How to Sign a Letter: 12 Steps (with Pictures)

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How to Sign a Letter: 12 Steps (with Pictures)
How to Sign a Letter: 12 Steps (with Pictures)

Video: How to Sign a Letter: 12 Steps (with Pictures)

Video: How to Sign a Letter: 12 Steps (with Pictures)
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Knowing how to sign a letter is an important skill to know how to write well professional and personal documents or even friendly or more intimate letters. Learn how to put your signature and what you need to write before and after it. Adjust your signature according to the recipient to close the letter perfectly.

Steps

Method 1 of 2: Signing a Professional Letter

Sign a Letter Step 1
Sign a Letter Step 1

Step 1. Thank the recipient for their time

This can be included in the final paragraph or as a formal closing. Write something like:

  • Thank you for your time and attention on the subject.
  • Thank you for your consideration and your time.
  • A simple “thank you” at the end of the paragraph.
Sign a Letter Step 2
Sign a Letter Step 2

Step 2. Write a closure

When signing a letter or any other professional document, it is polite to include a closing. At this point, you can offer help, reiterate an apology, or reference an upcoming event. Some examples include:

  • I appreciate the immediate attention given to the matter.
  • We trust your opinion as a customer.
  • Again, I apologize for the inconvenience this may have caused.
  • If you need any other information, please don't hesitate to ask.
  • I await our meeting.
  • I await your reply.
Sign a Letter Step 3
Sign a Letter Step 3

Step 3. Format the letter correctly

For professional cards, it's important to format the closure correctly, but don't worry, it's easy. Insert a single space between the last line of the letter and the end to properly format the signature.

This portion must be aligned with the left margin in block-formatted text or centered below the body of the letter, aligned with the date in the modified block format

Sign a Letter Step 4
Sign a Letter Step 4

Step 4. Add a complementary closure

Usually, just include a word or two to accompany your formal closing. Choose the one that is most appropriate for the letter you are writing. For professional letters, be respectful and cordial. The closure chosen will vary depending on the purpose of the ticket or letter. The complementary ending starts with a capital letter and ends with a comma. All other letters must be lowercase. Include something like:

  • Respectfully.
  • Sincerely.
  • Yours sincerely.
  • Sincerely.
  • Greetings.
  • Best regards.
  • Take the recipient into consideration. For a senior vice president of a company, use a more formal closing (“Sincerely”), while for that co-worker who also plays football with you, a “See you” may suffice.
  • Consider the purpose of the letter. A company note to introduce new policies will require a more formal closing than a congratulatory note to a newly promoted colleague.
  • If it is a closer contact, use “Sincerely” or “Hug”. “Hug” is most recommended if you know the person. If you don't know her, go with “Sincerely”.
Sign a Letter Step 5
Sign a Letter Step 5

Step 5. Insert three line breaks and type your name

It's important to leave at least three breaks before writing your name on the so-called “signature line”, as you'll have to use this space later. Open a paragraph to keep your text in line with the complementary ending and your name. Include any titles, such as Miss, Mr., Mrs., before your name. The signature line should include an additional line to add the title or position (Chief Financial Officer, for example) if appropriate.

  • It is best to always write the full name.
  • You may also include any contact information that is relevant, such as a phone number, email address, mailing address, extension or website.
Sign a Letter Step 6
Sign a Letter Step 6

Step 6. Have your signature handy

In the space left above your name, write your signature by hand, with a blue or black pen.

Method 2 of 2: Signing a Personal Letter

Sign a Letter Step 7
Sign a Letter Step 7

Step 1. Format the closure correctly

Break a line after the last line of the letter and insert the right-aligned closure. The first letter of the first word is capitalized. Enter a comma after termination.

For personal letters, theoretically, it is optional to capitalize the words that will come in sequence

Sign a Letter Step 8
Sign a Letter Step 8

Step 2. Use a basic closure

For letters addressed to someone you know well, there's more freedom, and you can even write in a joking tone. Use your common sense and work within the boundaries of the relationship and the reason for the letter. Any of the following closures can be used:

  • With love,
  • With love,
  • Until later,
  • See you soon,
  • Hugs.
Sign a Letter Step 9
Sign a Letter Step 9

Step 3. Write a personal signature (optional)

If you are writing to a close friend or relative, add a ending like:

  • Kisses,
  • Longing,
  • Kisses and hugs,
  • I hope to see you soon.
Sign a Letter Step 10
Sign a Letter Step 10

Step 4. Write an intimate signature (optional)

If you're writing to your partner, closing words can be more intimate. A heartfelt, personal closing will help show the recipient that you actually wrote the letter and not just bought something ready-made. The right phrase can even improve your relationship. After closing, please include your initials or signature. Consider the following options:

  • With love,
  • Forever Yours,
  • Love you forever,
  • I can't wait to see you,
  • Your love.
Sign a Letter Step 11
Sign a Letter Step 11

Step 5. Sign the letter just below the closing

Unlike professional letters, in personal letters it is not necessary to type your name to make it legible and formal, as the person already knows you. Just sign your name by hand. If you are close to the person, you can only include their first name.

  • Use your first and last name when signing. If you know the person well, just use their first name.
  • Sign your first and last name if you're writing for someone you've never met in person.
  • Use your first name or nickname in letters to close friends or co-workers.
Sign a Letter Step 12
Sign a Letter Step 12

Step 6. For a more personal touch, add an afterword

Sometimes, afterwords are added to lighten the tone of the letter, with a gentle flirtation or joke. They are usually made up of one or two sentences and can also be used to add information without the pressure to include an explanation. Note the following examples:

  • “PS.: I've already eaten all the chocolates in that box. Please send more.”
  • “PS: I forgot to mention: I'm very much in love with you.”

Tips

  • What is the reason for the letter? If they're professionals, be formal.
  • When writing a thank-you note, show your gratitude one more time before closing the letter.
  • The lighter the better. The closing of the letter is not a time to start philosophizing about the meaning of life or the metaphorical insignificance of your lunch. Leave the more complex matters for the next letter.
  • Think about the message given in the letter. What did you mean? Finish the letter accordingly.
  • Think about your relationship with the recipient. What kind of letter should he expect from you? What kind of letter would you expect from him?

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