Sincerely in English formally. How to end a business letter in English

When I was studying for a master's degree in Germany, I asked myself the same question - how to correctly end a letter in German when I write an application to the rector, send a resume to an employer, or ask unfamiliar classmates what they were asked about film theory. I could do all this in English (so it seemed to me), and German was a new language in which I spoke much better than I wrote. Every time Google “saved” me, and then it turned out that it only spoiled my relationships with people. I didn't understand how the signature hierarchy worked. When do I write too impressively, and when is my last sentence in a letter overly and inappropriately formal? I know that many people who communicate with clients, partners and investors in English also do not understand this hierarchy. What I mean? Let's look at an example of how to start letters.

Question of name

A standard mistake is to translate a phrase in Russian right down to the comma. For example: “Hello, Mr. Peter!” or “Hello, Peter!” English does not use a comma before addresses, and you rarely see an exclamation point at the end of a greeting, unless a bosom friend writes to you in the style of “Hey you!” or “Hey Mike!”

A standard address for business correspondence begins with “Dear” and ends with a comma. Possible options: “Dear Mr. Jones,” “Dear James,” or “Dear friends,” if you are addressing subscribers, colleagues, or another group of people. “Dear Sir/Madam,” is recommended if there is no way to find out the name of the person who can help you. If there is such an opportunity, but you don’t take advantage of it, your letter will most likely end up in the trash. If you're writing a cover letter for your resume and don't know the name of the HR person who will be reading it, take the trouble to find out (Google usually knows and is willing to help). If you are sending out VIP invitations to a conference, especially don’t leave the word after “Dear” impersonal. People like to be called by name, and this is a generally accepted norm, reflecting a polite, attentive attitude towards a person.

From “friendly hugs” to the cold pool of “contacts”

At this point I am usually asked the question: What name should we call them? "Mister" or maybe just "John"? "Miss" or "Mrs"? In short, there are two rules:

When addressing women, always write Ms (miss) to avoid even a hint of conflict or misunderstanding. This appeal is acceptable for women of any age and any marital status.
Always address the person as they present themselves. If he introduces himself as John, you can text him “Dear John.” If he introduced himself as John Smith, there is no need to shorten the distance ahead of time and omit the word “Mister”. Start your letter to him with the words “Dear Mr. Smith.” The same rule applies in reverse. If in the first letter you greeted in the style of “Dear John”, and then suddenly decided that it was in vain that you simply addressed him by name (you need to be more polite with the head of the representative office throughout Eastern Europe), and next time you write to him “Dear Mr. Smith,” you suddenly indicate the distance. Sometimes this looks comical, and sometimes it can cause misunderstandings. We usually distance ourselves from people we don't particularly want to deal with or who have exceeded our trust.

In Russian it would look something like this. First you write: “Hello, Vasya!”, He answers you in a friendly tone and signs: “I invite you to lunch! Vasya". And you begin your next letter to Vasya with the words: “Dear Vasily Olegovich!” What would you think if you were Vasya? Most likely, Vasya will decide that he did or wrote something wrong, since he was suddenly asked to leave the zone of “friendly hugs” and was again sent to the cold pool of “contacts”. John will think the same thing. Therefore, if you work with foreigners, pay attention to how people introduce themselves when you meet them and what signatures they put on their letters.

Simply the best

Now about the signatures. There are many options, and they all mean something. What, for example, does the word “best” mean? In the same Master’s program we had a professor from the USA who always ended her emails like this: “best, Susan.” At that time, for me, this was a completely new rule of etiquette in English, which, as it seemed to me, I knew very well.

It turns out that this is the safest way to end business letters. The hue hierarchy looks like this:

“I wish you all the best, Susan”, “All the best, Susan” and “Best, Susan”

The first option is the most official. Gradually you move towards the third option. If, when discussing who will present the project and how tomorrow, you have already exchanged letters with each other 25 times, it is stupid to write “I wish you all the best” every time. Even “best” will be redundant. In recent issues, Bloomberg wrote that today people treat emails more like text messages, especially if the correspondence occurs in real time. That is, you immediately respond to resolve some issue. It is quite acceptable to leave such letters without a greeting and without a polite farewell.

