How to Close A Business Letter?
Since the closing paragraph occupies so important a place, it should be so constructed as to add to the effectiveness of the letter. A good closing paragraph gives the letter a finished touch. It should be a natural conclusion, characteristic of every-day life and consistent with the preceding parts of the letter. A closing that is used without any sense of its appropriateness will weaken the very best of letters. The participial constructions beginning with hoping, thanking, trusting, assuring, etc., are inherently weak, often meaningless and are used so much that they weaken rather than strengthen the letter. Often a letter can be so constructed as to need no separate closing paragraph, but when such a paragraph is desirable to prevent abruptness, it is usually better to make a direct statement than to use the participial phrase as, "We thank you for your order," rather than "Thanking you for your order, we are," etc.
A careful study of the following closing paragraphs will enable the student not only to avoid many of the cut-and-dried expressions that lessen the effectiveness of so many business letters, but to close his letters in a natural, effective way.
Weak : Hoping to hear from you soon, we are, etc.
Improved : We would thank you to write us by Wednesday, the 25th.
Weak : Trusting that we may have the pleasure of sending you some samples, we are, etc.
Improved : We suggest that you let us send you some samples.
Original : Thanking you for the order and trusting that we may hear from you again in the near future, we are, etc.
Improved : We thank you for your order and trust that we may be able to serve you again in the near future.
Weak : Thanking you for your inquiry and assuring you of our desire to serve you, we are, etc.
Improved : We thank you for your inquiry and assure you of our earnest desire to serve you.
Weak : Trusting that it will be convenient for you to make remittance at an early date, we are, etc.
Improved : Won't you please make us a remittance by Tuesday, the 15th?
Weak : Hoping that we may have the opportunity of serving you again and assuring you that the order will be filled satisfactorily, we are, etc.
Improved : We hope that you will give us an opportunity to serve you again in which case we are certain the order will be filled in a manner that will merit your entire approval.
Original : Thanking you for the order and hoping the goods will reach you in good season and open up satisfactory, we remain, etc.
Improved : We thank you for your order and hope the goods will reach you promptly and please you in every way.
Weak : Trusting to be favored with your early order and assuring you that it will have our prompt and careful attention, we are, etc.
Improved : We promise our very best attention to any order that you may send us.
Weak : Trusting that we may have your order, we beg to remain, etc.
Improved : We shall appreciate your order.
Original : Thanking you in advance for a reply and hoping to be favored with an order from you in the near future, we are, etc.
Improved : We shall appreciate the kindness of a reply and the pleasure of being of service to you.
How to Close A Business Letter? :
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