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I once watched a student send a job application email closing with “XOXO” — the same sign-off she used for texts to her roommate. She didn’t get the interview. The funny thing is, nothing in the letter itself was wrong. The mistake was in the last 30 pixels on the screen. That moment taught me that letter closings aren’t just formalities; they’re the last impression you leave, and they signal whether you understand the relationship and context. The wrong closing can undo everything else you wrote.
You’ll covers 40+ letter closings sorted by context — formal business, casual friendship, professional distance, and everything in between. More importantly, I’ll teach you the hidden rule that makes choosing the right closing automatic: match your tone to your relationship with the reader. Once you understand that, you’ll never second-guess a sign-off again.
Key Takeaways
- The rule: Match your closing to your salutation. “Dear Sir/Madam” → “Yours Faithfully.” “Dear [First name]” or known person → “Yours Sincerely” or “Best regards.”
- Formal letters: Sincerely, Yours sincerely, Yours faithfully, Best regards, Kind regards — these are always safe in business.
- Semi-formal emails: Best regards, Kind regards, Warm regards — appropriate for client emails, teacher communication, professional first contact.
- Casual letters: Cheers, All the best, Take care, Best — for friends, colleagues you know well, informal contexts.
- Never use in business: XOXO, Hugs, Love, Hey, Ciao, Toodles — save these for personal messages to friends and family.
The Hidden Rule: Match Your Salutation to Your Closing
Here’s why so many learners get this wrong: they treat the opening and closing separately. They should treat them as a pair.
| Your Salutation | Your Closing | When to Use This Pair |
|---|---|---|
| Dear Sir or Madam: | Yours Faithfully, | Formal letter to unknown recipient (very formal, traditional) |
| Dear Mr./Ms. [Last name]: | Yours Sincerely, / Sincerely, | Formal business letter to a named person |
| Dear [First name]: | Best regards, / Warm regards, / All the best, | Semi-formal email to someone you know somewhat |
| Hi [First name], | Best, / Take care, / Cheers, | Casual email to a colleague or friend |
| Hey [Name], | Talk soon, / See you, / Catch you later, | Very casual, informal message to close friends/co-workers |
Notice the pattern? Formal salutations pair with formal closings. Casual salutations pair with casual closings. When they mismatch, it creates cognitive dissonance — the reader feels the tone is “off” even if they can’t say why.
Pro tip for writers: After you’ve chosen your closing, read the entire letter from top to bottom and ask: “Does this opening match this ending?” If the answer is no, adjust one or both to create harmony.
Formal Letter Closings
Use these when writing to someone in authority, someone you don’t know, or for official business (job applications, complaints, formal inquiries). These closings signal respect, professionalism, and appropriate distance.
Universal Formal Closings (Safe Everywhere)
- Yours sincerely, — The gold standard. Works for almost any formal letter in British and American English.
- Sincerely, — American version. Equally safe and professional.
- Best regards, — Slightly warmer but still formal. Works for both letters and emails.
- Kind regards, — British preference. Professional with a touch of friendliness.
- Respectfully, — Used when addressing someone significantly senior or in a position of authority.
Example context: You’re applying for a job, writing to a professor, filing a formal complaint, or contacting a government office. These closings work for all of them.
Traditional Formal Closings (Old-Fashioned but Still Correct)
- Yours faithfully, — Used when you don’t know the recipient’s name (paired with “Dear Sir or Madam”). Very traditional; less common in modern business but still correct.
- Yours truly, — Classic American closing. Still appropriate but feels slightly dated.
- Very truly yours, — Even more formal; rarely used today except in legal documents.
When to use: Only if the original letter also uses very formal language. If you’re using “Dear Sir or Madam,” these pair well.
Informal Letter Closings
Use these for personal letters to friends, family, and people you know well. The tone is warm, relaxed, and sometimes playful.
Casual but Still Appropriate
- Best, — Short, warm, works with “Hi [Name]” or “Hey [Name]”.
- All the best, — Slightly more generous feeling than “Best”.
- Take care, — Shows genuine concern; appropriate for friends and family.
- Cheers, — Casual and friendly; popular in British English especially.
