Ending Strong

"Ends are not bad things; they just mean that something else is about to begin."

—C. JoyBell C.

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.

Look forward to the future.

I’m eager to discuss further updates with you at the company retreat.

State conclusions.

I would be happy to recommend your services to anyone needing sound equipment.

Tell what you will do next.

Once I receive your approval, I will present this information to area supervisors at their next meeting.

Thank the reader.

Thank you for considering me for the open nursing position.

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

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.

Play the Editor!

The following memo is missing a closing part. Create a closing that calls the readers to action and looks forward to the future. (Scroll down to see our recommendation.)

Date: July 22, 2019
To: All Staff
From: Lawrence Durante, President
Subject: Recent FDA Plant Inspection

As you know, this past Friday, July 19, the FDA came to our plant for a spot inspection. This memo outlines the results and our response.

The good news is that the FDA inspectors did not find problems warranting a shutdown of Premium Meats. The bad news is that the inspectors cited us for three major violations resulting in a fine of $90,000.

The FDA is sending us a clear message. We must take immediate steps to protect our customers, our jobs, and our company. To that end, I have taken the following steps:

1. I have directed the Production Management Team to review quality-control procedures and conduct two retraining sessions immediately.

2. I have appointed a Quality Task Force of both management and production staff to study the production process and make further recommendations.

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