What is the Sincerely Part of a Letter Called? Understanding the Importance of Sign-Offs

Have you ever ended a letter with Sincerely? It’s the part of a letter where you say goodbye and close your letter in a polite, friendly way. But, have you ever wondered why we use the word sincerely? What does it even mean? That’s exactly what we’re going to explore in this article.

After all, we use this word so often in our written correspondence that it’s easy to take it for granted. But, the power of language is in its meaning. So, it’s important to understand the depth of the word sincerely and how it can impact our communications. In this article, we’ll unpack the origins of the word sincerely, its multiple meanings, and how it’s used in different contexts.

Ultimately, Sincerely is the hidden gem at the end of a letter that ties everything together and conveys a sense of authenticity. Whether you’re writing a letter to a loved one, a friend, or a professional colleague, the Sincerely part is a critical component that sets the tone for everything that comes before it. So, let’s dive into what sincerely means and the significance of including it in your letter writing.

Different parts of a letter

Before we jump into what the sincerely part of a letter is called, let’s get a brief overview of the different parts of a letter. A typical letter usually includes the following parts:

  • Heading
  • Date
  • Inside Address
  • Greeting
  • Body
  • Closing
  • Signature

Each of these parts has its own significance and plays a vital role in communicating the intended message effectively. Let’s take a closer look at each of these parts:


The heading of a letter usually includes the sender’s name and address, and it appears at the top of the letter. The purpose of the heading is to provide the recipient with the means to reach out to the sender in case they need to. In business letters, the heading may include the sender’s company logo and contact information.


The date indicates when the letter was written or sent. The date helps the recipient to keep track of the correspondence and is also useful in case the letter needs to be referred to at a later date.

Inside Address

The inside address is the recipient’s address and appears directly below the date. It includes the recipient’s name and address and is used to ensure that the letter reaches the intended recipient.


The greeting, also known as the salutation, is the formal or informal greeting that begins the letter. It usually begins with “Dear” followed by the recipient’s name. In business letters, the greeting may begin with “Dear Mr./Ms. [Last Name]” or “To Whom It May Concern.”


The body of the letter is where the main message is communicated. It should be concise, well-organized, and easy to read. Depending on the purpose of the letter, the body may include details, explanations, instructions, or opinions.


The closing is the part of the letter that concludes the message and signals the end of the communication. The closing usually begins with a closing phrase such as “Sincerely,” “Regards,” or “Best Regards.” It is followed by the sender’s name and title.


The signature is the sender’s handwritten or digital signature that appears at the end of the letter. It provides a personal touch and indicates that the sender takes responsibility for the contents of the letter.

Now that we have a better understanding of the different parts of a letter, let’s explore what the sincerely part of a letter is called.

Importance of Salutations in Letter Writing

Sending a letter shows that you value the recipient and want to communicate with them in a more personal and thoughtful way than a quick email or text message. To make a good impression and convey the appropriate level of respect, it’s essential to pay attention to the salutation of your letter, which is the sincerely part of the letter called. The salutation is the first thing the reader sees, and it sets the tone for the entire message. Here’s why salutations are so important in letter writing:

  • A salutation sets the tone for the entire letter. Whether formal or informal, the tone of the salutation should be cohesive with the tone of the message. An overly casual salutation in a formal letter can be off-putting, while a formal salutation in an informal letter may seem stiff.
  • A salutation shows your respect and consideration for the recipient. Using a salutation with proper titles or honorifics is a sign of respect and can help establish a positive relationship between yourself and the recipient.
  • A salutation can help establish the purpose of the letter. By choosing the appropriate salutation, you can help the reader understand the reason why you’re writing. This can be especially helpful in business communication or in letters where you’re asking for a favor.

Tips for Writing Good Salutations

Here are some useful tips for writing a good salutation:

  • Determine the appropriate level of formality for your message and choose a salutation accordingly.
  • Address the recipient by name whenever possible. If you’re unsure of the recipient’s gender or honorific, keep it neutral by avoiding titles altogether (i.e., “Dear Jamie Smith”).
  • If you’re writing to someone you’ve never met before, consider doing some research to find out their preferred name and title.
  • Be sure to spell the recipient’s name correctly.
  • Avoid using nicknames or pet names unless you’re certain the recipient prefers them.
  • Don’t use overly familiar language or overly formal language unless it’s appropriate to the situation.

Sample Salutations for Different Types of Letters

Here are some examples of salutations for different types of letters:

Type of Letter Salutation
Formal Business Letter Dear Mr./Ms./Dr. [Last Name],
Informal Business Letter Hello [First Name],
Personal Letter to Someone You Know Well Dear [First Name],
Personal Letter to Someone You Don’t Know Well Dear [Mr./Ms./Dr.] [Last Name],

Remember, the sincerely part of the letter is the best way to establish a positive and respectful tone for your communication. By taking care to choose the appropriate salutation, you can set the stage for a successful and productive conversation.