Especially with the rise in popularity of services like Slack, emails are becoming more and more like text messages: people don't say hello or goodbye, they get straight to the point. However, when we write a letter to a potential client, partner or employer, the rules of etiquette still apply. It is still impolite not to say hello or goodbye to the person you are writing to for the first (and even second) time.

Best or warmest regards

The most favorite option for farewell in a letter in the Russian-speaking space is “best regards”. It all starts with him, especially if it is a cold letter and you have never met the recipient in your life. This option means that you are polite but keep your distance. It is impersonal and does not express any attitude towards the interlocutor. Later, people switch to “kind regards,” thereby indicating that there is more trust in the relationship. “Warm regards” or “warmest regards” may be too warm a farewell if you are discussing equipment supply options. Most often, people quickly switch to just “regards” and leave it for all occasions. The same Bloomberg writes that “regards” and “best” are the two most neutral and therefore most popular ways to end letters.

What about the rest? Is "Sincerely" a truly "sincere" or an overly formal way of saying "goodbye"? Is “Cheers” appropriate when we share photos from a corporate event or is this how we can write to a client? In any case, your writing style reflects your attitude towards your interlocutor. Moreover, with the help of different linguistic units, a variety of relationships between people can be established or consolidated. I will share with you conclusions from real practice of communicating with foreign customers, investors and managers. You can also check with publications such as Inc., Business Insider, Bloomberg, or contact Will Schwalbe, co-author of the best-selling book SEND: Why People Email So Badly and How to Do It Better. They make very similar recommendations.

So, let's look at each option separately.

"Yours Faithfully"– probably the most outdated and most official version. Expresses deep respect for the interlocutor. The phrase is quite acceptable in the countries of the Near and Middle East, but is rare in Western culture and is used only if you begin the letter with the words “Dear Sir.”

"Yours sincerely" or "Sincerely"– this is a suitable option if you need to be especially polite, but nothing more. There is no “warmth” or “sincerity” here. This is how the letter ends from a lawyer who will still charge you an outrageous bill, or a person with whom you have disagreements in business, but it makes sense to continue to cooperate and maintain a professional distance. This is how you can and should end your cover letter to a potential employer. This is how they upload a letter that began with an address by name (“Dear John” / “Dear Mr. Jones”).

One caveat: "Yours sincerely" can really reflect your reverent and sincere attitude towards a person if you are writing a letter to a relative, family member or very close friend. But since this column is dedicated to business communication, I will focus on what can be useful to you in the office tomorrow.

"Best"– the safest and most popular option in business correspondence between native English speakers. When in doubt, type those four letters, a comma, and your name.

"Thanks"- also a safe, but boring option. People write “thank you” everywhere, even when they don’t really say thank you for anything, so use it when you really want to say “thank you.” Add an exclamation point – “Thanks!” to show that you did not write this word automatically.

"Many thanks"- this is a good option if the person helped you or promised to help you, and you sincerely want to express gratitude. At other times, he seems formulaic and insincere.

TTYL, TAFN, etc. You shouldn’t write this way, no matter how much you might want to show that you know these abbreviations. TTYL (“talk to you later”) or TAFN (“that"s all for now”). Such options are unprofessional and may confuse your interlocutor who does not know them or is not used to this style of communication (Outlook is still not a messenger) .

"Looking forward". This phrase makes sense to use if you really intend to see the person soon, meet on Skype, or discuss a project after making changes over the phone. In other cases, it is better not to use it.

“Speak with you soon”/ “Talk soon”– the first option is more formal, the second is simpler. They should be used when you actually intend to talk to this person soon. Otherwise, it is insincere and will not improve your relationship with the interlocutor.

