An employee in any field sooner or later faces the problem of writing a business letter. Main question– how to start and how to finish? Many sites offer basic rules and examples, paying little attention to the final part of the documents.

The letter must be perfect in every way. Even the slightest non-compliance with the rules can harm your authority or the prestige of the company.

IN short form We suggest that you familiarize yourself with the main rules of business letters and will dwell in more detail on the final part of the official letter.

You will need:

The main rules of business letters

1. When writing a letter, remember that you are not expressing your own opinion, but are speaking on behalf of a legal entity (institution, organization or enterprise).
2. It is your responsibility to be clear about the results you want to achieve with this letter and to make effective use of all the text's features.
3. Clearly define the plan of presentation, highlighting the information in the introduction, main part or ending.
4. In the introduction, after the address, we prepare the addressee for perception. It could be summary events that led to the emergence of the document. The main part contains a statement of the essence of the problem with the necessary argumentation (explanation, digital calculations, links to legislative acts).

A more effective and easy-to-understand text, in which, first, the proposal, request or demand is stated, then the argumentation, and there is no introductory part at all.

Part of the ending - applications

Certain documents have appendices that complement, clarify, or detail specific issues. They must be noted at the end of the letter, departing a few lines from the last paragraph.

Application design methods:

1) Applications mentioned in the text, then a note about this is drawn up as follows:

Appendix: 5 pages, 3 copies.

2) Applications not listed in the text must be listed, making sure to indicate the title, number of pages in each application and number of copies.

Appendix: “Certificate of assessment of the cost of unfinished construction”, 2 pages, 3 copies.

3) Sometimes there are several applications. Then they are listed by name and numbered. If there are a large number of applications, a list of them is compiled separately, and in the letter after the text the following is noted:

Appendix: according to the list on ... page.

Attach copies of documents to the letter in the order in which they were numbered in the attachment.

The application is usually signed by the heads of structural divisions. In cases where applications are bound, there is no need to indicate the number of pages.

Politeness and correctness are the basis of the ending

There are various options for constructing the ending. It depends on what was said in the letter.

The most commonly used completion examples:

1) Repeat the gratitude given at the beginning or simply thank you for your help:

Thank you again...

Let me thank you again...

We would like to once again express our sincere gratitude...

Thanks for the help …

2) Express hopes:

We hope that the agreement will be mutually beneficial...

We hope that our offer will interest you...

We look forward to close and mutually beneficial cooperation...

I hope that soon I will be able to meet you in person...

I hope to receive your response soon...

3) Reassurance of the addressee (usually has a psychologically positive effect on the addressee):

We assure you that you can fully count on our support...

We will be glad to cooperate with you...

I would be glad to cooperate with you and look forward to your response...

4) Request:

Please read the materials carefully and respond...

We ask you to urgently inform...

We ask you to take immediate action to improve the situation...

Please call me at any time convenient for you...

5) Repeating the already expressed apology for the inconvenience:

Once again I apologize for the inconvenience caused...

We sincerely apologize for this forced delay in payment...

Parting

1) B official correspondence There are different ways to say goodbye:

Sincerely…

With respect and best wishes...

With sincere respect to you...

We wish you success.

2) If you know the addressee well or successfully cooperate with him, then you can end the letter with friendly phrases (not familiar):

Yours sincerely…

Best wishes…

With gratitude and best wishes.

You can finish the document without using these structures!

English features of ending letters

1. Usually they end an official letter like this: Sincerely Yours (Sincerely yours) or simply Yours(Yours) and a signature, indicating your last name and position under it.
2. To avoid putting your partner in a difficult position or forcing them to make assumptions about your gender, take the trouble to write your name in full, that is, not P.R. Dovzhenko, but Pavel Dovzhenko.

Signature

Officials sign documents within their competence.

The “signature” attribute consists of the job title, initials and surname of the person who signed the document.

Director of the Mramor plant (signature) A.B. Koval

Documents concluded in institutions operating on the principle of unity of command are signed by one official (manager, deputy or employee entrusted with this).

Documents of collegial bodies (protocols, decisions) are affixed with two signatures (the head and the secretary). The order is signed by the manager.

Two or more signatures are placed on documents for the contents of which several people are responsible:

• Monetary and financial documents are signed by the head of the institution and the chief accountant;
• agreements are signed by representatives of the contracting parties.

The signatures of several persons on documents are placed one below the other in a sequence corresponding to the service hierarchy.

Director (signature) S.P. Antonyuk

Chief accountant (signature) V.T.Dudko

If a document is signed by several persons occupying the same position, their signatures must be placed at the same level.

Director of the Luch plant Director of the Svet plant

(signature) V.R. Sakhno (signature) L.P. Kotov

The signature begins with the initials (placed before the surname), followed by the surname. There is no need to put the decryption of the signature in brackets!

Seal

To secure legal force, some documents are stamped with a seal: contracts, decrees, conclusions, etc. The stamp must include part of the job title and personal signature.

date

The date is placed below the signature on the left.

