You’ve crafted a strong message, but how you wrap up can make or break the impact of your email or
letter. A weak closing can leave the reader confused or unmotivated, while a strong one ensures your
message is clear, professional, and memorable.
So, how do you make your closing count?
Applying the Three C’s of a Strong Closing
A well-written closing should be a call to action that is concise, clear and compelling. Keeping these
elements in mind will help you leave a lasting and professional impression.
- Be Concise – Keep it short and to the point. A closing should wrap things up in 2–3 sentences, not drag on.
- Be Clear – Reinforce your main message. Avoid adding new topics. If it wasn’t covered earlier, don’t introduce it now.
- Be Compelling – Give the reader a clear next step. If action is needed, spell it out: What needs to be done? Who is responsible? By when?
Clichés & Clunky Phrases to Avoid
Some phrases get used so often they’ve lost their impact. Here are a few to ditch:
- Do not hesitate to contact me
- Feel free to reach out if you have questions
- Thank you in advance
- The undersigned
- As soon as possible
- In this matter
What should you do instead? Ask yourself: What does my reader need to do? By when? Why? Add all the
details your reader will need.
Putting It All Together
Let’s revise a weak closing:
Original:
I’m looking forward to hearing from you about your opinions on this matter. Since the start date for the
project is March, I thank you in advance for calling me at the number above as soon as possible so we
can discuss this matter. Please feel free to contact the undersigned with any questions.
Issues: Too wordy, vague, and full of filler. The key message is buried under unnecessary phrases.
Revised:
Please call me at 123-4567 before February 28 so we can finalize the details before the project starts in
March. Let me know if you have any questions in the meantime.
This version is clearer, more direct, and eliminates unnecessary phrases.
Final Thoughts
By creating closings that are concise, clear, and compelling, you ensure your emails and letters leave a
lasting professional impression. A strong closing reinforces your message, sets expectations, and
provides a clear path forward. The next time you draft an email, take a moment to refine your closing—
it could make all the difference!
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