does an application letter has a signature

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How to Sign a Cover Letter (With Signature Examples)

• Do You Need to Sign a Cover Letter?
• Sign Uploaded or Printed Cover Letters
• Cover Letter Signatures Examples
• Signatures If You're Emailing
• Signature Examples for Emails

Which Email Address to Use

How to add a digital signature, need more cover letter help.

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When writing a cover letter to include with your resume, it's important to pay attention to every detail, since you only get one chance to make that first impression. So, what exactly should you include in your signature when you're writing your cover letter to apply for a job?

It varies, depending on how you apply for the position. The format and information included in your signature will change according to whether you are mailing, uploading, or emailing your cover letter document. 

Does Your Cover Letter Need a Written Signature?

When distributing your cover letter online by emailing it or uploading it onto a company’s web portal, it is not necessary to hand sign your cover letter. Employers don’t expect to see your handwritten signature on your cover letter. You could add a scanned image of your signature to your document, but it is optional and not required.

How To Sign an Uploaded or Printed Cover Letter

Uploaded Letter:  If you're uploading your cover letter to a job site, your signature will simply include an  appropriate closing phrase and your full name. Place a comma after your close, such as  Best,  or  Sincerely yours,  and then insert your name in the line below. 

Use a formal business-style letter format that includes a heading, salutation, the body of the letter, closing phrase, and your signature. Review these  guidelines for what to include in your letter .

Hard Copy Letter:  When you're printing a hard copy letter, include a closing phrase, your handwritten signature, and your typed full name. Leave several spaces between the closing phrase and your typed name. That way, you'll have room for your signature when you print out the letter. Sign it using either blue or black ink. 

Signature Examples for Uploaded or Printed Letters

For uploaded or hard copy printed letters, there is no need to include as much information as you would in an email message, because the  heading of your cover letter  includes your contact information.

Signature Example (uploaded letter)

Best regards,

Janet Dolan

Signature Format (signed letter)

Closing phrase, 

Handwritten Signature 

First Name Last Name

Signature Example (signed letter)

Janet Dolan (Your Signature)

What to Include in an Email Signature 

If you are emailing your cover letter or inquiry letter, end with a polite sign-off followed by your full name. There is no need to sign a cover letter that's being sent electronically. Write out your full name in the same font as the rest of the letter, and don't use italics or a handwriting font. 

The formatting here is very similar to that in an uploaded cover letter. However, emails do not contain a header with your phone number or other contact information. 

It's a good idea to include these details in your closing paragraph or after your typed signature. That makes it easy for the employer or networking contact to get in touch with you.

You can also include links to online portfolios, if appropriate, or a link to your professional social media accounts, such as LinkedIn or Twitter.

You don't want to make this section too cluttered, so restrict yourself to the most relevant information. Here's how to set up an email signature, along with more advice on what to include in it and what to leave out. 

Signature Examples for Emailed Documents

When you are  sending email cover letters , it's important to include contact information so the hiring manager can easily see how to contact you. At the very least, include your name, email address, and phone number. You can also add other optional information, such as your street address, online portfolio, or social media accounts.

Email Signature Format

Your Name Email Phone

Email Signature Example

Karina Hoffman karina.hoffman@email.com 555-123-5678

Sample Email Signature With Full Address

Your Name Street City, State Zip Code Email Phone

Sample Email Signature With Social Media Handles

Your Name Email Phone LinkedIn Profile  (Optional)  Twitter Account  (Optional)

Don't use your work email address for job searching. Use your personal email account, or set up a unique account to use just for your job hunt. Many free online email services exist, like Gmail and Yahoo Mail, which you can use to set up a new email account exclusively for your job search.

Even though you are using a personal account, choose an email address that looks professional.

Your best bet is some variation on first initial, last name (e.g., jdoe@gmail.com) or first name, last name (janedoe@gmail.com). Here's how to set up an email account just for your job search.

Adding a handwritten signature is an optional touch, though definitely not required, and it is possible to add your handwritten signature digitally. The simplest way is to use a scanner or a scanner app on your smartphone:

Simply sign a piece of printer paper and then scan the page.

After scanning, the software will give you the opportunity to crop the scanned image (that is, cut the image down to the size of your written signature) or you can crop it in Word.

Once you’ve cropped your signature image to the appropriate size, save your signature as a .gif, .jpg, or .png file to your desktop or a folder on your computer.

Open the Word document where you composed your cover letter and then insert the image of your signature into the document underneath your closing phrase.

Remember to type your name below your handwritten signature.

Get information on  how to write a cover letter , including what to include in your cover letter, cover letter format, targeted cover letters, and cover letter samples and examples.

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Is a Signature Necessary in a Resume or Cover Letter?

• Written by Editorial Team
• Updated December 6, 2022

Resumes and cover letters are the first impressions you make on a potential employer. If you want to stand out from the crowd, your resume and cover letter need to be exceptional.

However, many people believe that a resume or cover letter should not include a signature because it may seem too personal or inappropriate when an employer is reading it.

But is this true? Is a signature required on your resume or cover letter? The answer: no! In fact, employers generally do not expect applicants to include their signatures in their resumes and cover letters. However, there are a few exceptions where signatures may be required.

For example, if you are applying for jobs at law firms or government agencies where employees must sign confidentiality agreements before they can begin working with clients or colleagues, then including your signature might make sense.

In this article, we’ll talk about why it’s best not to include your signature in resumes or cover letters unless it makes sense for the job at hand (and even then, it’s only appropriate under certain circumstances).

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Are you supposed to sign your resume or cover letter?

Well, it depends. If you’re applying for an entry-level position at a small business, then it makes sense to sign your resume and cover letter . After all, if the hiring manager can’t read them, he or she won’t know that they’ve been sent for consideration.

But if you’re applying for a job at a big company, then it’s probably best not to sign your resume or cover letter. That way, if something happens to your application and it gets marked as “unacceptable,” then the hiring manager has no way of knowing why it was rejected.

If you’re still unsure about whether or not it’s okay for your resume and cover letter to be signed off on by the hiring manager, then ask him or her directly!

What if I added a signature on my resume or cover letter?

It’s not a bad idea, but it’s also not something you should do for every resume or cover letter.

If you’re looking for a job in an industry where the company requires employees to sign their name at the end of their work, then by all means use that signature!

But if you’re applying to jobs in other industries—like education or non-profit work—then it might be better to keep things more generic and avoid having anything but your name on there.

The reason is that employers are often looking for people who are able to communicate clearly and concisely. They want someone who can communicate effectively with them, and they don’t need any more distractions than what would be caused by having a signature there.

Are there instances where I need to sign my resume or cover letter?

Signing your resume or cover letter is a great way to show that you care about the quality of your work and want to make sure you’re letting your prospective employers know exactly what you’re capable of.

As a rule of thumb, if you’re confident in your skills and abilities, then you don’t need to sign your resume or cover letter. However, if you feel like there are any gaps in your experience, then it’s a good idea to fill them. This will help potential employers see that they can trust what you’ve said in those documents.