"More soon"- this is what they write when they have not provided all the information in a letter and promise to write a second one - with additions and answers to other questions. If you are not going to do this, it is better to try to write everything at once than to be known as a person who says and does not do. Promise little, deliver much.

"XX"- this option should be used with caution and it is better not to initiate it yourself. I don't use it at all in business correspondence. There are a number of experts who agree with me. However, there is also an opinion that in some situations this signature is appropriate. For example, "Alisa X" is an option for friendly but still professional notes or letters if those "friendships" have already been formed. If not, don't push your luck and don't draw two X's first. It means "Kisses."

"XOXO"- this option is completely unacceptable and means “kisses and hugs.” Save it for close friends and those you want to flirt with.

"Cheers"- an option that signals to an American that you are most likely from England or Australia, or are pretending to be related to these countries. In the USA, such a signature is used extremely rarely. Experts recommend asking yourself, “Would you say this word out loud to another person's face?” and if not, don't use it as a signature.

["Your Name"]– if you end the letter with just your name, this is a rather “cold” and “harsh” way to say goodbye. It's still worth adding something before you remind the person what your name is, and thus demonstrate how you feel about your cooperation - current or potential.

First Initial (e.g. “A”)- some people do not write their full name in their signature, but only one letter. If you remember, at the beginning of the article I clarified that the way you sign letters determines how you will be addressed. If a person puts one letter “W” at the end, it’s difficult to say what it means. How to contact him? Will or William? Or Wolfgang? I had a funny experience with Airbnb. I booked an apartment, and the owner signed his letters with one letter - “E”. It was very awkward for me to start every next letter with the words “Hello E”, but I had no other options. When we met, it turned out that she was a Japanese girl, and her name really was “I.” In Japanese, this name is depicted in hieroglyphs, but the girl prefers not to make life difficult for people - in English she writes her name in one letter and asks to be addressed that way.

“Yours”– translated “Yours”. The question immediately arises: “Who is yours?” This is a rather vague, but nevertheless quite official version of the signature. It is indeed often used, but today people are so fed up with automatic replies, mailings and robot requests that they expect real human attention to their person from letters written by real people. If you want to build a relationship with a person, invest twenty extra seconds to complete this phrase or choose another option that will bring you closer to cooperation and increase the level of trust.

"Respectfully"– a rather tough option, and not from the current century. If you don't write a letter to the president, it can be forgotten. If you really cooperate with representatives of government agencies and the clergy, this is how you should sign your appeals – “respectfully yours.”

"Looking forward to hearing from you"– “I’m looking forward to your answer” can be written by the one who fulfills the request. If you ask, in no case should you end the letter like this, because you are rushing and putting in an uncomfortable position a person who has not yet agreed to do anything for you.

"Take care"- it's normal if you are concerned about the health and well-being of your friends and relatives, but in business this phrase is often superfluous. “You take care of yourself there” - it looks as if you know about the danger that awaits him, but he doesn’t yet.

"Regards"- It’s even curious how polarized opinions are about this word. 50% of experts write: “I hate this word! I just hate it! I hate it even more when they write the abbreviated “Rgds”, as if they want to show me how busy they are - they don’t even have time to write an extra letter!” But there are those who are accustomed to such a signature and have nothing against it. It expresses nothing more than politeness and does not imply any sympathy or warmth.

I hope that by studying this list, you will be able to determine exactly which signature you should choose when approaching colleagues, management, or a potential employer. Remember that these are not just words. Everything you say—out loud or on paper—ultimately shapes your relationships and the subtext of your relationships with people. Develop your communication skills in English.

Sincerely yours (this is not a formality, I sincerely want to be useful to you) Natalya Tokar.

Natalya Tokar, creator of the UpSkillMe Business English for Ambitious Minds training center, author of a unique method of teaching business English, upskillme.ru

Sincerely.
Sincerely yours.
Very sincerely yours.
Yours sincerely.
Yours very sincerely.
Always sincerely yours.

