ENDINGS THAT ENCOURAGE FURTHER COMMUNICATION

There are many encouraging endings you can use. These are the examples:

I look forward to hearing from you in the near future...
I look forward to our further discussion...
I look forward to another meeting...
I look forward to receiving your quote...
I look forward to seeing you soon...
If you have any problem/questions please contact me...
if you need further information, please let me know...
Let me know if I can be of further assistance...
I hope to hear from you soon...
I hope/trust this is satisfactory...
I hope that you have all the information necessary...
I hope that you feel it has been worthwhile...
I trust that the above meets with your approval...
I trust that you have all the specifications you need...
Please call me if you need any further assistance...
Please confirm by return...
Please fax your requirements as soon as possible...
Would you please confirm receipt of...
Would you please contact my office to make another appointment...
Thank you in anticipation of...

ENDINGS THAT DEMAND ACTION
If you send a complaint letter or disapproval and you wish to emphasize the seriousness
of your purpose, you need to end with a firm admonition. These are the examples:

I trust that this matter will be dealt as soon as possible...
I trust that this will not arise again...
I trust that this is the last we shall hear of the matter...
I trust/hope that you will rectify the mistakes at once...
Please confirm that you have solved all the outstanding problems...
Please contact me as soon as possible...
Please do not let this matter arise again...
Please amend your files accordingly...
Please confirm receipt of this letter...
Please don not writes to ma again...
I hope this is an end of the matter...
I hope you will make my suggestions on board without delay...
I hope there will be no further occurrence of this error...
I hope you will resolve the matter immediately....
I expect a full report as soon as possible....
I expect no further occurence of this matter...


ENDING THAT SUGGEST FURTHER ACTION

Use this type of ending when you hope for a response, but are not demanding or
asking for one. It is appropriate for sales letters and first contact letters. Some
examples are given below:

If you are interested in further information, please call….
If I can be of any further assistance ,please…
If you would like a demonstration please..
If you would like to know more, please…
If you would like to place an order please…
I hope that we could be of further assistance…
I hope that you will decide to take the matter further…
I hope you will consider another meeting…
I hope that we have helped you in this matter…
Please give the matter some thought…
Please consider my proposal…
Please bear us in mind should you require…
Please keep our details on file for future reference…
Please keep us in mind should you wish to…
Do not hesitate to contact us should you…
Do not hesitate to contact us for further information…
Do not hesitate to give us a call if you…
Do not hesitate to take up reference…
Endings that are simply polite
A polite ending is a general way of ending a letter  on a gracious   note. It is merely a thank you and in general does not imply that there should be response: for example:

Thank you for your co-operation….
Thank you for your interest ….
Thank you for your help…
Thank you for your assistance….
Thank you for your assistance…
The following polite endings to suggest that you are expecting a response:
Thank you in advance…
Thanking  you in anticipation of your assistance( or help, response)

SIGNING OFF YOUR LETTER

If you started…                  Sign off with…                                     Style…
Dear Sir or Madam               Yours faithfully                                    formal
Dear Mr./ Mrs./ Ms Jones        Yours sincerely                                 less formal
Dear Arthur                           Yours truly                                 even less formal
Dear Mary                              Regards                                  informal, to someone
                                                                                      you know personally
Dear Andy                    With kind regards*     informal, to someone you know and like
Dearest Emily                With best wishes***


*This could also be ‘Kind regards’, ‘Warmest regards’ or ‘best regards’.
**This could also be ‘Best wishes’.
        





EXERCISE: PLEASE COMPLETE THE FOLLOWING LETTERS WITH APPROPRIATE
ENDING REMARKS AND SIGN OFF

1. 10-Day Notice Before Collections on Delinquent Account


Dear Ms Anderson,

I have written to you several times over the past three
months requesting an explanation on why you have failed
to bring your account with us current.

By ignoring these requests, you are damaging the
excellent credit record you had previously maintained
with our company. In addition, you are incurring
additional expense to yourself and to us.

___________________________________
___________________________________
____________________________________
____________________________________


2. Reply and New Customer Welcome


Dear

Your letter just arrived, and after reading it several
times to be absolutely sure of its content, I can say
how pleased I am with your decision to purchase your
plywood products from us.

Ours is truly a business whose future depends upon the
satisfaction of our customers. Welcome to that family.
You can rest assured that we will strive to provide you
with the fastest most efficient service, along with the
highest quality products available.

___________________________________________________
___________________________________________________
___________________________________________________


3.. Third Letter in Response to Billing Error


Dear

This is the third letter that I have written to you
regarding the status of my account.

I am enclosing copies of my previous letters to avoid
having to set forth the same information for you again.

I am beginning to get quite annoyed by all of the dunning
notices you have been sending to me in error
_____________________________________________
_____________________________________________
_____________________________________________


EXERCISE

I. Make endings for the following letter situations:

1. Complaint about incomplete delivery
2. Apology about overshipment
3. Proposal selling a product to a customer
4. Response to a cutomer's request for a product's price list
5. Application letter for Sales Managerial position