The only exception here is if you’re applying for an internship position, in which case it would be considered unethical for the person who interviewed you not to sign their own resume!

How should you sign your resume or cover letter?

As you know, the way you sign your resume or cover letter can make a big difference. You want to make sure that your signature stands out and catches the reader’s attention. It should be clear, bold, and professional.

The best way to show off your signature is to make it stand out from the rest of your resume or cover letter. You can do this by using a different color font, bold fonts, or even just spacing between lines.

If you want to make sure that people notice your signature when they look at your resume or cover letter, try using a different typeface and font size than what is used in the body text of the document. This will help readers distinguish it from other parts of the document and make it easier for them to remember who signed it!

Where do you put your signature on a resume or cover letter?

When you’re applying for jobs, it’s important to include your signature. Your signature is part of the first impression you make on a prospective employer and helps them understand how credible and trustworthy you are.

If you’re applying for a job that requires a physical presence, like a retail job or a customer service position, having someone hand-sign your application will help them know if they can trust you.

When you’re applying online or over email, putting your signature in the footer of your application form is a great way to ensure that any potential employers who see it recognize it as authentic—and vice versa!

Is it better to sign a resume or cover letter, manually or electronically?

The answer to this question depends on your goals and the type of job you’re applying for.

If you’re applying for a position in which you’d like to be hired, then it’s best to use an electronic signature . An electronic signature makes it easy for recruiters and hiring managers to see what exactly it is that you’ve written about yourself on paper.

It also allows them to easily keep track of all the other applications they receive from people like you, so they don’t have to spend time trying to figure out which ones are authentic and which ones are fake. This can save them time and money in the long run.

If you’re applying for a position where there aren’t any specific job requirements (such as a high school teacher), then signing a resume manually might be better because it’s less likely that your signature will get lost or misread.

You can also put more time and thought into how your signature looks because there won’t be anything else going on in the background to distract you or make it hard for others to understand what’s being said or written down by hand.

The answer to the question of whether a signature is necessary in a resume or cover letter depends on the job you’re applying for. If you’re applying for an entry-level position, then yes, you probably don’t need a signature.

But if you’re applying for more senior roles, then it’s likely that having your signature on your resume will be important for the hiring manager to see.

Whether or not a signature is important will depend on the job you’re applying for and how much weight they place on the details of resumes and cover letters.

If they want to hire someone with strong writing skills, then they’ll want to see both their name and contact information at the top of your resume or cover letter so they can reach out to them easily if they want to talk about the position further.

Anyway, if you’re looking for people who can help you create a well-written resume and cover letter, our team consists of expert resume writers who can help you!

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How to sign a cover letter: a guide to professional correspondence

How to decide whether to sign your cover letter: simple advice

How to sign an email cover letter, how to sign an attached cover letter, how to sign a physical cover letter.

Crafting an engaging cover letter is the best way to win over the hiring manager. Our expert-backed guide on cover letter writing will give you the inside scoop about how you can get it right. Once you’ve done the bulk of the work, there’s one final consideration. 

How do you sign a cover letter? And, perhaps more importantly, should you even bother? Here at Resume.io, we have the information you need to succeed. Our resources include a rainbow array of career progression guides, cover letter examples, and tips to boot. In the following blog, we will be taking a look at these all-important topics: 

• How should you sign a cover letter and does it need a signature
• How to design what type of sign-off to use
• How signing a cover letter depends on the format

The right way to sign your next cover letter 

First things first, let’s answer the main question: How do you sign a cover letter? 

The format of your cover letter signature is simple. Start with a formal sign-off and your name. Sign-offs include “Kind regards,” “Regards,” and “Best regards.” 

Which you choose will depend on the tone of your cover letter. Make sure the sign-off phrase matches the style of your letter content and conveys your personality as well. 

You can either use your full name, your first initial and last name, or your title and last name. The choice is yours. Here are some examples so you can see what we mean:

Whenever you are signing your cover letter, you can use the above structure. However — as we will discuss later in this blog — you may choose to include additional information. 

Should you have a signature on your cover letter?

The short answer is no. One of the common misconceptions here is that you always need to have a handwritten cover letter signature. We live in a digital world and, often enough, you won’t need to send a physical cover letter to the hiring manager. So, most of the time, it’s perfectly acceptable to use your computer when you’re signing a cover letter. You can type your name out at the bottom of the document or use an electronic signature. 

Of course, if you’re sending out physical cover letters, signing them by hand is a nice touch. While this won’t win you the job interview in itself, it is likely to catch the hiring manager’s attention. Recruiters are hard-wired to favor candidates who go the extra mile. Taking the time to personalize your cover letter with a signature may help you to stand out.

Struggling to decide how to sign a cover letter? This decision doesn’t have to be challenging. Here’s a quick breakdown of which sign-off types work for each cover letter format. Whenever you are in doubt here, you can refer back to this easy chart: 

How to sign a cover letter depending on the format

Now that you have the basics down, let’s talk about the logistics of signing a cover letter. First impressions matter when you’re applying for new jobs. Hiring managers spend an average of seven seconds looking at each application. In that small window of time, you need to show them that you are the right person for the job. Chances are, you have the content of your cover letter down. Don’t lose momentum when you get to the sign-off. 

How you sign your cover letter will depend on the format you use. There are three main types we will be looking at — email cover letters, attached cover letters, and physical cover letters. Let’s take a quick look at how you can sign each of them like a pro. 

Email cover letters are increasingly popular. In this case, you type your cover letter body directly into your email. One of the big advantages of this type of introductory letter is that you can add hyperlinks to it. If you want to link to your portfolio or LinkedIn page, you can do so in the main part of the text. Some hiring managers prefer this type of letter. 

As a general rule, you should use your typed name as your cover letter signature. Simply end the email cover letter with a quick sign-off and then type out your full name. 

Of course, many people have email signatures already set up on their accounts. That could include your name, your email address, your phone number, and any other important links. Don’t make the mistake of duplicating any information that will appear automatically here. 

Add some extra detail!

Want to improve your email cover letter signature? Below your sign-off and your name, you can include some additional information. For example, you may want to link to your professional portfolio, your social media channels, or even LinkedIn in this space. 

Here’s a quick example of how to structure that: 

Kind regards, 

Jason Smith 

Portfolio | LinkedIn | Twitter 

If you’re emailing the hiring manager or submitting your application via an online portal, you may include a cover letter as an attachment. To do that, you can use our cover letter builder. Save it as a Word document or a PDF and simply upload the file as needed. 

When it comes to how to sign a cover letter, you have two options — you can type out your name as you would with an email cover letter, or use an electronic signature. When you have completed your cover letter, adding a signature is easier than you might imagine. 

For example, you may choose to use third-party software, such as DocuSign , PandaDoc , or SignRequest to get the job done. If you are using a Mac computer, you can also open the PDF in “Preview” and then click “Tools” then “Annotate” and then “Signature” to do it. 

