How to Sign Off a Letter of Application: Closing Lines, Sincerely vs Regards and the Signature Block

To learn how to sign off a letter of application, follow a simple order: a closing sentence that states your next step, a short complimentary close such as “Sincerely” or “Kind regards”, a comma, then your handwritten signature (for print) and your typed full name. In an email, skip the handwritten part and add your contact details below your name.

The ending is the last thing a hiring manager reads, so it should leave a calm, confident feeling. A clumsy sign-off will not sink a strong letter, but a polished one adds a quiet note of professionalism. This article covers the closing line, the choice between “Sincerely” and “Regards”, the signature block, email versus print and ready-made examples by tone. I write as someone whose team ends short notes to strangers every day.

What are the parts of a sign-off?

A sign-off is not one line. It is a small stack of four parts, and each has a job.

1. The closing sentence: a last line that thanks the reader and names the next step.
2. The complimentary close: a short phrase like “Sincerely” that signals respect.
3. The signature: your handwritten name in a printed letter, left out in email.
4. The typed name and details: your full name, plus phone number or email if they are not already shown.

Many people only think about step two and forget that the closing sentence often matters more. A letter that ends with “Thank you for your consideration” says little. A letter that ends with “I will follow up next Tuesday if I have not heard from you” shows initiative.

How to sign off a letter of application, step by step

Here is the order I use when I finish a short, formal note.

1. Write one closing sentence that thanks the reader and states the next step.
2. Leave one blank line.
3. Type the complimentary close, with a capital first letter and a comma, for example “Sincerely,”.
4. For a printed letter, leave about four lines of space and sign by hand in blue or black ink.
5. Type your full name below the space.
6. Add your phone number, email address and, if relevant, a professional profile link.
7. If you attach documents, add a line such as “Enclosure: resume”.
8. Read the whole ending aloud to check that the tone matches the rest of the letter.

That is the full answer to how to sign off a letter of application in a formal setting. The rest of this article helps you choose the right words for each step. The Purdue Online Writing Lab explains standard business letter layout on its page about writing business letters.

What should your closing line say?

Good advice on how to sign off a letter of application always starts with the last sentence. The closing line does three things at once: it thanks the reader, repeats your interest and proposes the next move. Keep it to one or two sentences.

• “Thank you for your time. I would welcome the chance to discuss how I can help your team.”
• “I have attached my resume and look forward to speaking with you.”
• “I will call your office next week to see if a short conversation would be possible.”

Only promise a follow-up if you will keep it. Some employers dislike calls, so when practice varies, follow the instructions in the job post. For a deeper look at the request itself, read how to ask for an interview in a cover letter.

Should you restate your qualifications?

One short echo is fine, for example “My five years in customer support would help me hit the ground running.” More than that repeats your letter. By the end, the reader already knows your case.

Sincerely or regards: which should you pick?

When people ask how to sign off a letter of application, this is the question they mean most often. Both are safe. The difference is mostly formality and whether you know the reader’s name.

Closing	Formality	Best used when
Sincerely	Formal	You addressed a named person (“Dear Ms. Lopez”)
Yours sincerely	Formal (UK style)	You used a name, in British-style letters
Yours faithfully	Formal (UK style)	You wrote “Dear Sir or Madam”
Respectfully	Very formal	Government, legal or academic roles
Best regards	Semi-formal	Most corporate applications and emails
Kind regards	Semi-formal, warm	Friendly but professional companies
Thank you	Neutral	When your last sentence asks for something

If you are unsure, “Sincerely” for print and “Best regards” for email will work in almost every case. Style guides differ a little between countries, so follow the employer’s own writing as a clue. The Indeed career advice pages list many professional closing options if you want more ideas.

How do you set up the signature block?

The signature block sits below the complimentary close. Keep it clean and consistent with your resume header.

A printed letter usually looks like this:

Sincerely,

(handwritten signature)

Jordan Reyes
[email protected]
555-0100

Enclosure: resume

The name and details here are invented examples. Use the same name that appears on your resume and application form. If you go by a nickname, still use your formal name in the signature unless the employer prefers otherwise.

Should you add titles or degrees?

Skip “Mr.” or “Ms.” before your own name. Add a degree or certification after your name only when it is standard for the field, such as “Jane Doe, RN”. If it clutters the ending, leave it off and put it on your resume.

Does email differ from a printed letter?

Yes, in a few small ways, and it changes how to sign off a letter of application slightly. Email is shorter, and you cannot handwrite a signature. The rest of the ending stays the same.

Element	Printed letter	Email
Handwritten signature	Yes, between close and typed name	No
Typed name	Yes	Yes
Contact details	In the header or block	Below the name
Enclosure line	Yes	Replace with “Resume attached”
Typical close	Sincerely	Best regards or Kind regards
Date	Top of the letter	Added automatically

For email, keep the signature plain. Avoid heavy logos, long quotes and bright fonts. A neat three-line signature reads well on every device. If you need help with the length of the whole message, our piece on how long a cover letter usually is sets sensible limits.

