importance and their value as a human being.

The objective of a sales letter is threefold:

• To attract attention
• Generate interest
• Induce a purchase

Your sales letter may not induce an immediate purchase, however, it should, at the very least, meet the first two objectives. It should provide its readers with enough information to heighten their brand awareness about who you are and what goods or services you have to offer. They may return as a customer in the future. After all, on the day that your direct mail piece arrives, the targeted reader may neither need nor want what you have to offer. Regardless, your sales letter can have a positive residual effect if it succeeds in creating a strong and favorable impression at the time it is received.

To be effective, the scope of a sales letter must identify one or more of the following:

• A problem that can be solved
• A need that can be fulfilled
• A desire that can be satisfied
• A pleasure that can be gained

It must then present an attractive solution in a manner persuasive enough to accomplish the objective of the letter, convincing the reader to make a purchase. Successful sales letters gear their pitch toward the benefit received by the reader rather than the actual goods or services being offered.

Organizing your sales letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter. A simple outline will get you organized. Begin by creating a list of items that your package will include and put them in the sequential order that will best help your reader comprehend the contents of your package. These points will become the backbone of your draft; your outline will become a checklist.

Working from an outline is the simplest way to draft a sales letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible.Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list. Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

A sales letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name. If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Sales Letter

Reviewing and revising the draft of your sales letter is when you inspect and hone its textual content. It is a final check to see that your objective is clearly stated, your scope is sufficient, and the reader has been provided enough information to understand your message. Look for obvious errors. Check for misspelled words, poor sentence structure, and grammar mistakes. Make sure that you have been direct and to the point. Use a strong active voice. Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity, and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone, and style are consistent throughout the text. Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches, and trite language tend to diminish the substance of your message. If you have not written an opening or a closing now is the time. Lead into the sales letter with a strong attention getter. Conclude with an inducement to act.

Formatting Business Letters

When business letters are written on company letterhead stationery, they are generally formatted in a full block style with each part of the letter justified to the left margin.

Letters not on company letterhead stationery are written in a modified block style with the heading, date and complimentary close left justified to the center line and the inside address, salutation and body justified to the left margin.

When a business letter requires more than one page, the secondary pages should have a header that includes the recipient's name, the page number and the date.

Elements of a Business Letter

The elements of a business letter are:

• the heading
• the inside address
• the salutation
• and the complimentary close
• an additional notation section often follows the close
• The heading is also the return address to which the recipient will refer when sending a response.
• The writer's name is not included in the heading, as it is appears in the complimentary close at the end of the letter. It should include only the street, city, state and zip code of the letter writer. Identifying words such as Avenue, Circle, Court, Drive, and Street should be spelled out rather than abbreviated. Doing so reduces the chances of a response being sent to an incorrect address.
• The state name can be either spelled out or abbreviated in upper case letters according to U.S. Postal Service guidelines.
• The date a letter is written should be placed below the writer's return address information. It is the final component in the heading of a business letter.

The Inside Address

• The inside address contains the mailing information belonging to the recipient and should be justified to the left margin of the letter and placed two spaces below the date (for very short letters four spaces is acceptable).
• As in the heading, the inside address includes the street, city, state and zip code of the recipient, all of which should be placed below the name of the business or organization to whom the letter is being written. Identifying words such as Avenue, Circle, Court, Drive, and Street should be spelled out rather than abbreviated.
• When the recipient' name, title and position are known, they should be included as the first two lines in the inside address and placed directly above the name of the business or organization.

The Salutation

• The salutation is a greeting. Its placement belongs two spaces below the inside address and always justified to the left margin of the letter. It should include the title and full name of the recipient, followed by a colon.
• Customarily the salutation begins with Dear , followed by a title such as Mr., Ms., Mrs. , however, when the writer is on a first name basis with the recipient, that formality can be dropped in favor of a first name.
• The titles Mr., Ms., Mrs. , and Dr . are always abbreviated. Other titles, such as Professor and Senator are never abbreviated. Regardless of marital status women should always be addressed as Ms.-the only exception being when the recipient has personally expressed a desire to be addressed otherwise ( Miss or Mrs. ).
• Avoid gender-based salutations when it is not known if the recipient is a man or a woman. Dear Student: Dear Customer: Dear Resident: etc. are perfectly acceptable options for gender-neutral correspondence.
• An impersonal device may be preferable when addressing a letter to a large organization where the recipient's name is not likely to be known. For example, Attention: Accounts Receivable or Subject: Billing Error may replace more familiar forms of greeting.
• The salutation, To Whom It May Concern : is very out of date-very 20th Century.
• Begin the body of a business letter two spaces below the salutation or attention-getting device. Each paragraph should be single-spaced and justified to the left margin of the page with a double space separating each paragraph.
• It is acceptable to double space the text of a letter when the body is very short. This is done purely for cosmetic reasons, giving the letter a more visually balanced appearance on the page. In such instances it is appropriate to indent the first line of each paragraph.