What to include in the concluding part of a letter

The concluding part of a letter is your last opportunity to leave a positive impression on the reader, so it’s crucial to end it properly. Here are some things to consider when wrapping up your letter:

  • Thank the reader: Always express gratitude to the recipient for their time, effort, or consideration. This simple act of kindness can go a long way in building trust and strengthening relationships.
  • Summarize the main points: Briefly reiterate the main messages of your letter, whether it’s a call to action, a request for information, or a proposal. This will help reinforce your message and clarify any misunderstandings.
  • Suggest a next step: If appropriate, provide a clear and concrete call to action for the recipient to follow up on. This could be anything from scheduling a meeting, sending a proposal, or providing additional information.

By including these elements in the concluding part of your letter, you can create a lasting impression that will leave the reader feeling satisfied and motivated to take action.

In addition to these tips, you may also want to consider the tone and style of your closing. Depending on the nature of your letter and your relationship with the recipient, you may choose to end with a formal or informal sign-off. Examples of formal sign-offs include “Sincerely”, “Yours truly”, or “Best regards”, while informal ones include “Cheers”, “Take care”, or “Thanks again”.

Remember to always proofread your closing and ensure it aligns with the overall tone and content of your letter. A well-crafted concluding part can leave a lasting impression and set the tone for future communication.

Do: Don’t:
Thank the reader for their time and consideration Be vague or ambiguous in your message
Summarize the main points of your letter Include unrelated or irrelevant information
Suggest a clear and concrete call to action Neglect to proofread your closing

By keeping these best practices in mind, you can create a compelling and effective concluding part of your letter that will leave a lasting impression on the reader.

Commonly Used Sign Offs in Letters

The closing of a letter is just as important as the content of the letter itself. It is the final impression the reader will have of the writer, and it sets the tone for future communication. The sign off should be chosen based on the context of the letter and the relationship between the writer and the recipient. Here are some commonly used sign offs in letters:

  • Best regards: This is a professional and respectful sign off. It is appropriate for formal letters and business correspondence.
  • Sincerely: This is the standard sign off for formal letters and business correspondence. It is more personal than “Best regards” and is often used when the writer has a relationship with the recipient.
  • Thank you: This sign off is appropriate when the letter is a thank-you note or when the writer is expressing gratitude to the recipient. It is commonly used in professional settings as well as personal ones.

What is the Sincerely Part of a Letter Called?

The sincerely part of a letter is called the complimentary close. It comes after the body of the letter and before the writer’s signature. The complimentary close is an important part of the letter because it signals to the recipient that the letter is coming to a close and sets the tone for the relationship between the writer and the recipient at the end of the letter. “Sincerely” is a common complimentary close that is used in formal and professional correspondence. It is considered a safe and respectful sign off that can be used in a variety of contexts.

The Importance of Choosing the Right Sign Off

Choosing the right sign off is important because it can have a significant impact on the relationship between the writer and the recipient. The sign off should reflect the tone and purpose of the letter, as well as the relationship between the writer and the recipient. A formal or professional letter should have a sign off that is respectful and appropriate for the context of the letter. A personal letter can have a sign off that is more casual or expressive, depending on the relationship between the writer and the recipient. The sign off is the final impression the reader will have of the letter and the writer, so it should be chosen carefully.

Formal Sign Offs Less Formal Sign Offs
Best regards
Yours truly
Kind regards
Warm regards
Take care
Thank you

The table above provides some examples of formal and less formal sign offs. When in doubt, it is always safer to choose a more formal sign off, as it is more respectful and appropriate for a variety of contexts. However, as the relationship between the writer and the recipient becomes more personal, a less formal sign off may be appropriate.

Etiquette of Letter Writing

When it comes to letter writing, there are some basic guidelines that everyone should follow. These guidelines ensure that your letters are professional, respectful, and convey the message you intend to send. One important aspect of letter writing etiquette is the sincerely part of the letter. Here’s what you need to know:

The sincerely part of a letter is the closing paragraph where you express your final thoughts and regards. This paragraph should be polite and concise. Generally, a complimentary close follows the sincerely part. This is your signature line before your name. The complimentary close should be sincere and relevant.

  • Be sure to choose a complimentary close that matches the tone of your letter.
  • If you are writing a formal letter, you might consider using “Sincerely” or “Respectfully.”
  • For something less formal, “Best regards,” “Cheers,” or “Thanks” might work.

The sincerely part of the letter should always include your name and signature line. This is important, as it not only adds a personal touch to the letter, but also helps the recipient to know who the letter is from. If you are sending a letter on behalf of a company or organization, be sure to include your title and contact information as well.

