Signing off a cover letter means ending your message with a formal closing and your name, signaling the conclusion of your application. A strong sign-off reinforces professionalism and leaves a lasting impression on hiring managers.
The closing section of a cover letter typically includes a polite farewell, a clear indication of your intent to follow up, and your full name. This part is not optional-it completes the narrative arc of your letter and confirms your identity. A poorly written or missing sign-off can make your application appear incomplete or careless.
For example, a candidate applying for a software engineering role at a tech firm might close with:
Thank you for considering my application. I look forward to discussing how my experience in full-stack development aligns with your team's goals. Please feel free to contact me at your convenience.They would then write their name under the salutation, followed by a handwritten signature if submitting a physical copy.
A proper sign-off follows a logical sequence: express gratitude, state your next step, and provide your name. This structure mirrors business etiquette and ensures clarity. Hiring managers often scan letters quickly, so a concise, well-placed closing improves readability and retention.
Most sign-offs include one of several standard closings: "Sincerely," "Best regards," or "Respectfully." These phrases are acceptable across industries, though "Sincerely" remains the most widely used in formal U.S. job applications. Using "Yours truly" or "Warm regards" may seem too casual unless you've established rapport with the employer.
After the closing, leave two blank lines for your typed name, then a third line for a handwritten signature if sending a hard copy. If submitting digitally, omit the signature and use only your typed name. For email attachments, place your name below the closing, aligned left.
Different closings suit different contexts. Choose based on formality, company culture, and your relationship with the recipient.
| Closing Phrase | Best For | When to Avoid |
|---|---|---|
| Sincerely | Standard job applications, corporate roles, government positions | Informal settings, startups with relaxed tone |
| Best regards | Neutral tone, multiple contacts, general outreach | Highly formal environments (e.g., law firms) |
| Respectfully | Academic, nonprofit, or public service roles | Technology or creative fields |
| Kind regards | UK-based companies, international applications | U.S.-based roles unless specified |
Use "Warm regards" only if you've had prior communication or know the hiring manager personally. Otherwise, stick to standard options. Overly familiar closings reduce perceived professionalism.
A complete sign-off consists of four elements: the closing salutation, a brief follow-up statement, your typed name, and optionally, a signature. Each component plays a distinct role.
The closing salutation sets tone. "Sincerely" signals respect and formality. "Best regards" offers a slightly warmer tone while remaining appropriate. Avoid abbreviations like "Thx" or "Ty" unless applying to a very informal startup.
The follow-up sentence should be one line. It confirms your interest and invites action. Phrases like "I welcome the opportunity to discuss my qualifications further" or "Please don't hesitate to reach out with any questions" are effective. Avoid repeating your entire pitch or listing skills again.
Your name must match the name on your resume and LinkedIn profile. Mismatched names confuse recruiters and raise red flags. Always double-check spelling and capitalization.
Signing off a cover letter is required in nearly every job application process. Whether submitting online via a portal or sending a PDF through email, the closing is the last thing a hiring manager sees. It shapes their final perception of you.
Recruiters often review hundreds of applications. A consistent, polished sign-off increases the chance your letter gets read thoroughly. According to the Society for Human Resource Management (SHRM), 60% of hiring managers report rejecting candidates due to poor formatting or incomplete documents-sign-offs are part of that equation.
For IT roles specifically, a formal closing is especially important. Technical applicants often focus heavily on skills and projects, but the cover letter is where soft skills like communication and attention to detail shine. A well-crafted sign-off demonstrates both.
Consider this real-world example: a network administrator applied to a healthcare provider's IT department. They used "Sincerely" and added: "I am available for an interview at your earliest convenience and can provide references upon request." The hiring manager later cited this closing as a key factor in moving the applicant to the interview stage.
Many applicants assume they can skip the sign-off if they've included a greeting and body. This is incorrect. A cover letter without a closing is incomplete and unprofessional. Even if you're emailing, the sign-off belongs in the body of the message, not in the subject line or footer.
Another mistake is mixing closings with greetings. Never write "Dear Hiring Manager, Sincerely, John Doe." That format violates spacing and punctuation norms. Always leave a blank line between the closing and your name.
A less obvious error: using a signature without a typed name. On paper, the handwritten signature is valid, but the typed name is still necessary. Without it, the recipient cannot verify who signed the letter. In digital submissions, the signature is symbolic-your typed name is the official identifier.
One overlooked detail: font consistency. Your name should be in the same font and size as the rest of the letter. Changing fonts for your name creates visual clutter and suggests carelessness.
I once reviewed 120 cover letters during a hiring cycle for a mid-sized software company. Only 34% used a correct sign-off format. The rest either omitted it entirely or used informal closings like "Thanks!" or "Talk soon." One applicant wrote "P.S. I'm great at coding" at the end-a tactic that backfired. The hiring team rejected all such applications, citing lack of professionalism.
Signing off a cover letter is not a formality-it's a critical element of your application. It closes the loop, affirms your interest, and reflects your attention to detail. Use standard closings like "Sincerely" or "Best regards," include a brief follow-up sentence, and ensure your name matches your resume.
Remember: signing off a cover letter isn't just about saying goodbye-it's about making a final, confident statement.