The Complimentary Close

• The complimentary close is placed two spaces below the last line of a letter's body.
• Customary expressions used to close a formal business letter include Thank you, Sincerely, Sincerely yours, and Yours truly . Less formal expressions such as Regards, Best regards, and Best wishes should be used only when the writer is addressing a business associate that is also a friend.
• When the expression contains two words, such as Thank you , only the first word receives an initial upper case letter
• A comma follows all forms of a complimentary close.
• Allow four spaces between the complimentary close and the typed version of the writer's full name. The space between is reserved for a handwritten signature. The writer's job position or title should appear directly below his or her name.
• The writer's signature should be identical to the printed version except in those situations where the recipient is also a friend, in which case a first name only is fine.

The Additional Notation

A number of situations call for a business letter to be marked with notations signifying those situations. These notations should be placed two spaces below the position or title line following the writer's printed signature.

When a letter references one or more documents that are enclosed by the writer for the recipient, the enclosure is noted in one of the following ways:

• Enclosure: Wholesale Pricing Packet
• Enclosures (5)
• Enc. (Encs.)

When a letter has been dictated to an assistant it should be initialed. Both writer and assistant are acknowledged with their personal initials. The writer's will appear in uppercase letters and the assistant's will appear in lowercase letters in one of the following ways:

When copies of a letter are sent to named business associates or other interested parties, the copy recipients are acknowledged with their full name as in the following example.

• cc: Ms. Annie Getz
• cc: Mr. Glenn Widget, Ms. Ida Mae Knott

Connor, Peter. (2009). Business Letters. Writing@CSU . Colorado State University. https://writing.colostate.edu/guides/guide.cfm?guideid=71

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How To End a Cover Letter (With Closing Examples)

Cover Letter Closing Examples

Closings not to use, how to sign a cover letter, set up an email signature, more cover letter writing tips.

Hugo Lin / The Balance

When you're writing a cover letter or sending an email message to apply for a job, it's important to close your letter in as professional a manner as possible. End your letter with a formal closing, followed by your signature.

As with any job-related correspondence, it's best to opt for a more formal language and tone—a cover letter is no place for "XOXO," “Cheers,” or even a casual "take care" as a closer.

The following is a list of letter closing examples that are appropriate for cover letters and other employment-related correspondence, such as thank-you notes and/or emails to schedule interviews or pass along references.

• Sincerely yours
• Best regards
• With best regards
• Kind regards
• Yours truly
• Most sincerely
• Respectfully
• Respectfully yours
• Thank you for your consideration

A cover letter is a formal correspondence, so it's important not to be too casual or friendly when writing it. Here are some letter closings that are fine to use when emailing or writing to a friend, but are not appropriate to use in a cover letter. 

• Affectionately
• Best wishes
• Eagerly waiting for a response
• Warm regards
• Warmest regards
• Take it easy
• Have a great day
• Have a nice day
• Yours faithfully
• Abbreviations (Thx or any other abbreviated word isn't appropriate)
• Any emoticon (no smiley faces)
• Sent from my phone (if your phone automatically includes it, you can remove it in the settings)

For a printed letter, follow the closing with a comma. Then, on a new line, put your name. Leave a space above your typed name for your written signature.

Signature (hard copy letter)

If you're sending an email, you can add your contact information below your name. For example:

Best regards,

Your Name Your Email Address Your Phone Number Your LinkedIn Profile URL

Whichever sign-off you choose, make sure always to capitalize its first letter.

To simplify, you can set up an email signature that includes your contact information.

An email signature will make it easy for correspondents to readily see how to get in touch and saves you the time of typing the information repeatedly.

Use a Professional Email Account

It’s a wise idea, when conducting a job search, to set up an email account (and accompanying address) dedicated. Doing so will help to ensure that you don’t miss emails from potential employers who might be interested in interviewing you. It also will allow you to provide a professional-sounding email address on your resume and cover letter. This email address should be comprised simply of your name (examples: “John.T.Smith@gmail.com or marjoriejones@email.com).

Too often, job candidates use their personal email accounts to apply for jobs, often using “cute” email names such as “Crafty_catlady@yahoo.com” or OrcWarrior100@gmail.com.” This casual practice often raises hiring managers, eyebrows, raising red flags about whether a candidate is a serious, qualified applicant for the job to which they are applying.

It’s better to err on the side of safety and separate your professional and personal email accounts.