- Talk soon, — Implies ongoing relationship; good for regular correspondents.
- Warm regards, — Friendly but still professional enough for semi-formal emails.
Example context: Emails to friends, letters to family members, casual workplace emails with people you know well.
Playful and Affectionate Closings (Friends and Family Only)
- Love, — For family and very close friends. Never use in any professional context.
- With love, — Warmer version; still strictly personal.
- Yours in friendship, — Slightly old-fashioned but genuine; good for close friends.
- Wishing you all the best, — Longer form of “all the best”; works for friendly notes.
- With gratitude, — When someone has helped you; sincere and warm.
- With admiration, — For someone you respect as a friend or mentor (personal context only).
Professional / Business-Specific Closings
These closings are designed for business communication where you want to sound professional but not stiff. They fit the gap between formal and casual.
Business Email Closings
- Best regards, — The most common professional email closing.
- Kind regards, — Slightly warmer; British preference.
- Warm regards, — Shows genuine interest; good for building relationships.
- Best wishes, — Friendly but professional.
- Regards, — Neutral and safe, though can feel impersonal.
Client-Facing Closings
- Thank you for your business, — Appropriate when thanking a client for their patronage.
- Looking forward to working with you, — Shows enthusiasm for future collaboration.
- I appreciate your time and consideration, — Respectful and professional.
Closings to Avoid in Business Letters
These are simply too informal or playful for professional contexts. Save them for personal messages:
- XOXO — Only for very close friends and romantic partners.
- Hugs — Too personal for any professional communication.
- Ciao — Casual Italian greeting; too informal unless the relationship is already very casual.
- Toodles — Playful but doesn’t belong in any letter sent to someone in a professional capacity.
- See ya — Slang; never appropriate for formal or semi-formal writing.
- Talk soon! — The exclamation mark and casual tone make it too informal for first professional contact.
Warning: Mismatched closings are one of the quickest ways to signal “I don’t know the norms.” A brilliant letter closed with “XOXO” will be remembered for the wrong reason. Choose a closing that matches both your relationship with the reader and the formality level of your letter.
Before and After: Closing Mistakes
Scenario 1: Job Application Email
✗ Incorrect: “I’m excited about this role. Thanks for considering me. XOXO, Maria”
✓ Correct: “I am excited about this opportunity and would welcome the chance to discuss how my background aligns with your needs. Sincerely, Maria Garcia”
Why: XOXO is for personal friends. This email needs formality. Use “Sincerely” or “Best regards”.
Scenario 2: Email to a Colleague You Know Well
✗ Incorrect: “Looking forward to our meeting. Yours faithfully, Jordan”
✓ Correct: “Looking forward to our meeting. Best, Jordan”
Why: “Yours faithfully” is too formal for someone you already work with. Use “Best” or “Talk soon” instead.
Scenario 3: Cover Letter
✗ Incorrect: “I hope you enjoyed reading my application. Cheers, Alex”
✓ Correct: “Thank you for considering my application. I look forward to the opportunity to discuss my qualifications. Sincerely, Alex Johnson”
Why: “Cheers” is too casual for a first professional contact. Use “Sincerely,” “Best regards,” or “Yours sincerely.”
Quick Reference Table by Situation
| Situation | Recommended Closings | Avoid |
|---|---|---|
| Job application letter | Sincerely / Yours sincerely / Best regards | XOXO, Hey, Cheers, Haha |
| Business email to unknown person | Best regards / Kind regards / Sincerely | Love, Ciao, Talk soon! |
| Email to a client | Best regards / Kind regards / Warm regards | See ya, Toodles, XOXO |
| Formal complaint letter | Yours sincerely / Respectfully / Best regards | Cheers, Best, Hey there |
| Teacher or professor email | Best regards / Sincerely / Respectfully | Later, Catch you, Love |
| Email to colleague (known well) | Best / Talk soon / All the best | XOXO, Yours faithfully |
| Letter to family | Love / Warmly / With affection | Sincerely, Respectfully, Best regards |
| Email to friend | Take care / Talk soon / Cheers / Best | Yours sincerely, Respectfully, Kind regards |
Sample Dialogue: Choosing the Right Closing
Student: I’ve written an email to my professor about missing class. Should I end it with “Love, Maria”?