An official letter is dated on the day it was signed or approved by the head of the institution.

There is a generally accepted dating order:

1. Date elements are written on one line using three pairs of Arabic numerals in the order of day, month, year;
2. if the serial number of the day or month is the number of the first ten (from 1 to 9), then a zero is placed in front of it: 03.01.15 .
3. Word year, reduction G. they don't put it.

• When finished, check the letter for grammatical errors and make sure there is nothing superfluous.
• Give the letter to a colleague or, if possible, a manager to read. An outside perspective will help identify shortcomings that might otherwise be overlooked.
• Don't forget to include your phone/email address. This is often necessary to quickly resolve the problem specified in the letter.
• In addition to the general universal requirements and design rules, it must be taken into account that each type of document has its own design features.

Remember that not all documents have full list the details listed above, but only a certain set of those that ensure the legal force and completeness of this particular type of document.

Good luck with your transactions and the desired answers!

Frequently asked questions and answers

What's nice to write at the end of a business proposal?

Do not use words and phrases at the final stage that can be considered manipulation (“we hope for mutually beneficial cooperation”, “thank you in advance for your answer”, “we will wait for your response letter”, etc.).

Should you write “best wishes” or “with respect” at the end of the letter?

Definitely, “with respect”, must be adhered to business style communication.

What do they usually write at the end of a letter if they ask for a quick response?

Nothing like this is written in a business letter.

Should you write “respectfully” or “best wishes” in your email signature?

"Sincerely".

How to replace the signature "with respect"?

"With all due respect", "With respect."

How to end a presentation letter?

Thank you for your attention.

How else can you write “I would like to notify”?

“I would like to inform”, “notify”, “inform”, “announce”, “bring to the attention of”.

Is the phrase: “I’ll end my report with words” correct?

The signature “with respect” at the end of the letter is a standard politeness formula. Is it always necessary to end a letter with this phrase? How to write it correctly in Russian and English? Let's look at examples.

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How to end a business letter with respect to the recipient

There are no random phrases in official correspondence. Stylistics requires the author to be concise and carefully select words. Closing phrases reinforce positive emotions and express confidence and gratitude at the same time. A clear signature helps support , contributes to achieving the goal. Respect your interlocutor and compose the text so that it is pleasant to read. Politeness combined with professionalism indicates the competence of a specialist.

When writing a formal message, remember that you are speaking on behalf of the entire company. The secretary must be correct, as he represents his manager. Compliance with generally accepted rules of business correspondence forms a positive image of the company in the eyes of partners and clients.

Official correspondence always has specific goals. The purpose determines the structure of the text. In general the text is divided into several semantic parts: introduction, statement of the problem, argumentation and conclusion. Each part performs specific tasks. The introduction, for example, prepares for the perception of main ideas. Conclusion - expresses requests and hopes , assures us of further partnership.

Letter of gratitude to an employee from the head of the organization

Note! For each of the tasks there are generally accepted formulas. By ending your letter politely, you show that you respect your partner, set him up for positive emotions and leave a pleasant impression.

How to write “with respect” at the end of a letter

Unified regulations for business correspondence and bringing it to common standards are typical for large companies. Design letterheads , the form of “autographs” at the end of the message become part of the corporate culture, an element of style. Whether it is a paper or electronic communication, compliance with a single standard is an indicator of attention to detail and important subtleties.

There are several types of closing phrases in business correspondence. Their choice depends on whether you know the recipient well. For example, the signature “with respect” in an official letter has a neutral character. If you want to focus your partner’s attention on something or remind him of a request again, use restrained phrases:

• Yours sincerely...
• Sincerely...
• Best wishes...

When choosing the final politeness formula, try to avoid familiarity. Be mindful of how well you know the person you are writing to. If the acquaintance is formal, stick to the official style.

The answer was prepared jointly with the editors of the electronic magazine “ Secretary's Directory».

Maria BELDOVA answers,
With. n. With. VNIIDAD, expert in the field of documentation support for management

What do we expect when sending a letter to a partner or client? So that our information, even negative, makes a favorable impression on the addressee and provokes a response or decision. This can be achieved if you follow the rules of correspondence etiquette, format the letter correctly and prepare the text High Quality. Your text should be of moderate volume; contain the necessary arguments and clear language and have a structure that best conveys information.

Technique 1. Separate the important from the secondary

The text of a business letter must be of sufficient length to...

The full answer is available after free

“Sincerely” at the end of the letter: with or without a comma

The final form of politeness is given at the end of the text. It is placed on the same vertical line as the date, on the right side. The phrase is separated from the main text by two or three intervals. Located a little lower props "Signature" , including the name of the compiler’s position, his personal signature and transcript. This arrangement complies with the standards of GOST 6.30-97, which defines the requirements for document preparation. If the message is issued on official letterhead or is of a private nature, the title of the position and the transcript of the signature are not included.