Finally, be sure to proofread your letter before sending it. Check for spelling and grammatical errors, and make sure the tone and message are appropriate. By following these basic guidelines, you can ensure that your letters are professional, respectful, and convey the message you intend to send.

In Conclusion

When it comes to letter writing, the sincerely part is an essential component of a well-crafted letter. By choosing the right complimentary close, including your name and signature line, and proofreading your letter, you can ensure that your letters are professional and respectful. Remember, the way you write your letters can have a huge impact on how they are received, so it’s worth taking the time to get it right.

Tips for Writing a Sincere Letter

A sincere letter is a type of letter that contains honest and genuine feelings which makes it different from other letter types. It is a letter that expresses the writer’s true thoughts and emotions to the recipient, making them feel valued, appreciated and loved. Writing a sincere letter requires a little bit of effort and time, but with these tips, you can master the art of writing a sincere letter.

  • Start with a warm greeting: Use the recipient’s name and start the letter with a warm greeting to establish a personal connection.
  • Be honest and sincere: Write from your heart, express your true feelings and avoid exaggerations.
  • Be specific: Mention some specific anecdotes or memories that show why the recipient is important to you.
  • Use personal voice: Use ‘I’ and ‘You’ voice to make the letter more personal and less formal.
  • End with a warm thought: End the letter on a positive and warm note with a sincere wish or expression of gratitude.

Practice makes perfect when it comes to writing a sincere letter. So, don’t be afraid to rewrite your letter multiple times until you’re satisfied with the genuineness of your message.

Below is an example of a sincere letter that can be used as a reference:

Date: [insert date]
To: [insert recipient’s name and address]
Dear [insert recipient’s name]:
[insert personal message here]
[insert more personal message here]
[insert your name]

Writing a sincere letter can be a powerful way to show someone that you love and appreciate them. With the above tips and guidelines, you can easily craft a heartfelt and genuine message that will leave them feeling special and valued.

How to personalize the ending of a letter

The closing of a letter creates a lasting impression on the reader. It is the last thing they will read, besides your signature, and it is your last chance to make a personal connection. Here are a few tips on how to personalize the ending of your letters:

  • Use the recipient’s name or preferred title. It’s a personal touch that shows you care and have taken the time to know the person you are writing to. Avoid using generic closings like ‘Dear Sir/Madam,’ unless you are corresponding with someone you’ve never met before.
  • Express gratitude, appreciation or enthusiasm. End your letter with a positive note. This is especially important when you are writing a thank-you note or a cover letter. It shows that you are genuinely interested or grateful for the person’s time and effort.
  • Include a call to action. If you are writing a business letter or a job application, you may want to encourage the reader to act on your proposal. Use language that urges your recipient to take the next step and get in touch with you.

Remember, the ending of your letter sets the tone for your relationship with the reader, and it can leave them with a positive or negative impression of you. So make sure to take the time to think through your closing and make it meaningful.

Below are some examples of personalized endings:

Generic Personalized
Yours sincerely, Thank you for your time and consideration,
Sincerely yours, Looking forward to hearing from you soon,
Best regards, With gratitude and appreciation,

By following these simple rules, you will leave a lasting and positive impression on your reader. So, go ahead and put pen to paper – personalize your letter endings, and see the difference it makes.

FAQs: What is the Sincerely Part of a Letter Called?

1. What is the meaning of the term “sincerely” in a letter?
“Sincerely” is a closing phrase used at the end of a letter to express the writer’s genuine feelings or thoughts towards the recipient.

2. How is “sincerely” different from other closing phrases?
Unlike other common closing phrases like “best regards” or “yours truly,” “sincerely” is considered more formal and appropriate for situations that require professionalism.

3. Is “sincerely” the only acceptable closing phrase?
No, there are other appropriate closing phrases depending on the nature of the letter. For example, “warm regards” or “cheers” may be more suitable for a personal letter.

4. Can “sincerely” be used for both business and personal letters?
Yes, “sincerely” can be used for both occasions, but it is more commonly used in formal or business-related communication.

5. Should the term be capitalized?
Yes, the word “Sincerely” should always be capitalized as it is a formal closing phrase.

6. Why is it important to choose an appropriate closing phrase?
Choosing an inappropriate closing phrase may give the wrong impression and affect the recipient’s perception of the writer. It is crucial to select a closing phrase that reflects the tone and intention of the letter.

7. What are other common closing phrases?
Other common closing phrases include “yours faithfully,” “kind regards,” “with gratitude,” and “sincerely yours.”

Closing Thoughts

Now that you know what the sincerely part of a letter is called and how to use it, it’s time to put your knowledge into practice. Remember to choose an appropriate closing phrase that reflects the tone and intention of your letter. Thanks for reading, and we hope to see you again soon!