Teacher: No, that’s too personal. How did you open the email?
Student: “Dear Professor Chen,”
Teacher: Right. Since you opened formally with “Dear Professor,” close formally too. Use “Sincerely,” or “Best regards, Maria”.
Student: Even though I like her?
Teacher: Your like or respect doesn’t change the formality level of the email. The closing should match the context, not your feelings. When you know her better and the tone changes, then you can adjust.
The Signature Line Format
Your closing is followed by your signature (if handwritten) and then your typed name. In professional emails, add your contact information:
Best regards,
[Your handwritten signature if printed]
Maria Garcia
Marketing Manager
Acme Publishing Ltd.
+44 (0) 20 7946 0958
m.garcia@acmepub.com
For informal emails to friends:
Talk soon,
Maria
Quick Quiz
Match the Salutation to the Closing
- Salutation: “Dear Sir or Madam:” → Best closing? ________
- Salutation: “Hi Sarah,” → Best closing? ________
- Salutation: “Dear Mr. Patel:” → Best closing? ________
- You’re emailing a client you’ve worked with for years. → Best closing? ________
- You’re writing to your grandmother. → Best closing? ________
Answers: 1. Yours Faithfully / Yours truly · 2. Best / Take care / Talk soon · 3. Yours sincerely / Sincerely / Best regards · 4. Best regards / Warm regards / All the best · 5. Love / With love / Warm affection
Real-World Application: Revising Your Letters
Review a letter or email you’ve written recently. Ask yourself:
- □ Does my closing match my opening in formality level?
- □ If my salutation was “Dear [First name]”, is my closing warm but professional (not too formal, not too casual)?
- □ If my salutation was “Dear Sir or Madam”, am I using a formal closing like “Yours Faithfully”?
- □ Am I using any closings from the “Avoid” list for a professional context?
- □ Does the closing feel natural and appropriate for the relationship?
If you answer “no” to any of these, revise your closing and reread the full letter to make sure it feels cohesive.
Related Articles on English Writing
- How to Write a Formal Letter in English
- How to Write a Cover Letter — includes closing conventions for job applications
- Top 100+ Common Mistakes Made by English Learners
- Business Email Etiquette in English — broader email conventions
- ↑ Back to pillar: English Writing (Pillar)
Frequently Asked Questions
Is “Sincerely” or “Yours sincerely” more correct?
“Sincerely,” is American English standard; “Yours sincerely,” is British standard. Both are equally correct — choose based on whether you’re writing in American or British English convention. For international communication, either works, though “Yours sincerely,” is slightly more formal.
Can I use “Best regards” in a very formal letter?
Yes. “Best regards,” occupies the middle ground between formal and casual. It’s perfectly appropriate for formal business letters, formal emails, and professional correspondence. If you want maximum formality, use “Yours sincerely,” or “Sincerely,” instead. But “Best regards” will never be marked as too informal.
What if I don’t know whether the recipient is male or female?
Use a gender-neutral closing that’s professional: “Best regards,” “Kind regards,” “Sincerely,” — these work regardless of gender. Pair them with a gender-neutral salutation like “Dear [Name]:” or “Dear Hiring Manager:” and you’re safe.
Can I use an emoji or punctuation mark in my closing?
No emojis in formal or semi-formal letters. No exclamation marks in formal business letters either — they make the closing feel too casual. Use a period (full stop) for formal and semi-formal closings: “Sincerely,” or “Best regards,” If the letter is very casual (to a friend), an exclamation mark is fine: “Talk soon!” But as a rule, keep it clean.
How do I sign off if I’m emailing instead of printing?
Skip the handwritten signature line and go straight to your typed name. Then add a professional signature block with your title, phone number, and email address if it’s a business email. For personal emails to friends, just your name is fine.
My company has a specific email signature. Do I need to add a closing before it?
Yes. Add your closing line, then your email signature block. Example:
Best regards,
[Your name]
[Your title]
[Company name]
[Phone number]
[Email address]
The closing is separate from the automated signature — it adds a human touch.
Quick Test: Check Your Understanding
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