Let’s say you’re going old school and sending a physical cover letter. Now you can simply type out your cover letter signature as you would with an email cover letter. However, if you want to personalize your application letter, you can handwrite your signature. First up, write your cover letter and ensure that you have proofread it before printing it out. Make sure that you add a typed-out sign-off, such as “Kind regards” or “Best regards” at the end.

When you have done that, you can finally put your penmanship skills to good use. You will need to have a decent pen that won’t smudge when writing. Practice your signature before you sign your physical cover letter. Use some scrap paper to give it a whirl. Once you are pleased with it, go ahead and put your John Hancock at the bottom of the page. 

Make your signature original! 

Don’t like your signature? Don’t panic. It doesn’t have to be attractive, it simply has to be unique. In fact, the whole point is to set you apart from the crowd. Even if someone has exactly the same name as you, their signature won’t be the same as yours.

Key takeaways 

• When it comes to signing a cover letter, there are three main methods: typing your name, an electronic signature, and a handwritten signature.
• Pick the right type for the cover letter format you are using.
• Make sure you choose a sign-off such as “Kind regards” at the end.
• When writing an email cover letter, you may want to include additional information.

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How to Sign a Cover Letter

When  writing a resume cover letter , you should focus on each aspect. One of these key aspects is the conclusion of your cover letter. A good ending to a cover letter includes a proper  cover letter signature . How you  sign off your cover letter  is crucial as it will either leave the prospective employer with a positive,  professional first impression .

Choosing  how to sign off a cover letter  the right way depends on a few factors, such as the  cover letter format  of your email. However, in general, it’s better to remain  formal and professional . You can be positive and even friendly, but  avoid casual language  such as “thanks”, “cheers”, or “take care”.

If you get it wrong by  making a small mistake  or by using inappropriate language in your  cover letter ending , you risk leaving the wrong impression on the hiring manager. As employers receive  so many applications for each position , this can be enough for yours to be discounted.

The  signature on your cover letter  is a crucial part of your cover letter that you need to nail. Ensure you  sign your cover letter the right way  and leave the hiring manager with a fantastic impression. Check out the information below to ensure you know how to  conclude your cover letter in the best way possible .

How to sign a cover letter when emailing

Emailing job applications, including cover letters and resumes, is the new normal. Regarding the conclusion of your cover letter, you may be asking yourself, “do I need to sign a cover letter that is  submitted electronically ?”

You need to  have the proper sign-off  when you conclude your cover letter, even by email.

It’s essential to know how and  where to sign a cover letter  if you are emailing it to a hiring manager. Use a  professional sign-off  (such as sincerely, sincerely yours, best regards, or most sincerely) at the end of the letter, followed by your full name written underneath. Doing so makes your  cover letter  and job application that much more effective.

If you’re emailing a  cover letter with a signature  you should use a  professional sign off  (such as sincerely, sincerely yours, best regards or most sincerely) followed by your  full name written underneath .

You don’t need to sign the letter by hand when  signing a cover letter electronically . Also  avoid using italics  or an alternative font as this can look childish. Just write your full name in the  same font as the rest of the letter .

It’s also essential to clearly  include your contact details  when you  sign off a resume cover letter . It would be a tragedy if you  nailed your cover letter , spent time tailoring your resume using a   resume builder , and then the employer  didn’t know how to contact you .

An easy, time-effective way of doing this is by  setting up an email signature . You should include your name, telephone number, email address and a link to your  LinkedIn profile  (and any other useful links which may help your application).

Closing signature examples

Here are some examples of  how to sign a cover letter electronically . The first example contains the very least you should include (name, email address, and phone number). The third is the ideal example of  how to sign a cover letter via email .

Sincerely yours,

Mary Washington [email protected] 70997654

Best regards,

Mary Washington 17 Cherry Tree Lane, Portland, Oregon, 97035. [email protected] 70997654

Mary Washington 17 Cherry Tree Lane, Portland, Oregon, 97035. [email protected] 70997654 www.linkedin.com/marywashington www.personalwebsite.com

Examples of Bad Signatures on Cover Letters

Including  this part of a cover letter is essential , and doing it well can give your chances of being hired a serious boost. However, there are things you should avoid writing in your cover letter signature. In a cover letter, you as an applicant have a chance to show off some of your personality, but that  does not mean you can be too casual .

Here are some  examples of words you should avoid writing  when you are signing off your cover letter:

• Best wishes
• Take it easy
• Affectionately

It is also a good idea to not use abbreviations of words, such as “thx”. Also, erase any messages that are automatically included by your cell phone. Delete messages such as “Sent from my x phone” before sending.

How to sign a paper cover letter

Though it is  becoming less common , you may need to either  mail a cover letter  or upload one to a website. In these cases, you should leave enough space between the sign-off and your full name to  include a handwritten signature . After printing your cover letter, you should sign your name  using black ink .

For  written cover letters , you should use a formal business  cover letter format  which  includes your contact details  and those of the employer at the top of the page, as well as a  heading and salutation . As you include your contact details at the top, there is  no need to include them  with your signature as you would in an email.

Though the  importance of signing a cover letter  shouldn’t be underestimated,  how to end a cover letter  is only one part of your application. Read more  cover letter advice  for information on  writing the other parts of your cover letter  and also spend time researching  how to write a resume . Using  resume templates  is an effective way of  producing professional-looking results  quickly.

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Related Blog

How to Sign a Cover Letter (With 70+ Signatures)

Introduction.

The job application process can be stressful, and one question that many job seekers find themselves asking is, "Should I sign my cover letter?" In this comprehensive guide, we'll explore the history of signing documents, the pros and cons of signing a cover letter, and the psychology behind signed cover letters. Our aim is to help you make an informed decision on whether to sign your cover letter and how to do it professionally.

Signing a cover letter can demonstrate professionalism and attention to detail, making a positive impression on potential employers. Although it is not strictly required, it can set you apart from other applicants and show that you have taken the time to personalize your application.

The History of Signing Documents

Understanding the history of signing documents can provide context for the modern job application process and the relevance of signed cover letters. Historically, signatures were used for authentication and agreement, and people signed documents to confirm their identity or consent to the terms of a contract. This practice dates back to ancient civilizations, where rulers and officials would use seals or other unique marks to authenticate written records.

As technology evolved, the transition from physical signatures to electronic signatures began. Today, electronic signatures are widely accepted and legally binding in many countries. The role of signatures in the job application process has also evolved, with many job seekers now submitting electronic cover letters and resumes. However, the history of signing documents and the perceived importance of signed cover letters remain relevant, as they can demonstrate a level of formality and personal touch that hiring managers may appreciate.

The Psychology Behind Signed Cover Letters

The impact of a signed cover letter on hiring managers can be better understood by examining the psychology behind the perception of signed documents. One study published in Psychology Today found that signatures can convey a sense of trustworthiness and commitment. By signing your cover letter, you are essentially putting your name behind your words and expressing your genuine interest in the position.

