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Finish Naturally Allowing your text to end where it ends naturally is an easy and effective technique I ran out of things to say, explains Fred, a graphic designer I was writing a proposal to get a new computer setup I d made my points clearly and needed to end with a bang Using the list of closing approaches as a checklist was very helpful The action I wanted my boss to take was obvious and saying something like Call me and authorize this purchase is totally inappropriate I considered closing with a question I thought about ending with May I proceed But even that seemed too aggressive My boss wouldn t like it So nally, I just let it end where I ran out of things to say The last line was With this setup, we ll have the most advanced capabilities the industry has to offer Karla, a physical therapist, says that she always used to end her letters with If you have any questions, please feel free to contact me She says, Not only is it trite, but honestly, I didn t want to invite questions because clients take me up on it, and I never get off the phone No action was necessary, no question seemed appropriate So I just let the letters end where they naturally end It seems to work well Whatever technique you choose, pay attention to the close Many people scan don t read communications They ll look at the salutation, the lead, and then go directly to the close It s an important component and you need to take advantage of its potential
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Traditional forms of ending a communication include Sincerely and Yours truly Modern but still professional forms include Regards, With regards, Best regards, and Cordially Using the traditional forms of ending your communication creates a formal tone Employing more modern forms generates an informal tone Consult your Formality Index from One to decide which approach is best With the traditional forms, you generally sign (or type in an E-mail) your full name With modern forms, you may sign your full name or only your rst name
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Consider whether to use a PS in your letters and whether to add attachments to a proposal or report A PS provides one last opportunity to make your primary message clear Attachments esh out documents and allow readers to nd speci c information that may be of great interest to them but which may be of limited interest to most people A PS Gets Read A PS is most effective when it reiterates what action you want your readers to take, and what they ll get if they do what you ask For example, Amanda, an accounts receivable manager in a bank, used a PS in her collection letters I d often say something like, Thanks for seeing that account #1234 is brought up-to-date, or call me directly at ext 321 to avoid further action being taken It s not overly aggressive, but the implication is clear Pay me or call me, or else One advantage of using a PS is that there s a good chance it will be read People who scan letters are more likely to read your PS than the body of your letter If you decide to add a PS, summarize your best bene t and remind readers of the action to take Attachments Signal Substance Attachments add length Adding length helps the document seem more complete or signi cant Even if no one refers to the attachments or reads them, it might make sense to include them because of the perception of substance they convey Components to add to a proposal or report might include: a copy of your organization s warranty or guarantee your company s mission statement the executive team or principals r sum s or CVs the data or statistics on which your recommendations are based several testimonials, references, or endorsements a resource list bibliography and endnotes
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