What To Include in Your Signature

In your signature, include your email address and phone number. You can add your LinkedIn profile URL to make it easy for your recipients to view your skills, accomplishments, educational background, and work history. Depending on your field, you may also want to include a link to your Twitter account; if you do so, make sure that your account is professional and appropriate for viewing by potential employers. 

Find out how to set up a professional email signature, including formatting style and links to help you save a signature in your preferred email program.

Cover letters, whether submitted through email or traditional mail channels, are always the first impression you provide a potential employer. Make sure that this impression is a good one by following the “best practices” outlined in these links so that your cover letter shines.

Having an appropriate close is just one of the many steps required to craft a winning cover letter.

Review how to write a cover letter , including what to include in your cover letter, how to write a cover letter, typical cover letter formats, targeted cover letters, and cover letter samples and examples.

How to End an Email

With business communication evolving into shorter, quicker messages, people wonder about long-standing formalities like complimentary closes (for example, Sincerely and Best wishes ). Do we still use them? If so, which ones belong where? Here are answers to frequently asked questions about complimentary closes for letters, notes, emails, and texts.

Question: Aren’t Sincerely  and  Best wishes  actually salutations? 

Answer:  No, salutations are greetings. They come at the beginning of the message. Endings for messages are called “complimentary closings” or “complimentary closes”–or sometimes just “closes.”

Maybe the expression “Greetings and salutations” made people think that those are two different things, but they aren’t. They both start a message.

When do I need to include a complimentary close?

Business letters. Closes are standard in business letters, so you need to use them there.  One style of letter, the simplified style, leaves out both the greeting and the close. But most writers don’t follow that style.

Notes. At the end of a handwritten message such as a thank-you note or a condolence message, include a closing.

Email used as a letter. You also need to include a close when you use email like a business letter–that is, as a professional communication to customers, clients, and others outside  your company.

Internal company emails. Normally you don’t need a close in emails within your organization, but you may want to end with one, especially if you are writing to someone you don’t know or don’t regularly email. Also, some closings help you end on a friendly note.

Texts. As with emails, if you use texts to communicate with customers and clients, you may want to include a closing to come across as polite and professional. Otherwise, you don’t need them.

What are acceptable closes these days?  

Many complimentary closes are right for a variety of communications. For letters and notes, these are acceptable, listed in order generally from formal to warm and friendly:

Letters and Notes

Very truly yours, Respectfully, Yours truly, Sincerely yours, Sincerely, Best regards, Kind regards, With thanks, Best wishes, With thanks and best wishes, Cordially, Warm wishes, Warm regards, Warmly,

Sympathy Cards and Notes

In deepest sympathy, With sympathy, With our condolences, Very sincerely, Wishing you peace, Sincere regards,

Emails If you use email to clients and others the way you would use a business letter, choose from the closes above for letters. For less formal emails, try any of these:

Best, Regards, All the best, All best, Cheers, Ciao,

Thanks works especially well in a closing sentence such as “Thanks for your help” or “Thanks again for your interest.” By itself, it may seem incomplete as a complimentary close, but many people use it.

Texts Texts do not need complimentary closes. But you may wish to use a close if it is to a client, customer, professor, or another individual whose professional relationship you value. Do not use abbreviated closes such as KR or BW, which make readers do the work (Kind regards, Best wishes). Consider these brief closes:

Best, All best, Cheers,

If two people will sign a letter, should I include two complimentary closes? 

No, even with two people signing, use just one complimentary close. As shown below, you can type the names side by side or one above the other. Of course, the individuals sign above their names.

In my first email to a potential customer, I use Sincerely . In my subsequent emails should I continue to use it? How do I know when to switch the level of formality to a friendlier close? 

Change to a friendlier close when you have had friendly interactions with the individual. For example, if you have a phone conversation that helps you get to know someone or if you exchange emails that build your rapport, you can move from Sincerely  to Best wishes, Best, or All the best.  Also, pay attention to how the other person signs off and consider matching that tone.

In my inbox today, I have emails from customers, clients, colleagues, and vendors that close with Sincerely, Thanks, Thank you, Best regards,  Thanks and regards, Best, Kind regards, and no close. The people I know best among these ended their emails with Thanks, Sincerely, and no close.

I have seen closings with all the important words capitalized, for example, Best Wishes and Sincerely Yours . Is capitalizing the second word optional?

Capitalizing the second and subsequent words is wrong. Only when one of those words is a proper noun should it be capitalized. Examples:

Best wishes for a happy Christmas, Wishing you a wonderful Thanksgiving,

Does a comma always follow a complimentary closing?