Officially:

Yours truly / Yours very truly - With respect / Devoted to you (formally and officially).
Truly yours / Very truly yours - With respect / Devoted to you (somewhat less formally, but also officially).

Less formally:

Faithfully yours - Best regards.
Cordially yours - Sincerely yours.
Best Regards - With respect / Best wishes (if the addressee is a colleague (close, not entirely formal acquaintance) or friend).
Best Wishes - Best wishes.

Subordinate to superiors:

Respectfully yours - Sincerely.

Unofficial style:

Yours cordially.
Very cordially yours - Heartily yours / Yours.
Faithfully yours.
Yours (always) faithfully - Always devoted to you / to you.
Yours ever.
Ever yours.
As ever.
Yours as always - Always yours / Yours.
Yours affectionately.
Lovingly yours - Loving you / you.
Devotedly (yours).
Yours truly - Devoted to you / to you.
Your very sincere friend - Yours / Your sincere friend.

In a letter to close friends and relatives:

Affectionately (yours).
Yours affectionately.
Yours with love - Loving you.
(Lots of) love.
(Lots of) kisses - I kiss you.
Your loving son/daughter - Your loving son/daughter.
Your devoted niece - Your devoted niece.

Like the form of address, the signature in the letter (the final politeness formula) depends on who you are writing the letter to. The most general formula seems to be Sincerely yours. Depending on the tone and style of the entire letter, it can be interpreted as strictly formal, less formal, or completely informal. This formula can be translated into Russian Sincerely or Sincerely yours / Sincerely yours. The following formula options exist:
Sincerely,
Sincerely yours,
Very sincerely yours,
Yours sincerely,
Yours very sincerely,
Always sincerely yours, etc.

In addition, the following forms are used in correspondence:
– official style:

Yours truly / Yours very truly – With respect / Devoted to you (formally and officially)

Truly yours/ Very truly yours – Sincerely / Devoted to you (somewhat less formally, but still officially)

– less formal style:

Faithfully yours – Best regards

Cordially yours – Sincerely yours
Best Regards– Sincerely/Best wishes (if the addressee is a colleague (close, not entirely formal acquaintance) or friend)
Best Wishes– Best wishes

–subordinates Usually they turn to their superiors:

Respectfully yours - Best regards

– informal style (for example, in letters to relatives or well-known people):

Yours cordially,
Very cordially yours – Cordially yours / Yours

Faithfully yours,
Yours (always) faithfully - Always devoted to you / to you

Yours ever,
Ever yours,
As ever,
Yours as always – Always yours / Yours

Yours affectionately,
Lovingly yours – Loving you / you

Devotedly (yours),
Yours truly - Devoted to you / to you

Your very sincere friend – Yours / Your sincere friend

– in a letter close friends And relatives:
Affectionately (yours),
Yours affectionately,
Yours with love – Loving you

(Lots of) love,
(Lots of) kisses – Kisses

Your loving son/daughter – Your loving son/daughter
Your devoted niece - Devoted niece to you

After the final politeness formula, a comma is placed, and the first or last name is written on the next line (Please note that in English the first name is always written first, and then the last name):
Yours sincerely,
Kitty Brown

Correspondence is compiled according to its own special rules in each language. Since writing a business or personal letter is included in the list of tasks of the Unified State Exam in English and many international exams, it is important to know how to correctly compose English letters. We would like to invite you to familiarize yourself with several final formulas of the letter, which usually precede the signature. Once you understand the nuances of their meaning, you will be able to use them accurately and always appropriately.

Regards,

Word regard comes from French regarder- look. The modern meaning of the word is connected with these roots: “to look after someone,” to look at someone with a special feeling,” “to respect, appreciate, distinguish among others.” Used as a signature, the word “regards” serves to denote a favorable relationship, respect. In this case, "regards" is often accompanied by adjectives kind, warm, or best.

