What's your favorite TV cliffhanger? Ross accidentally calling his bride "Rachel"? Jon Snow lying dead(?) in the snow? The Sopranos abruptly fading to black? Cliffhanger endings shock and frustrate viewers, leaving them desperate for another episode.
In business writing, the end of your correspondence should evoke a much different reaction. You don't have multiple episodes to get your point across, so instead of ending with uncertainty, create a sense of closure.
How do I write a strong closing?
An effective closing clearly states what information is important and what to do with it. When writing the end of your message, focus on outcomes, action, and the future. The following techniques will help:
- Call the reader to action.
Please complete the attached form and return it to me by Thursday, October 17.
- Offer further help.
If you have any questions or concerns, please let me know.
- Tell what you will do next.
Once I receive your approval, I will present this information to area supervisors at their next meeting.
What problems should I avoid?
Unclear or impolite closings can alienate readers, waste time, and hurt business. In particular, watch for these common problems.
Vague Closings
Don't Say
I’ve attached a draft. Please respond.
Do Say
I’ve attached my proposal for new quality control guidelines. Please review the guidelines and let me know if any information is unclear, missing, or out of order. Return your feedback by Friday, November 1.
Missing Closings
Don't Say
Thanks for suggesting that Rankin provide remote-work options for staff. I’ve been intrigued with this concept for some time. Three years ago HR conducted a feasibility study on telecommuting and concluded that it would not benefit the company. Perhaps the situation has changed since then.
Do Say
Thanks for suggesting that Rankin provide remote-work options for staff. I’ve been intrigued with this concept for some time. Three years ago HR conducted a feasibility study on telecommuting and concluded that it would not benefit the company. Perhaps the situation has changed since then.
I spoke with Melissa about your inquiry, and she said that she would be willing to discuss the idea with you. Please follow up with her.
Terse Closings
Don't Say
Let me remind you that the open enrollment deadline is this Friday. You better get on it.
Do Say
I just wanted to remind you that the open enrollment deadline is this Friday. Please let me know how I can help you meet the deadline.
By finishing strong, you leave readers certain of what to remember and what to do next.
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