A signed cover letter may also help establish a personal connection between the applicant and the hiring manager. As mentioned in Authors Cast , using a professional sign-off followed by your full name can create a sense of authenticity and sincerity. This personal touch can make your application more memorable and help you stand out from other candidates.

However, it's important to consider potential negative psychological effects of a signed cover letter. For example, if your signature is illegible or overly casual, it may give the impression that you lack professionalism or attention to detail. To maximize the positive psychological impact of a signed cover letter, ensure that your signature is clear, professional, and consistent with the tone of your application.

How to Sign a Paper Cover Letter

Properly signing a paper cover letter can demonstrate professionalism and attention to detail. Follow these steps to ensure that your signature adds value to your application:

Placement : Your signature should be placed at the end of your cover letter, after your closing statement. Leave a space between your closing statement (e.g., "Sincerely" or "Best regards") and your signature to give your signature room to stand out.

Professional sign-off : Use a professional closing statement, such as "Sincerely," "Best regards," or "Yours faithfully," to set the tone for your signature. Avoid overly casual or informal sign-offs, which may give a negative impression.

Pen and ink color : According to Modern Fuel , it's best to use blue or black ink for signing documents, as these colors are considered professional and easy to read. Blue ink is often preferred, as it can help your signature stand out from the rest of the black text on your cover letter.

Size and legibility : Your signature should be large enough to be easily read, but not so large that it dominates the page. Legibility is key; if your signature is difficult to read, it may give the impression that you lack attention to detail.

Neatness : Sign your cover letter neatly and cleanly, avoiding any smudges or ink blots. This demonstrates care and professionalism, reinforcing the positive impression you want to make on potential employers.

Common Concerns and Misconceptions

Addressing common concerns and misconceptions about signing cover letters can help job seekers make informed decisions and avoid potential mistakes.

Formality : Some job seekers worry that signing a cover letter may appear too formal. While it's true that a signature can add a level of formality, it's important to consider the specific job application and industry. In more traditional or conservative industries, a signed cover letter may be expected and appreciated. In more casual settings, a typed name may suffice.

Necessity : There's a misconception that signing a cover letter is no longer necessary due to electronic submissions. While it's true that electronic submissions have become more common, signing a cover letter (even electronically) can still convey professionalism and attention to detail.

Adapting to the job application and industry : The decision to sign your cover letter should be based on the specific job application and industry. If you're unsure whether a signature is expected or appropriate, research the company culture and industry norms to make an informed decision.

Consequences of not signing : Not signing a cover letter when it's expected can make your application appear incomplete or careless. However, in many cases, a missing signature is unlikely to be a deal-breaker. It's more important to focus on creating a well-written, tailored cover letter that highlights your skills and experience.

When a signature may not be required but could be beneficial : In some cases, a signature may not be strictly required, but including one can still make a positive impression. If you're unsure whether to sign your cover letter, consider the potential benefits of demonstrating professionalism and attention to detail, and weigh these against any potential drawbacks.

Signature Examples in Cover Letters

It's important to sign your cover letter with a suitable closing that reflects your level of professionalism and aligns with the company's culture. Below are examples of professional and appropriate signatures:

Example 1: Simple and Classic

This approach is straightforward and appropriate for any professional context.

Sincerely, John Doe

Example 2: Respectful and Formal

This sign-off conveys a high degree of formality and respect, suitable for traditional industries or companies.

Yours faithfully, Jane Smith

Example 3: Courteous and Personal

This closing adds a touch of personal warmth while still maintaining a professional tone.

Best regards, Robert Johnson

Example 4: Warm and Professional

This closing is slightly less formal, but still conveys respect and professionalism, making it suitable for many modern businesses.

Kind regards, Emily Davis

Example 5: Professional and Polite

This closing demonstrates a high level of respect and formality, making it a safe choice when you are unsure of the company's expectations.

Respectfully, Samuel Johnson

Remember, it's important to match the formality of your sign-off with the company's culture and the nature of the role you are applying for. These signatures are professionally acceptable and can be adapted to most situations, making them excellent choices when signing your cover letter.

Full List Of Signatures For A Cover Letter

In a professional setting, the way you close your cover letter can leave a lasting impression on the hiring manager. It's an opportunity to exude professionalism and reflect your personal style. To help you leave a positive and memorable impression, we've compiled a list of 70 professional cover letter signatures. These range from traditional closings starting with "Best Regards" and "Sincerely," to more unique ones like "Yours in Faithful Service" and "In Earnest Hope". Remember, it's essential to match the tone and formality of your signature with the culture of the company and the role you're applying for.

Choose the signature that best aligns with your personal style and the tone set in your cover letter. Whether you opt for a traditional closing or decide to stand out with something a bit more unique, this list offers a wide range of options to suit every professional context.

• Best Regards
• Warm Regards
• Kind Regards
• With Appreciation
• Yours Truly
• Respectfully
• Best Wishes
• Yours Respectfully
• With Gratitude
• Sincere Regards
• Many Thanks
• Yours Sincerely
• Thanks in Advance
• Yours in Service
• With Thanks
• Yours With Gratitude
• Sincere Thanks
• Yours in Partnership
• Appreciatively
• Sincerely Yours
• Faithfully Yours
• In Gratitude
• Respectfully Yours
• Wishing You Well
• Yours in Gratitude
• With Respect
• Thanking You
• With Warmth
• Thank You for Your Consideration
• Best to You
• Yours in Appreciation
• Cordially Yours
• In Kindness
• Thank You for Your Time
• With Sincerity
• Warmly Yours
• With Best Wishes
• Warmest Regards
• Looking Forward
• With Anticipation
• In Anticipation
• Yours Eagerly
• With Assurance
• Yours Hopefully
• Best Regards to You
• Wishing You the Best
• Yours Expectantly
• In Respectful Anticipation
• Regards to You
• In Hopeful Expectation
• With High Hopes
• Yours in Hope
• Hopeful Regards
• Yours in Anticipation
• With Great Expectation

Signing a cover letter can demonstrate professionalism and attention to detail, making a positive impression on potential employers, although it is not strictly required. Throughout this article, we've explored the history of signing documents, the pros and cons of signing a cover letter, the psychological impact of signed cover letters on hiring managers, and best practices for signing both paper and electronic cover letters. We've also addressed common concerns and misconceptions about cover letter signatures.

As you consider whether to sign your cover letter, remember to weigh the potential benefits and drawbacks, and consider the specific job application and industry. Ultimately, the decision to sign your cover letter is up to you, but understanding the factors at play can help you make an informed choice.

We encourage you to share your experiences and ask any questions you may have in the comments below. Good luck with your job search, and may your cover letter – signed or unsigned – help you secure the position you desire!

