Professional Correspondence Closure Techniques
Strategies for Concluding Formal Letters of Complaint
Effective closure in professional communication requires a balance of politeness, firmness, and clarity. The aim is to leave a positive impression while reiterating the core issues and desired outcomes. Avoid overly emotional or aggressive language.
Restating the Desired Resolution
Briefly summarize the primary request or desired action. This reinforces the key points of the complaint and provides a clear takeaway for the recipient.
Expressing Expectation of Timely Response
Politely express your expectation of a prompt response and outline a reasonable timeframe for resolution. This indicates your seriousness while maintaining a professional tone. Avoid ultimatums.
Providing Contact Information
Reiterate your contact information, including email address and phone number, to facilitate easy communication and follow-up.
Maintaining Professionalism
Employ closing formalities appropriate for business correspondence. Phrases such as "Sincerely," "Regards," or "Respectfully" are suitable choices. Avoid informal or casual closings.
Suitable Closing Phrases
- Sincerely,
- Respectfully,
- Regards,
- Thank you for your time and attention to this matter.
Example Closings
Examples showcasing the combination of restating the resolution, expressing expectation of response, and maintaining professionalism are crucial for effective communication.
Example 1 (Focus on Action)
"I trust that you will give this matter your prompt attention and resolve the issue within the next five business days. Please contact me at [phone number] or [email address] to discuss further."
Example 2 (Focus on Information)
"I would appreciate a response by [date] outlining the steps you will take to address this problem. You can reach me at [email address] or [phone number]."
Factors Affecting Choice of Closing
The specific wording of the closing should be tailored to the nature of the complaint and your relationship with the recipient. Consider the severity of the issue and the existing communication history.