How to End a Letter So the Reader Knows What to Do Next
- LetterLab
- 15 hours ago
- 4 min read
Most letters do not fail because the writer chose the wrong words at the start. They fail because the ending goes soft, vague, or awkward. The reader finishes the page unsure whether they are supposed to reply, act, investigate, or simply acknowledge receipt.
Decision-makers rely on clarity. If your final lines do not tell them what happens next, your letter is likely to stall. This guide explains how to end a letter with purpose, so your reader knows exactly what you want and how to respond.
Why the Ending Matters More Than You Think
The ending of a letter is where responsibility transfers from you to the reader. If that handover is unclear, nothing happens.
Research into professional communication consistently shows that readers prioritise the final request when deciding how to act. The Chartered Institute of Personnel and Development highlights that clear closing instructions reduce delays and misunderstandings in formal correspondence.
In simple terms, a strong ending removes decision fatigue.
The Most Common Ending Mistakes
1. Ending with a thank you and nothing else
“Thank you for your time” is polite, but it is not an instruction. Gratitude should support a request, not replace it.
2. Using vague phrases
Lines like “I look forward to hearing from you” sound professional but say nothing about when, how, or why the reader should respond.
3. Asking multiple things at once
If your ending includes three different requests, the reader may ignore all of them. One clear next step works best.
4. Apologising at the close
Over-apologising weakens authority and can undo an otherwise strong letter.
What an Effective Ending Actually Does
A good ending answers three questions for the reader:
• What do you want me to do?
• By when?
• How should I respond?
The UK Government Communication Service stresses that clear calls to action are essential in official correspondence, especially where decisions or timelines are involved.
Types of Strong Letter Endings
1. Requesting a response
Use this when you need acknowledgement or explanation.
Example:
“Please confirm in writing whether this decision will be reviewed and when I can expect a response.”
This works because it sets a clear expectation without sounding demanding.
2. Requesting action
Use this when you want something to change.
Example:
“I am requesting that this account be corrected within 14 days and written confirmation provided once completed.”
Timeframes create urgency without aggression.
3. Requesting escalation or review
Useful for complaints, appeals, or unresolved issues.
Example:
“If this matter cannot be resolved at this stage, please escalate it to a senior officer and confirm the next steps.”
The Financial Ombudsman Service uses similar language in its own guidance, showing how clarity supports accountability.
4. Closing with cooperation
Best for sensitive or ongoing relationships.
Example:
“I am keen to resolve this constructively and would welcome your guidance on the next steps.”
This keeps the tone calm while still moving things forward.
How to Set a Deadline Without Sounding Hostile
Deadlines are not rude. Vague endings are.
Instead of:
“I hope to hear back soon.”
Use:
“Please respond within 10 working days, in line with your published response times.”
This approach reflects accepted standards such as those outlined by the Information Commissioner’s Office for response periods, making your request reasonable and defensible.
Match the Ending to the Letter Type
Different letters require different closes.
• Complaints: Request investigation, correction, or escalation
• Appeals: Request review and written outcome
• Job letters: Request consideration or interview
• Legal or formal matters: Request confirmation or compliance
The ending should never introduce new issues. It should focus the reader on one clear outcome.
Keep the Final Paragraph Short
Long emotional endings dilute impact. One or two sentences is enough.
A strong structure looks like this:
One sentence stating what you want
One sentence setting expectation or timeframe
Anything more risks confusion.
Why This Is Where Most People Lose Power
People often feel relief once the main body is written, so they rush the ending. That is where momentum is lost. The ending is not an afterthought. It is the instruction manual for your reader.
As noted by the Professional Writing Academy, effective business writing succeeds when the reader never has to guess what comes next.
How LetterLab Helps You End Strong
At LetterLab, we focus heavily on endings because this is where results are won or lost. We shape closing lines that are firm, clear, and appropriate to the situation, without sounding aggressive or vague.
If your letters keep stalling or receiving generic replies, the ending is often the reason. You can send us your first 250 words for free to see how a professional rewrite sharpens your message and strengthens the final request.
Additional Reading / Resources
These additional resources expand on professional communication standards and reinforce why strong endings matter.
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