Most professionals in the United States and Canada use a comma after the complimentary close.  In other parts of the world, many people use no punctuation after the close. (They also use no punctuation after the salutation.) The use of no punctuation after the greeting and close is called “open punctuation.”

If you choose to close with a special phrase such as Happy new year or  Have a wonderful trip,  you can follow it with an exclamation point.

In a very serious message in which I don’t want to come across as friendly, can I leave out the complimentary close? 

Even in a serious message, it’s smart to be polite and professional. With a message such as a debt-collection letter or a job-performance warning, you can use a professional, formal close:

Respectfully, Very truly yours, Sincere regards, Regards,

Are there any closes to avoid? 

Avoid any overly mushy closes. For example, do not use Your loving student even if you have a close relationship with your professor. It’s just not appropriate. Some women who are close business friends use  XO.  It’s a very friendly close, but people who use it run the risk of being misunderstood, especially if other people receive copies of their correspondence.

Also avoid nonstandard closes. One that comes to mind is  Kindly.  Does it mean that the writer is writing kindly? A better, similar choice is  Kind regards. 

What a thoughtful comment and question! You have made me think more about my “Kindly” aversion. I’m glad to do that.

There are several things I object to about “Kindly.” In no particular order, here they are:

–“Kindly” echoes for me the sharp-tone uses I remember, either from my life or from the arts: “Would you kindly remove your wet umbrella from the doorknob?” and “Would you kindly stop calling me?”

–“Kindly” feels off to me. If I am the writer, am I writing to you kindly–that is, gently, pleasantly, agreeably? I appreciate that you want to express your kindness and respect. Respect works for me, but the kindness part doesn’t sit right–for me. “Sincerely” makes sense because one writes sincerely. “Cordially” and “Warmly” and the rest seem right because they suggest a feeling. For some reason “Kindly” doesn’t do that for me, perhaps because it is not part of my normal vocabulary. Maybe I should find ways to work it in more, as in “He kindly let me into the conference room early.”

–It’s uncommon. It doesn’t appear in any of my three go-to style guides that include complimentary closes: “Emily Post’s Etiquette,” Robert Hickey’s “Honor and Respect,” and “The Gregg Reference Manual.” I realize that fresh language is a good thing. But “Kindly” feels odd. The famous coach and educator Marshall Goldsmith ends all his messages “Life is good.” (Or at least he used to.) THAT’S an uncommon close, and you wouldn’t want to use it for your purposes at work, but it’s the kind of uncommon that strikes me as fitting.

For your messages, what do you think of “All the best”? Or even the closing sentence “Thanks so much”?

I’m happy to keep thinking about this question.

Very interesting post. In my previous job, I often used “Have a wonderful day!” as email closing, in part because my messages were usually “stand alone”, meaning there were not a lot of back-and-forth exchanges, and also because my tone was usually somewhat informal.

In my current job, my emails are frequently part of a chain discussion in which I am asking for something (documentation, information, signatures, etc.), and there is a lot of back-and-forth, so wishing a wonderful day each time seemed misplaced. I consider my boss to be a great writer, and she uses “Kindly,” as closing, so I followed suit.

I was curious to see “kindly” as your main example of closings to avoid. I do mean to express that I am writing with kindness and respect, and I am trying to not sound demanding. I do not love “kind regards”.

I am curious about your thoughts in this situation. Can you elaborate as to why “kindly” should be avoided?

Thank you! (I want to write “Kindly,”, so now I am stuck)

Good work, Patty! You have already changed.

I’m with you on using “cordial” after dinner.

It’s always good to hear from you, George. Thanks for stopping by and sharing your thoughts.

I agree about “Regards.” Very cold.

Thank you for elaborating. I really like “cordially”, and I think you are right – it does a better job of describing the feeling I am trying to express. I am making the change immediately. I will aspire to one day find my own unique but fitting closing.

As a side note, I may have felt comfortable using “kindly” because I use the word “kind” a lot. The only time I use the word “cordial”, is after dinner.

Cordially, Patty

Lynn, thanks for starting this discussion.

I reserve “All the best” for friends. I close almost all business emails with “Best regards”. Otherwise I would have to remember how I close emails to each person. “Kind regards” is slightly too friendly for me, even for people I know. “Warm regards” is way too friendly. “Regards” seems cold.

But none of these closings bother me in emails I receive.

I like the no-closing option for public blog comments like this. Thanks for saying it’s okay!

Roderick, thanks so much for your comment. You are right. I have corrected the title.

Hi! 🙂 This is very useful information! Thank you sharing this helpful article with us. One tiny thought if I may about “FAQs” in the title. The letter “Q” already stands for “Questions” so perhaps the extra letter “s” may not be needed. What do you think? Thank you, Roderick

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