What are good examples by tone?

Use the tone that matches the employer and the rest of your letter. All of these examples are samples; adapt them to your own facts.

Formal tone

Thank you for considering my application. I would welcome the opportunity to discuss the position further.

Respectfully,
Jordan Reyes

Professional and warm

I appreciate your time and look forward to hearing from you. My resume is attached for your review.

Kind regards,
Jordan Reyes
[email protected] | 555-0100

Confident and direct

I would be glad to walk you through my work in a short call. I will follow up on Thursday to see if a time suits you.

Best regards,
Jordan Reyes

Creative or startup setting

Thanks for reading. I would love to chat about how I could help the team.

Warm regards,
Jordan Reyes

Notice that each ending stays short and specific. None of them sounds desperate. They state a thank-you and a small next step, which is the shape you want.

Which closings should you avoid?

• “Cheers”, “Later”, “Thx”: too casual for most applications.
• “Yours truly” and “Love”: too personal for a first contact.
• “Sincerly” and other typos: a misspelt close stands out. Run a quick check with a tool like Grammarly, then read it yourself.
• Capitalising every word: write “Kind regards”, not “Kind Regards”.
• Skipping the comma: use a comma after the close in most English styles.
• Emojis and quotes: leave these out of formal applications.
• Begging: “Please, I really need this job” weakens a good letter.

A closing that fights your tone also hurts. If your letter is warm and clear, a stiff “Respectfully yours” can feel odd. Read the pieces together, the way you would when you write a letter introducing yourself.

How do you mention attachments and enclosures?

If you attach your resume, portfolio or writing samples, say so in the closing sentence and, for print, add an “Enclosure” line under your name. In email, a line such as “My resume is attached” is enough.

Name the file clearly, for example “Jordan-Reyes-Resume.pdf”, and check that the file actually opens. A missing attachment is a common slip. Look at it twice before you press send.

If the employer asked for specific documents, list them. If they gave a portal, upload there and mention only what you uploaded. Where practice varies, follow the employer’s instructions over any general rule.

What does this teach about Upwork proposals?

The same ending skills help freelancers. An Upwork proposal also ends with a small, clear next step. When we bid for clients, we close with one line that invites a reply, such as a question about their timeline, and we skip long sign-offs. A friendly name at the end is all it needs. You can see the full pattern in how to send proposals on Upwork.

Tone matters here too. If your proposal sounds like you everywhere else, your sign-off should too. That is the idea behind writing Upwork proposals in your own tone.

BidStaff does not write job application letters or resumes. It is built for Upwork freelancers and agencies: it writes proposals in the tone of your past winning proposals, attaches your best work sample and scores each job from 0 to 10. You can read what it does on the features page and the wins page. The craft of a short, clear ending is the same, which is why it is worth mentioning here.

Frequently asked questions

Is “Sincerely” or “Best regards” better for a job application?

Both work. “Sincerely” suits a formal printed letter addressed to a named person. “Best regards” fits most emails and semi-formal workplaces.

Do I need a handwritten signature on an application letter?

Only on a printed letter. For email or an online portal, a typed name is enough.

Should I use a comma after the closing?

Yes, in most English styles. Write “Sincerely,” and then start the next line with your name.

What do I write if I do not know the reader’s name?

Use a neutral greeting such as “Dear Hiring Manager” and a safe close like “Sincerely” or “Best regards”. In British-style letters, “Yours faithfully” matches “Dear Sir or Madam”.

Can I end with “Thank you”?

Yes, if your last sentence asks for something, such as a chance to talk. Otherwise add a normal close underneath.

Should I list my phone number under my name?

It helps. Add a phone number and email unless they already sit in your letter header. Do not add your home address to an email.

How long should my sign-off be?

One or two closing sentences, a close and a name. Anything longer starts to repeat your letter.

Can I use a title like “Dr.” in my signature?

Use it only when it is part of your professional identity for the role, and place it before or after your name as is standard in your field. When in doubt, mirror how your resume shows your name.

Conclusion

Now you know how to sign off a letter of application: a clear closing sentence, a fitting close, your signature when printing and a clean typed block. Choose “Sincerely” or “Best regards” if you are unsure, match your tone to the employer and keep the ending short.

Your action list:

1. Write one closing sentence that thanks the reader and states the next step.
2. Pick a close that fits the formality of the employer.
3. Set up a neat signature block with name, email and phone.
4. Mention any attachments and check that they open.
5. Proofread the last five lines twice before you send.

If you also pitch freelance work, you can compare the plans on the pricing page or learn how to find freelance clients.

Other related articles

• How to ask for an interview in a cover letter
• How long is a cover letter usually
• How to write a letter introducing yourself
• How to state salary requirements in a cover letter
• How to send proposals on Upwork

About the Author

Muhammad Shahzad is the founder of BidStaff and Leadslancer. He runs Upwork accounts for a freelance and agency team, and builds BidStaff around that daily work.