Greeting

Choose the right greeting and sign off

It's important to start and end your letter on a strong note so that the recipient will respond favourably to your message. Choosing the right greeting and sign off will go a long way toward that goal.

This page offers suggestions for good ways to open and close your letters.

Formal or informal?

Before you begin writing, think about why you're writing your letter and who will be receiving it. The degree of formality in your letter (formal, semi-formal, or informal) will determine what kind of greeting and sign off you should use. Most business correspondence (e.g., cover letters for job applications, insurance claims, letters of complaint) should be formal. Business letters whose recipient you know very well (e.g., a former boss) may be semi-formal. Most personal correspondence (e.g., informal invitations, letters of condolence) should be informal.

Greetings

In a formal letter, your greeting (or salutation) should strike a warm yet respectful tone. The most common greeting is Dear followed by the recipient's name.

Formal and semi-formal

For formal letters, address the recipient with a courtesy title (i.e., Mr, Mrs, Miss, Ms, Dr) followed by the person's last name. Be sure to confirm what title the recipient prefers before writing your letter. If you are unsure of a woman's title preference, use Ms. If you do not know the recipient’s gender, you may use the person's full name and omit the title. Formal greetings end in a colon.

 Dear Ms Jones:

 Dear Taylor Jones:

You should strive to address your letter to a specific person. Letters that aren't addressed to a specific person are less likely to be read. If you do not know the name of the recipient, use Dear Sir or Madam or To whom it may concern.

Semi-formal greetings follow the same format as formal greetings; however, you may refer the recipient by his or her first name.

Dear Jane:

Informal

Greetings for informal letters should similarly convey friendliness and courtesy. But because informal letters are reserved for personal correspondence between friends and family members, you have a greater degree of latitude in how you phrase your greeting. You may choose to use a more conversational tone. Some writers substitute Hello or Hi for Dear. Informal greetings end in a comma rather than a colon.

Hi John,

Signing off

In your final sign off (or closing), you should aim to be brief and courteous. As compared to the greeting, you have more options of phrases to use at your disposal. Some common sign offs for letters of all degrees of formality include Best regards, Sincerely, and Yours truly. In all letters, the sign off should end with a comma.

Best regards,

 John Smith

Formal and semi-formal

In formal and semi-formal letters, it's best to stick with traditional sign offs, such as those listed in the previous paragraph. Avoid using sign offs, such as Love, that imply a high degree of intimacy between you and the recipient. Semi-formal letters often use a truncated version of formal sign offs. Some formal and semi-formal variants of sign offs are listed below:

Formal
Semi-formal
Yours truly
Yours
Best wishes
Best
Best regards
Best or Regards
Sincerely yours
Sincerely

 

Informal

As with greetings, sign offs in informal letters tend to have a more conversational tone than those in formal or semi-formal letters. Some common sign offs for informal letters include Love, Hugs and kisses, and Your friend. For letters to close friends, you may even use a personal catchphrase. You may also choose a phrase that relates directly to the content of your letter. For instance, if you are writing a letter of support to a friend undergoing a personal crisis, you might write In solidarity.

 

Back to Letters and invitations.

You may also be interested in:

How to lay out a letter

 

See more from Letters and invitations