The question of how to write “with respect” at the end of a letter: with or without a comma, does not have a clear answer. Both options are valid. The absence of a sign can be perceived as negligence and even illiteracy. On the other hand, according to punctuation rules, this comma should not be used. From the point of view of Russian grammar, the sign is redundant. The words “with respect” are not an introductory phrase, and the signature is not an address. This phrase implies that “This letter was written with respect to you by N.N.” As in it, in the abbreviated version, according to the rules, a comma is not placed.

Why does it occur so often in practice? IN rules of correspondence In English, German and other European languages ​​this sign is required. The phrase “with respect” at the end of a letter in English is separated not only graphically, but also punctuationally. Over time, although it is grammatically incorrect, the rule became part of the norms of the Russian language.

Conclusion of the letter: sample writing of the phrase “with respect”

How to write “with respect” in a business letter in English

Rules business communication in English are in many ways similar to those adopted in Russia. At the end, the recipient is thanked for his time and expresses his intention to continue the correspondence. Common phrases are also used: “with respect”, “with gratitude”, “with best wishes”. Then, on a new line, indicate the surname and first name of the compiler, as well as his position. Let's look at an example: how to sign a letter in English “with respect...”

Table 1. Final politeness formulas in English

The ability to tactfully and correctly use standard cliche phrases is an indicator of the level of professionalism and knowledge of the language. In English writing, the phrase "with respect" can be expressed in different ways. When composing a text for a foreign partner, take into account all factors and choose the most suitable translation.

How to sign a letter correctly: “with respect” and other politeness formulas

When composing a message, the sender must be guided not only by generally accepted standards, but also by the rules of good manners. If you are writing to a stranger and the address is strictly formal, use established expressions. The style of business speech strictly limits the choice of phrases.

If it concerns email correspondence or communicating with people you know well, you can deviate from rigid canons while remaining polite and correct. Let's look at a few examples of final phrases that are acceptable in less formal communication.

Table 2. Use of alternative closing expressions

Surely many friends who have moved to different cities or countries do not exchange in social networks every day with short messages, and occasionally they write letters to each other about their lives. Some write by regular postal mail, others by email. Writing the letter itself is easy, but how to finish the letter? This is a problem for many. Today we’ll talk about how to finish a letter correctly.

A letter to a friend

To correctly finish a letter to a friend, first re-read the entire text, and at the same time check for errors. Perhaps you missed something that you can add while checking the letter.

For yourself, you need to know clearly: do you want to receive an answer instantly or do you expect that they will answer you when the opportunity arises? Before you write anything at the end of the letter, decide on a logical connection so that there is no feeling that the letter is not finished, unless, of course, you want to intrigue the recipient.

But how to finish a letter to a friend completely, leaving only a small phrase? You shouldn’t say goodbye too tediously, because you probably don’t say goodbye like that in life. When you have edited your letter, the end is meaningful and the thought is complete, then at the very end at the bottom of the letter you can add phrases such as:

• Your girlfriend/friend (Name);
• >Waiting for an answer;
• I want to see you soon;
• See you;
• Wait for a visit;
• Come soon;
• Kisses (NAME);
• Best wishes;
• Best wishes, your friend (Name).

Business letter

When completing a business letter, you need to check it even more carefully for errors and the correctness of the text, so that everything is clearly stated, so that there is nothing superfluous, naturally, without words such as “what,” “no problem,” and the like. Your tone should be quite confidential and fairly easy to understand.

When approaching the end of your story, you must finally somehow interest the addressee, because the end of the letter is more memorable. But this does not mean that you should not reveal all your cards at the beginning. Gradually you need to let your interest grow and at the end open up completely so that your letter remains in memory.

Before you think about how to end a business letter, you should write down a list of documents attached to the letter, if any. The list must be numbered, and the documents must be attached in the order in which you previously indicated. The last phrase used in a business letter may sound like this:

• Sincerely (Name);
• I hope for cooperation;
• With respect (Name);
• Thank you for responding to my proposal.

Farewells in English in letters

When you communicate with friends or text with a loved one, you don't have to adhere to certain communication boundaries. Somewhere you can make a joke or write a word that you would not be able to use in a business letter. This allows you to communicate more openly.

Nowadays, young people use different slang, which is incomprehensible to the older generation. One of these slangs is the replacement of Russian words with foreign ones. How to end a letter in English is no different from the previous tips. Any letter should be checked so as not to lose face and not send it with a bunch of blots and unfinished thoughts. Just at the end you can add such a highlight as saying goodbye in English. As an example, we will provide you with several suitable phrases:

• With Love (Name) - With love (Name);
• Talk to you later - Let's talk later;
• Good Cheers!* - Have a good mood!*;
• Best wishes (Name) - Best wishes (NAME);
• See you soon - See you soon;
• Yours, (Name) - Yours/Your (Name);
• All the best - Best wishes;
• Thanks in advance - Thanks in advance for your answer;
• Good luck - I wish you good luck;
• Say hi to everyone - Say hello to everyone;
• Truly yours (Name) - Sincerely (Name);
• Sincerely yours (Name) - Sincerely yours (Name).