Posts Tagged ‘closing a letter’

You know how this one ends: “…or concerns please do not hesitate to contact me at your earliest convenience.”

The purpose of this sentence is to show sincerity and invite your reader to interact with you. But it does just the opposite. Instead of reading this closing as sincere, readers recognize it for what it is: a cliché that is overused and meaningless. It’s a lazy way of closing a letter and shows readers they are not special. And even though (especially if) your readers use it themselves, they recognize it for what it is: a cop out.

At one time, I used to argue that this closing was redundant, that by now readers KNOW they can ask questions or share concerns—no need to tell them. Further, they will feel encouraged to respond with a question or comment if the whole tone of the letter or email is warm and conversational. If they sense a real person behind the writing, they will feel connected and comfortable responding. Still, most people feel the need to close their correspondence with an explicit invitation to interact.

If you must have such a closing, at least make it engaging. Write what you would comfortably say to your reader, given your relationship. Here are some reasonable options, in no special order:

• Please call me if you have any questions.
• Let me know if you need more information.
• Give me a shout if you have any questions.
• Questions? Call me.
• I look forward to hearing your comments.

How about you? What closing are you comfortable with?