- 12/11/2012
- Posted by: essay
- Category: Business writing
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Why must closing paragraphs be as strong as opening ones? Though closing paragraphs are the last ones your readers will see, they’re the first they’ll remember. Besides, your readers’ behavior is as unpredictable as their eating habits or love lives. Many read the first paragraph, skim the body, and read the closing. Others read only the beginning and closing paragraphs. Don’t risk weakening your message with a sickly closing.
The information that belongs in your last paragraph depends on the type of document you’re writing. Look at the following table for a few pointers:
| Document | Closing | Example |
|---|---|---|
| Memos | Finish your message. No special closings necessary. If appropriate, mention future plans. |
If you need more materials, please contact Donna at ext. 213. |
| Letters | Mention future plans and enclosures unless they were a significant part of the letter. In that case, mention them in the first paragraph. |
I have enclosed two copies of the agreement. If you have comments, please call me between 2:00 and 4:00. Otherwise, I’ll call Monday. |
| Proposals | End proposals of 10 pages or less simply by stating your final point. Your transition could be “Finally,” or some other natural ending. For longer proposals, use a summary reminding the reader of the key benefits you’ll provide. |
In sum, Sommer and Caroll’s programs will enhance your employees’ spoken communications so they will have better customer relations, spend less time on the phone, and calm upset callers more easily. |
| Reports | For reports with a chronological order, simply end at the last event. |
At 3:00 we left the scene and returned to the office. |
| For other types of reports, include a conclusion. |
These comments tell us that our customers are satisfied with all our services. |
|
| Bios | End bios with the least important — but interesting — experience or feature. |
Mr. Collins was also in the 1996 Who’s Who in American Businesses. |
| Press Releases |
Always end a press release with a bio about you or your business and a line telling the reader where to go for more information. |
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