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How to Sign a Cover Letter (With Examples)

• How To Sign A Cover Letter
• Salary Requirements In Cover Letter
• Referral In Cover Letter
• Cover Letter Body
• Use Dear Sir Or Madam?
• Use Mrs. Or Ms.?

Find a Job You Really Want In

With so many applicants competing for the same job, you want to make sure every element of your application leaves the right impression . Regardless of your letter’s contents, an improper closing section conveys a sense of unprofessionalism and ruins the entire application. This article will show you exactly how to sign and end your cover letter professionally — so you leave a positive impression rather than a negative one. Key Takeaways: The end of your cover letter is what will create your final impression, so it’s important to summarize what makes you a good fit for the job, convey confidence, and thank the reader . Avoid more casual phrases and avoid using exclamation points; express excitement about the job without slipping into less formal prose. To be as professional as possible, you might want to physically sign your cover letter if you’re giving someone a hard copy, or use a digital signature for an electronic submission. In This Article    Skip to section How to End a Cover Letter Examples of How to End a Cover Letter Examples of How NOT to End a Cover Letter Does your Cover Letter Need a Written Signature? How to Sign an Uploaded or Printed Cover Letter Cover Letter Signature Examples How to Sign an Emailed Cover Letter Signature Examples for Emailed Documents Final Thoughts Sign Up For More Advice and Jobs Show More How to End a Cover Letter

Your cover letter should maintain a professional and formal tone throughout. This is especially true for the closing, as it’s the section that leaves a final impression on the reader.

“Formal” doesn’t require that you’re robotic and cold. Feel free to be friendly or positive, but always avoid casual language. Don’t use “thanks” or “cheers”, and avoid acronyms.

Every effective cover letter closing accomplishes three goals:

Summarizes your strengths. Sum up the relevant skills and qualifications you’ve mentioned and explain how you can bring value to the company.

Shows confidence and initiative. A generic cover letter closing such as “I look forward to your reply” will be read as nothing more than an empty courtesy.

Stand-out and convey a more action-oriented tone, with a line such as : “I look forward to discussing with you how my skills can create value and solutions for the team.”

Thank the reader. Be sure to show appreciation and offer thanks to the reader for their time and consideration.

As always, remain professional rather than casual. Avoid phrases such as “Cheers” or “Yours.”

Examples of How to End a Cover Letter

While reading the following examples, note how they achieve the three goals:

Summarizes strengths

Conveys initiative and confidence

Thanks the reader

“I believe my six years of experience as a marketing specialist , specifically in the food industry, will be a perfect match for this role. I look forward to speaking with you on how my skills can bring value to the team. Thank you for considering my application.”

“With my extensive software engineering experience, I believe I can develop effective technical solutions for your firm. I would welcome the opportunity to further discuss with you how my qualifications can contribute to the team’s success. Thank you for your time.”

“With my eight years of experience as managing director of similar projects, I am confident I can provide insight and value towards your firm’s goals. I would love the chance to speak with you on the position and what skills I could bring. Thank you for your consideration.”

“I am fascinated by your firm’s approach to creating effective user experiences. I would be delighted to discuss with you how I could leverage my ten years of UX experience to upgrade your solutions even further. Thank you for considering my application.”

“I look forward to any chance to speak about the position and what I can bring to the firm. I believe my personal values and extensive experience in the medical research field would make me a great fit for your organization. I appreciate your time and consideration.”

Examples of How NOT to End a Cover Letter

See if you can spot the more subtle errors in the next few examples.

“I believe my eight years of experience as a commercial trucker , especially in long-haul, will be a great match for this role. I look forward to speaking with you on how my skills can bring value to the team.”

“I look forward to an opportunity to discuss with you the position. I greatly appreciate your time and consideration.”

“With my two years of experience as a sales representative , I am confident I can provide the necessary qualifications and skills. Thank you for considering my application.”

While they thanked the reader and summarized their abilities, the writer offered no call to action for the reader to follow-up with them.

Does your Cover Letter Need a Written Signature?

It’s commonly asked if it’s really required to end cover letters with a handwritten signature. The answer is it depends on your letter’s format.

Cover letters written on paper should always include a handwritten signature. Doing so is considered proper business etiquette, and forgetting to do so will be seen as unprofessional by recruiters .

Even if the particular reader of your letter doesn’t care, it’s smart to err on the side of caution.

For cover letters delivered through email, a signature isn’t required. However, there’s no harm in creating an electronic signature to add a touch of professionalism.

Keep reading to see exactly how you should sign both an emailed and printed cover letter.

The formal rules for how to write a cover letter may seem numerous and pointless, but it’s important to follow them to avoid standing out as unprofessional amongst other applicants following them.

How to Sign an Uploaded or Printed Cover Letter

Most cover letters are emailed these days. However, you might find yourself needing to upload or mail a printer cover letter and wonder how to sign it.

In these cases, a handwritten signature would be included between the sign-off and your printed full name. Keep this in mind when you’re typing it out so you remember to leave enough room.

Your signature should always be written in black ink. The sign-off should always use professional language. Use the same font as the rest of your cover letter and avoid using italics. Consider the following choices:

“Sincerely,”

“Sincerely Yours,”

“Best Regards,”

“Most Sincerely,”

Avoid casual sign-offs such as:

[Your Name]

There is never really any reason to use a sign-off other than the proper four listed above. Just as is the case for greetings such as ” Dear Hiring Manager ” or “ Dear Sir Or Madam ,” using uncommon sign-offs just isn’t worth the risk.

The cover letter should be formatted single-spaced throughout, with an additional space between sections. This includes between your closing paragraph and sign-off. If your contact details are not written in the header, include them after your name.

Cover Letter Signature Examples

Here we’ll provide you both a template and a visual example to help you sign your own printed cover letter. Note the spacing used in these examples.

Template Example:

“….thank you for considering my application.” [Sincerely, Best Regards] [Written signature in black ink] [Your full name (typed)] [Your e-mail address] [Tel:(including country/area code)]

Visual Example:

“…thank you for considering my application.” Sincerely, Alex Loizos [email protected] (555) 333 2222

How to Sign an Emailed Cover Letter

Emailed cover letters do not need a handwritten signature. However, doing so adds a touch of professionalism and won’t hurt your letter.

An emailed letter with a signature looks the exact same as a printed one, except that your signature would be created electronically. Look up how to generate an electronic signature for whatever email service you use.

If you choose to not include a signature, then the rest of the sign-off stays the same. Same single-spacing, with consistent font and no italics.

Signature Examples for Emailed Documents

Visual Example #1:

Visual Example #2:

“…thank you for your time.” Best Regards, Stacy Smith [email protected] (321) 412 2552

Final Thoughts

The importance of sending a well-written cover letter is underrated. Even with an impressive resume , hiring managers know you as nothing more than a name on a paper and a list of achievements.

Cover letters convey two things that resumes alone cannot: professionalism and initiative.

A discussion of your qualifications and achievements in your letter, followed by an offer for further discussion, is what will lead the recruiter to pick up the phone.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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Job Applications » Job Applications Blog » The Importance of Signing a Cover Letter

The Importance of Signing a Cover Letter

One of the things job seekers often forget is that cover letters are a great way to expand resumes. Cover letters are an opportunity to talk, at length, about why you want a particular job and what you’ve done to prepare for the position. While the contents of a cover letter are obviously important, one area of the document seems to slip people’s minds, and that area is the signature line.

Why You Sign No one would argue that the advent of the internet and continued development of mobile communications has led to shorter, briefer correspondence between people, even in the business world. We saw it in the 1990s with AOL’s AIM service and then with text messaging in the 2000s. Now we have apps like FaceTime and other forms of informal communication that businesses are starting to use more and more on a day-to-day basis. With that said, the availability of informal communications doesn’t mean there isn’t still a need for professionalism when looking for work.

Ways to Sign Your Cover Letter If you’re submitting a cover letter by hand, the most obvious way to sign the document is to physically take a pen and sign your name at the bottom once you have proofed it for errors and printed it out. Easy. But what about submitting an electronic cover letter? Well, in that case, you’re going to need to take one of two routes: 1.) Type your name out and provide contact information in tiered fashion or 2.) Sign your name on a piece of paper, copy the signature and load it into your computer, crop the image, copy the image, and then paste your signature in the appropriate place at the end of your cover letter.

If you decide to type out your signature, you’re going to need to make sure you include the correct contact information. The information provides hiring personnel the best ways to reach you if your resume is pulled or if they have any additional questions to ask. You want to include your full name (obviously), email address, phone number, and a cell phone number if the two aren’t the same. Some people like to provide their mailing addresses, as well, which is fine. It’s really all about what kind of information you’re comfortable giving out. But at a base level, you want to give an email address and a phone number. Below are some examples:

Doug Crawford 1234 America Lane Anywhere, CO 12345 (123) 456-7891 [email protected]

Doug Crawford [email protected] (123) 456-7891

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Do I have to sign a recommendation letter that will be submitted online?

I am a lecturer at a public university in Bangladesh. I am going to give recommendations for students from my class who are going to apply for graduate admission to some US universities. These letters will be submitted online.

My problem is related to the signature. Please check the my recommendation style: I have written my name as a recommender. Is it essential that I also sign the recommendation?

To who it may concern, [actual letter] Regards, Maria S. Sultana **** University email: **** mob: ****

I am talking about a signature like this (below red marked): I will upload a letter in the style of that shown below in the (online) recommendation form. Is it necessary to put a signature on a letter, like the one I have marked below?

• recommendation-letter

4 Answers 4

Personally, I always sign my recommendation letters, including the ones submitted electronically. In fact, I'm not sure I've ever submitted a physical recommendation letter.

I do this for two reasons:

• In the United States, at least, it is still quite strongly the custom for such letters to be signed.
• It at least proves that the person writing the letter has access to a copy of my signature.

Now, both of these might be a bit archaic in our modern networked world, but the customs haven't really shifted yet, and until they do, it's good to keep doing it the way that will be expected by many recipients.

That said, you certainly don't need to go through the hassle of printing, physically signing, and scanning: if you have a high-resolution image of your signature, you can affix that as an image in the appropriate part of your document. Some word processors or PDF editors will also allow you to "digitally sign" and associate this with some form of cryptographic signature.

In short: sign your letter, but do it the easy and electronic way if you can.

• 6 If you have access to Adobe Acrobat (not Reader) it is extremely easy to turn a scan of your signature into a "signature stamp." Thereafter, affixing a signature is a matter of about three clicks. I made my signature stamp a medium-blue color, so it's a good facsimile of a pen-and-ink signature. No one has ever questioned my stamped signature. As Jake says, you could also use a cryptographic digital signature, although I haven't bothered with that yet. –  Bob Brown Commented Jan 14, 2016 at 13:23
• 5 @BobBrown The "Preview" PDF viewer on Macs has this same capability. –  jakebeal Commented Jan 14, 2016 at 13:41

I do not think you will require a sign on the top of your name. It is because, you will send the letter via email or online recommendation form. The graduate committee will understand this. :)

At this year (2016), most mathematics graduate program applications in the U.S. seem not to really require a (graphical) "digital signature", and I think this is because the population of letter-writers has not quite caught up to the technology to create such things. Instead, the on-line interfaces sometimes ask that you type your full name "in lieu of signature", supposedly as confirmation that you are who you say you are, and so on. Currently, it does not appear that an imbedded graphical signature is acknowledged to suffice...

Currently, the genuine security, such as it is, in these applications, is that a password is sent via email to the email address of the recommender, provided by the student. Completely unclear how fraud is promised to be avoided, since a student could provide emails that went to someone else...

Also, at this time, there appears to be no genuine (cryptographic) digital signature (e.g., md5) of content of these letters, etc.

In summary, at this time, for U.S. math grad schools at least, there is absolutely no compulsion to imbed graphical signatures in PDFs for letters of recommendation.

(I do have an imbedded signature in the letterhead template I've constructed, etc., which seems necessary for some other purposes (NSF, in the U.S.), but currently irrelevant for grad school applications, apparently.)

A signature is just a means to verify that it is indeed you creating and verifying the letter. The letter is being uploaded by you, which could serve as a digital signature. The written signature in this context is a formal nicety (I would do it anyways). I would add a line that indicates that the letter is original content produced by you.

• But this is rather easy to fake, normal network security being what it is... –  vonbrand Commented Jan 16, 2016 at 2:10

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Proper Letter Format: How to Write a Business Letter Correctly

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What comes to mind when you hear the phrase business letters? Do white envelopes with fancy letterheads and stuffy writing come to mind? In most cases, you’d be right.

Even if almost everything is done via email nowadays, business letters aren’t extinct or considered totally out of style, so it still pays to know how to write and format them properly.

That's why I'll show you how to write a formal business letter with a letterhead. Just follow the steps below. You'll see how easy it is to nail the form for a business letter so you can start writing more professionally.

Jump to content in this section:

Parts of a Standard Business Letter Format

3 types of business letter formats, business letter formatting and design tips, types of business letters, tips on writing business letters.

As you probably learned in primary school, business letters are composed of different parts. This section covers what’s included in each part and the proper business letter format.

1. Sender’s Information

It’s important to know how to address a business letter properly, especially if you’re expecting a reply.

This section includes your complete address, phone number, and email address. Some people like to include their complete name at the top of this list, but others say it’s redundant because you’ll be signing the letter with your name anyway. You don’t need to include this if the paper you’re using has a letterhead.

What to include and formatting:

• Street Address
• City, State, Zip Code
• Country (if not in the same country as your recipient)
• Your Phone Number

2. Today’s Date

Spell out the month and include the complete year. Write the month, date, and year if sending a business letter in the U.S., but start the date with the day (e.g. 18 October 2018) if you’re sending a letter in the U.K. or Australia.

3. Addressee Information (a.k.a. Inside Address)

Include the recipient’s information, starting with their name, followed by their job title and complete address. Address the recipient using Ms., Mr., or use any job-appropriate title as necessary

• Company Street Address
• Country (optional)

4. Salutation

The salutation used in the addressee section doesn’t have to be the same as the one used here. It all depends on how close or familiar you are with the addressee, and the context of your letter. The Dean at the College of Sciences may be your aunt, but if you’re writing to her in an official capacity, it’s best if you use the salutation “ Dean (Last Name)” or “ Dr. (Last Name) ” because there’s a chance that other people handle her correspondence. Military and religious titles should be written as is.

Not sure of the recipient’s gender? Don’t use Mr. or Ms.—just write “ Dear ” followed by their full name. If you don’t know who the exact contact person is, “ To Whom it May Concern ” will do. You can also address the department or group that'll handle your letter, such as “ Members of the Hiring Committee ” or “ Condominium Association Management.”

Always end the salutation with a colon, not a comma.

5. Body Text

The body of the letter is usually composed of one to three brief paragraphs, each with a specific intent and organized for clarity. 

• Introduction. Explains the reason for the letter and what you want to achieve with it. If the recipient doesn’t know who you are, you can also mention mutual connections here.
• Second paragraph. Gives more detail about your request, such as the steps you’ve taken or fees paid. In the case of marketing or job application letters, the second paragraph is where you’ll sell the product you’re promoting or your application.
• Third paragraph. This is optional and is included in situations where the second paragraph isn’t enough to explain the situation in full. 

The closing includes one or two sentences that request the recipient to take whatever action is requested in your letter and thank them for reading it.

Examples of business letter closing:

• Please email me at (your email) or call me at (your business phone) to schedule a meeting. Thank you for your consideration.
• If you need to discuss anything with me or the team, please don’t hesitate to call us at (your phone). We're always at your service.

Complimentary Close               

The complimentary close is a sign-off phrase inserted before your signature. You've got lots of options here, but in general you should avoid those that denote appreciation or thanks in letters where you’re not requesting anything.

• With gratitude
• Kind Regards
• With appreciation
• Yours truly

The Signature

Sign the letter below the complimentary close. Make sure to leave at least four single spaces between your name and closing so there’s enough room for your signature. You may want to include your job title, phone number, and email address below your full name too.

Before the age of email, people wrote “ Enclosures ” at the bottom of business letters to indicate that the envelope included other documents. Think of it as the print version of “ see attachment ” for emails.

Enclosures are noted at the bottom left of the letter, a couple of spaces below your signature, followed by a list of the documents included. For example:

Enclosures:

There are typically three proper forms for a business letter: full block, modified, or indented. While there’s no right or wrong format, there are instances, like university applications, where a specific format is required. If you’re not sure which format to follow, just check previous letters you’ve received from the institution and follow the same formatting.

1. Full Block

Full block is the most common format for business letters because it’s the easiest one. You don’t have to worry about indents, and everything is left justified. Single spacing is used instead of indents for new paragraphs.

Below is an example of proper full block letter format from the University of North Carolina Writing Center :

2. Modified

The modified business letter format is a bit hard to remember because not everything is left-justified. The addressee, salutation, and the body of the letter are left justified, while the sender’s address, date, complimentary close, and signature are aligned to the right.

In the example below, there are two spaces between the sender’s address and the date when the letter was written and three spaces between the recipient’s address and salutation. There are also two spaces between the first paragraph of the letter body and salutation and two spaces for every new paragraph.

The complimentary close, signature, and the last paragraph of the letter are all two spaces apart.

Below is an example of a business letter in modified format from Savvy Business Correspondence :

3. Indented

The indented or semi-block format is similar to the modified format, except that the start of every paragraph is indented.

Your business letter needs to make a good first impression because in some cases reading that letter will be the first time the recipient encounters your company.

1. Professional Letterhead Format

Companies aren’t the only ones that have formal letters with letterheads. Solopreneurs, job applicants, and anyone who wants to make a brand can use a letterhead to make their letters unique. Proper letterhead formats can also be used to verify the document’s authenticity to the recipient, which is often the case for government letters and bank letters.

Proper letterhead design formats vary, but there are consistent elements. They must include your company’s name and logo, address, and contact information. If you don’t have a logo or company name, just replace this part with your full name.  Since business letters are formal, pair them with a letterhead design that’s not so busy or colorful that it detracts from the message you’re sending. 

Want to send a business letter with a proper letterhead format you created yourself? Check out these templates from Envato:

2. Business Letter Margins

It’s good to save trees, but don’t squeeze so much text into one page that there’s no margin left. Leave 1” to 1.5” per side.

3. Plain Font

Avoid fancy fonts and hard-to-read cursive. Stick to Verdana, Arial, Courier New, or Times New Roman, with a minimum font size of 12.

4. Formal Letter Spacing

Use single spacing between paragraphs to make the letter easier to read. You should also use at least one line space between all elements of the letter, except between your signature and printed name, where four line breaks are required.

5. Second-Page Letterhead for Additional Pages

Business letters should be concise enough to only need one page, but that’s not always the case. Legal contracts, complaints, and some advisory letters may require additional pages.

To avoid confusion in case the letter pages get separated, the second and subsequent pages should include a letterhead and a page number at the top. You may also want to include the date and the recipient’s name.

Business letters are sent for all sorts of reasons. Businesses send it to their customers or to other businesses they work with, such as vendors or logistics partners. Individuals write business letters for business and less formal purposes too.

Here are some examples of types of business letters:

1. Letter of Complaint

Not all complaints can be aired and addressed properly on social media. Some topics are a little sensitive or embarrassing, and you don’t want to run the risk of the message going viral. Then there are complaints where a call to the company’s customer service hotline isn’t enough. For all these complaints, a printed letter of complaint is the answer.

Make your complaint brief, to the point, and polite. Don’t just make it about what the company did wrong—tell them exactly what you want them to do about it.

2. Resignation Letter

A resignation letter is what an employee sends to their boss when they want to quit their job. In most cases, you’ll need to allow at least 14 days or two weeks before your official departure date from the company.

Below is an example of a resignation letter from American Recruiters:

3. Cover Letter

A printed cover letter is sent along with a resume to briefly explain why you’re a good candidate for the job. Good cover letters are like appetizers in that they give recruiters a sense of what they can expect from you, without necessarily repeating what’s already on your resume.

Read these guides for more information about writing a cover letter:

4. Recommendation Letter

Recommendation letters are sent to verify an applicant’s good standing with a previous employer or manager. In some cases, these recommendations are nothing more than a template generated by someone from HR after filling in the blanks about an employee’s start and end date. If you’re writing a cover letter for a good employee, however, it’s better if you go beyond the template to show that you appreciate the time you worked together.

Check out this guide if you need any help with writing a recommendation letter:

5. Letter to Request Information

Letters requesting for information are often sent to businesses by individuals or representatives of other businesses when they want information on a particular product or service. These letters can also be written to government offices when requesting information about applying for a permit or inquiring about a government procedure.

6. Adjustment or Change Letter

Have you ever received a letter stating your phone bill’s due date was adjusted or that the amount you’re paying has been changed? That’s an adjustment letter. It’s not all about dates and amounts, though—adjustment or change letters are also sent when businesses want to notify customers about changes in the product or service they bought.

Below is an example of a due date adjustment letter from Corporate Finance Institute:  

7. Business Announcements and Invitations

Stockholder letters, new product announcements, and charity events are business letters. Letters announcing a new CEO, an IPO, and even those inviting you to a convention also fall under business announcement letters. These letters are either sent as an internal memo so all employees are aware of changes within the company, or as an announcement to company stakeholders.

Here’s an example of a business invitation for an educational seminar from Letters.org :

Using the right justification and including all the right elements isn’t enough for a good business letter. Even more important is to strike the right tone and ensure that your recipient understands your letter’s intent.

Keep the following tips in mind next time you write a business letter.

1. Short and Simple

Avoid highfalutin words and flowery descriptions. Keep the first paragraph brief. If you’re not sure how to start, just write “ I’m writing in reference to…” and then explain your request from there.

2. Reader's Benefit

It’s easier to get the recipient’s cooperation if you write a letter with their benefit in mind. Emphasize what you can offer them instead of what you want them to do.

3. Right Tone

What's the purpose of the letter you’re sending? Are you expressing thanks, sympathy, or demanding payment for debt? Whatever it is, you've got to establish the right tone so the recipient understands the urgency of your request.

4. No Jargon

Avoid jargon unless you’re absolutely sure the recipient will understand what you’re talking about.

5. Use of Personal Pronouns

Even if this is a business letter, it’s okay to use personal pronouns like you, I, we, and us. Stick with “I” if you’re writing based on your opinion, and use “We” if you’re writing on behalf of the company.

6. Add CC When Needed

Did you know that “CC” means courtesy copy? Back in the day when letters were typed, “CC” meant carbon copy because that’s what typists use when making duplicates. Either way, this is the abbreviation you should include below the enclosure line if you plan to send a copy of the letter to someone else.

If you’re sending a courtesy copy to more than one person, list the second name underneath the first without the “CC.”

“Cc: Mark Smith, Chief Financial Officer XYZ Widgets”

Learn More About Writing Formally

When you're in a professional setting, it's great to know the proper business letter format with and without a letterhead. But there's more to learn about formal writing. To discover more about how to format email messages and other types of letters, study the following tutorials:

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Envato has an incredible offer for professionals. With a low monthly fee, you can download unlimited premium assets that you can use for your work or personal projects. Sign up for an Envato subscription today and start downloading as many PowerPoint templates, professional letterheads, and photos as you want, without penalties or worrying about licenses.

Start Sending in the Proper Letter Format Today

There are many types of business letters to send, but learning proper letter heading format will help you maintain a professional image.

Remember to use a business envelope if you’re sending a letter via post. Use an envelope with your company’s logo so the recipient can immediately recognize it’s from your company and to prevent your letter from getting trashed along with other promotional junk they receive. 

If you’re not sure whether your handwriting is legible, use your printer and word processor to print the address on the envelope. Send important documents and time-sensitive letters via courier. 

Now that you've learned how to format a letter, you can start sending out your own business letters with professional letterheads .

More From Forbes

How to create an email signature when searching for a job.

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How To Create An Email Signature As A Job Searcher

Your email signature is something that many people see, so if isn’t yet a proactive part of your marketing, it should be. When you’re employed and using your company’s email, you’ll need to follow their format, which likely promotes the company. However, for your personal email – whether employed or not – you can do what you want, such as creating an email signature that promotes you.

How To Structure Your Email Signature

As a job seeker, your email signature should include your full name, phone number and LinkedIn profile URL. Including your LinkedIn profile allows you to share your background in each and every email, without the presumption of attaching a resume that people haven’t asked for or that might carry a bug. LinkedIn allows you to customize your profile URL, so change the randomized string of numbers and letters to your full name for a nice touch. If you have a common name, you may need to add a middle initial to get the URL that you want, but refrain from adding a nickname or adjective – it’s unprofessional.

What You S hould I nclude Or Leave Out

Full name, phone number and LinkedIn profile URL is enough. Even if you’re currently working, your personal email signature shouldn’t include your current job title because this is your personal, not professional, signature. As a job seeker, you don’t have a current job title to include. If you have a website – you’re a creative with samples to showcase or an entrepreneur with a company website – include that URL, instead of or in addition to your LinkedIn profile URL. Finally, if you have published articles, media mentions or upcoming speaking engagements, you can pick one item to showcase in your signature.

Example Email Signatures

Following the above recommendations, the basic email signature would look like this:

Caroline Ceniza-Levine

Best High-Yield Savings Accounts Of 2024

Best 5% interest savings accounts of 2024.

123-456-7890

LinkedIn profile

As an entrepreneur, I do have a website and actually use that instead of my LinkedIn profile URL:

Make a great living doing what you love: DreamCareerClub.com

Note that I include a few words about my business since my company brand is not (yet!) a household name.

If you want to highlight something you’ve published, make sure to introduce it so people know what they’re clicking on:

Check out my Forbes Careers column

You can also include a media mention instead of a publication. “Check out my Forbes…” would instead become:

As seen on Forbes, Money, CNN and other top media

(This example links to the media page of my website, but you could also link to your media reel or to one specific media mention.)

Finally, in lieu of the publication or media mention, you could highlight a previous speaking engagement:

Join me on Oct. 16 for a free webinar on Building Generational Wealth (This links to an event page where the email recipient can get more information)

Or an or upcoming one:

See my appearance on Catching Up To FI (This is an example of one specific appearance, but if you have a speaking reel that is a compilation of appearances, you could link to that.)

If you decide to do the basic email signature and add on your website plus a publication, media mention or speaking engagement, you now have a five-line signature. Any more than five lines and you risk having so much text below your send-off that it looks cluttered and people skip the whole thing. If you have multiple published clips, media mentions and speaking engagements, resist the temptation to put everything in there.

Will An Email Signature Help You Land A Job?

No one job search tool will help you land a job. As a job seeker, you’re expected to have a variety of tools to represent yourself – e.g., resume, cover letter, LinkedIn profile and more. The email signature is an underutilized tool that job seekers can and should use to enable people to learn more about them. Let’s say you send an email to a prospective hiring manager that intrigues them enough to want to know more. Since your email signature contains a ready link to your LinkedIn and/or website, that hiring manager can easily get more information. Since your phone number is also included, they can call you on the spot. This doesn’t mean they will, but a complete email signature helps move the process along. Taking away even some of the delay and friction in moving the hiring process forward is well worth the few minutes of your time in crafting your email signature!

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