Crafting a strong closing letter is crucial in various professional and personal scenarios. Whether you’re ending a business relationship, wrapping up a project, or finalizing a legal matter, the closing letter serves as the final impression you leave. It’s an opportunity to reiterate key points, express gratitude, and ensure a smooth transition. A well-written closing letter protects your interests and maintains positive relationships, even when ending an arrangement.
The following collection of 20 closing letter samples provides templates for diverse situations. From formal business closures to simple project handoffs, these examples are designed to guide you in creating clear, concise, and effective communications. Remember to tailor each sample to your specific context and always prioritize clarity and professionalism in your writing. These templates will help you navigate the complexities of endings with grace and efficiency.
20 Closing Letter Samples
Here are 20 examples of closing letters for various situations:
-
Sample 1: Closing a Business Account
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Bank Name]
[Bank Address]Subject: Closing Account – [Account Number]
Dear [Bank Manager Name],
Please accept this letter as formal notification to close account number [Account Number] held at your branch. Kindly remit the remaining balance to [Your Address] via [Method of Payment – e.g., check, wire transfer].
Thank you for your services. We appreciate your assistance in this matter.
Sincerely,
[Your Name/Company Name] -
Sample 2: Closing a Project (Client)
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Client Name]
[Client Company]
[Client Address]Subject: Project Closure – [Project Name]
Dear [Client Name],
This letter confirms the successful completion of the [Project Name] project. All deliverables have been submitted and approved as per our agreement. We enjoyed working with you and are confident that the results will meet your expectations. All relevant files and documentation have been transferred. We wish you the best in your future endeavors.
Sincerely,
[Your Name/Company Name] -
Sample 3: Closing a Project (Internal)
To: Team Members
From: [Your Name]
Date: [Date]
Subject: [Project Name] – Project Closure
Dear Team,
I’m writing to inform you that [Project Name] has been successfully completed. Thank you for your hard work, dedication and effort to making it a success. Your contributions are greatly appreciated. Please remember to submit all expense reports by [Date].
Sincerely,
[Your Name] -
Sample 4: Closing a Contract
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Partner Company]
[Partner Address]Subject: Contract Closure – [Contract Number]
Dear [Contact Name],
This letter serves as formal notification of the conclusion of contract number [Contract Number] effective [Date]. All obligations outlined in the contract have been fulfilled. We value the partnership we had during this period. Please confirm receipt of this letter and acknowledgement of the contract closure.
Sincerely,
[Your Name/Company Name] -
Sample 5: Closing a Legal Case
[Your Law Firm Name]
[Your Law Firm Address]
[Your Phone Number]
[Your Email][Date]
[Client Name]
[Client Address]Subject: Case Closure – [Case Number]
Dear [Client Name],
This letter confirms the closure of your case, [Case Number]. The matter has been resolved in accordance with our agreed upon strategy. Enclosed are copies of all relevant documents for your records. We wish you the best and thank you for your trust in our firm.
Sincerely,
[Your Name (Attorney)] -
Sample 6: Closing a Sales Lead
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Lead Name]
[Lead Company]
[Lead Address]Subject: Following Up on Our Conversation
Dear [Lead Name],
Thank you for taking the time to speak with me on [Date]. After careful consideration, and based on our discussion, it appears that our services may not be the best fit for your current needs. We wish you the best in finding a solution that meets your requirements.
Sincerely,
[Your Name/Company Name] -
Sample 7: Closing a Vendor Relationship
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Vendor Company]
[Vendor Address]Subject: Termination of Vendor Agreement
Dear [Vendor Contact Name],
Please accept this letter as formal notification that we are terminating our vendor agreement, effective [Date]. This decision is based on [Reason for Termination]. We appreciate the services you have provided in the past. Please provide a final invoice for any outstanding services rendered.
Sincerely,
[Your Name/Company Name] -
Sample 8: Closing a Complaint
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Complainant Name]
[Complainant Address]Subject: Resolution of Complaint – [Complaint Reference Number]
Dear [Complainant Name],
This letter confirms that we have completed our investigation into your complaint, reference number [Complaint Reference Number]. [Describe the resolution]. We apologize for any inconvenience caused and hope this resolution is satisfactory. Please contact us if you have any further questions.
Sincerely,
[Your Name/Company Name] -
Sample 9: Closing a Chapter in Life (Personal)
Dear [Recipient Name],
Date: [Date]
This letter is to inform you that our relationship ends here, effective immediately. I wish you nothing but happiness going forward.
Sincerely,
[Your Name] -
Sample 10: Closing a Property Sale
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Buyer Name]
[Buyer Address]Subject: Closing of Property Sale – [Property Address]
Dear [Buyer Name],
This letter confirms the successful completion of the sale of the property located at [Property Address]. All necessary documents have been signed and recorded. Congratulations on your new home! We wish you many happy years there.
Sincerely,
[Your Name/Company Name] -
Sample 11: Closing an Investigation
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Closing Case
Dear [Case Person Name],
After careful review of evidence collected throughout the process, we are issuing this closure.
Sincerely,
[Your Name/Company Name] -
Sample 12: Closing Volunteer Service
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Resignation
Dear [Case Person Name],
I am here to inform you on my resignation.
Sincerely,
[Your Name/Company Name] -
Sample 13: Closing Loan
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Confirmation
Dear [Case Person Name],
This letter is to inform you that your loan is fully paid.
Sincerely,
[Your Name/Company Name] -
Sample 14: Closing Subscription
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Cancellation Confirmation
Dear [Case Person Name],
This letter is to confirm your subscription cancelation.
Sincerely,
[Your Name/Company Name] -
Sample 15: Closing Membership
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Termination Confirmation
Dear [Case Person Name],
This letter is to confirm your membership termination.
Sincerely,
[Your Name/Company Name] -
Sample 16: Closing Offer
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Withdrawn offer
Dear [Case Person Name],
This letter is to inform you that we are withdrawing our offering.
Sincerely,
[Your Name/Company Name] -
Sample 17: Closing Access
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Revoking Access
Dear [Case Person Name],
Please be notified that your access will be terminated starting on [Date].
Sincerely,
[Your Name/Company Name] -
Sample 18: Closing Session
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: End of Discussion
Dear [Case Person Name],
We are ending this session today.
Sincerely,
[Your Name/Company Name] -
Sample 19: Closing Report
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Complete Report
Dear [Case Person Name],
Please find our complete report for your review.
Sincerely,
[Your Name/Company Name] -
Sample 20: Closing Service
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Case Person Name]
[Case Person Address]Subject: Service Termination
Dear [Case Person Name],
We are ending our service.
Sincerely,
[Your Name/Company Name]
Conclusion
These 20 closing letter samples offer a solid foundation for crafting your own professional and effective final communications. Remember to tailor each example to your specific circumstances, ensuring clarity, accuracy, and a professional tone. A well-crafted closing letter can leave a positive lasting impression and protect your interests in various situations.