Expression warm regards ideal for completing a letter to a business partner with whom you have a warm, almost friendly relationship, or want to count on one.

Cheers,

This term in England gained its popularity as a toast in the early twentieth century. Interestingly, today it is quite often used as a final formula in English letters. The original word "cheer" in English meant "face", coming from the Latin "cara" (which had the same meaning). Gradually, the word began to acquire a metaphorical meaning and mean “mood,” a little later the meaning of the term narrowed to the exclusively positive “joy.”

This wording is perfect for ending a congratulatory letter or card.

Cordially,

When the English began using the word "cordially", it had a more sensual meaning than it does today. This expression could be interpreted something like this: “with sincere love,” “with all my heart.” Today, this word has acquired a more official connotation.

Be careful when using this wording, it sounds a little outdated today and is not suitable for ending letters to a correspondent with whom you want to maintain lively and relaxed communication.

Thanks,

As a final wording, the word "thanks" has two possible connotations: "thank you for your attention and time spent reading the letter" or "thanks in advance for fulfilling the request described in the letter."

Many people prefer to strengthen the wording with an exclamation point (thanks!) or additional expressions (thanks so much).

Sincerely,

The word "sincerely" comes from the Latin sincerus, meaning “pure, undefiled, perfect.” The adverbial form sincerely began to be used as a final clause in the early 18th century and is still used for this purpose, meaning "sincerely", "genuinely".

This wording is more suitable for ending paper letters rather than electronic ones.

Best,

Surprisingly, the word “best” is also often found as a concluding structure in English letters. This is an abbreviation for a number of expressions, such as: "all the best," "best wishes," or "my best." They all mean a wish for prosperity and good luck.

Many people consider best to be a rude and impersonal way to end a letter, while others like such a short and vivid wording.

Yours,

Variations on the word yours were especially popular in Dickens's time. Charles himself cleverly played with expressions including "yours truly", "heartily yours" and "faithfully yours"

Yours expresses affection and tenderness towards the correspondent, and therefore is unlikely to be suitable for official correspondence.

Respectfully,

Respectfully expresses a high level of respect for the addressee of the message.

In official correspondence, adding yours (yours respectfully) to the word respectfully can slightly soften the tone of the letter and make it more personal.

Well, now you are fully equipped to complete any letter competently and beautifully.

Sincerely yours,

Dmitry Nikitin School

// 1 Comment

The topic of our article is COMPLIMENTARY CLOSE- these are the words of politeness that are usually written at the end of a business letter before the sender’s name. Once in one reference book on business correspondence I came across the following list of such polite words, all meaning “ yours sincerely/with respect »:

Yours faithfully (this is how you should end an official letter addressed to a stranger)
Yours truly (a little familiar)
Yours very truly (sounds ceremonial, but heartfelt)
Yours sincerely (in invitations and in friendly letters, but not personal)

We must say that these phrases are still relevant, although there is a slight difference between how they write in England and America.

Yours faithfully

Google shortcode

Let's first consider the cases when you don't know the recipient's name.

« Yours faithfully" used in England. A letter ends with this phrase if the addressee is not called by name, but addressed to him “ DearSir/Madam " I've never noticed Americans writing like that. It’s not that they can’t write like that, they just prefer to end the letter with the phrase “ Yours truly" or " Truly yours" - this phrase is the equivalent of " yours faithfully" in American English.

Yours sincerely

If you do know the recipient's name...

Phrase " Yours sincerely» is also English. In America, it is customary to write this phrase in reverse order - “ Sincerely yours" The British say that writing is easy " Sincerely " without " yours” is disrespectful, whereas in America this form of saying goodbye to a familiar recipient is quite normal.

It remains to clarify which words of the final phrase need to be capitalized, because I noticed that some people capitalize both words of the phrase. Remember that you only need to capitalize the first word, and put a comma after it: