How to Sign a Cover Letter: Professional Closings That Get Noticed
The final impression you make on a hiring manager matters just as much as your opening hook. After carefully crafting compelling paragraphs that showcase your qualifications and enthusiasm, how you sign your cover letter can either reinforce your professionalism or undermine everything you’ve written. A polished signature demonstrates attention to detail, business etiquette, and the communication skills employers value in potential employees.
Many job seekers spend hours perfecting the body of their cover letters while giving little thought to the closing. This oversight can be costly. The signature section is your last opportunity to present yourself as a polished professional before the hiring manager moves on to the next application. Whether you’re submitting electronically or printing a hard copy, understanding the proper way to sign a cover letter ensures you end on a strong, professional note.
The Anatomy of a Professional Cover Letter Closing
A complete cover letter closing consists of several distinct elements that work together to create a polished finish. Understanding each component helps you format your signature correctly regardless of submission method or industry expectations.
The Closing Paragraph
Before your actual signature comes the closing paragraph, which serves as a bridge between your main content and the sign-off. This section typically includes a call to action, expression of gratitude, and restatement of interest. A strong closing paragraph might express enthusiasm for discussing the opportunity further, thank the reader for their consideration, or reference attached materials like your resume.
The closing paragraph should be concise—typically three to four sentences at most. Avoid introducing new information or qualifications at this stage. Instead, focus on wrapping up your argument for why you’re the ideal candidate and expressing genuine interest in moving forward with the hiring process.
The Complimentary Close
The complimentary close, also called the sign-off, is the brief phrase that appears directly before your name. This element follows formal business letter conventions and sets the professional tone for your entire signature block. Common complimentary closes include “Sincerely,” “Best regards,” “Kind regards,” and “Respectfully.”
Formatting the complimentary close correctly requires attention to capitalization and punctuation. Only the first word should be capitalized (unless the second word is a proper noun), and a comma always follows the phrase. Leave one line of space between the complimentary close and your typed name in printed letters, or skip directly to your typed name in email submissions.
Your Signature
In traditional printed cover letters, your handwritten signature appears between the complimentary close and your typed name. This personal touch adds authenticity and demonstrates that you’ve taken time to personally sign each application. For electronic submissions, you have several options including typed names, digital signatures, or image files of your actual signature.
The signature itself should be legible rather than an illegible scrawl. Use blue or black ink for printed letters, as these colors reproduce well if the document is copied or scanned. Avoid colored inks, glitter pens, or unusual writing instruments that might appear unprofessional.
Contact Information
Below your typed name, include relevant contact information to make it easy for hiring managers to reach you. At minimum, include your phone number and email address. Depending on your field and the application requirements, you might also include your LinkedIn profile URL, professional portfolio link, or physical address.
Format your contact information consistently and ensure all details are current and accurate. Double-check phone numbers and email addresses for typos—a mistake here could cost you an interview even if you’re the perfect candidate.
Professional Sign-Off Options Ranked
Choosing the right complimentary close depends on your industry, the company culture, your relationship with the recipient, and the overall tone of your letter. Here are the most common options, ranked from most to least formal.
Most Formal Sign-Offs
Respectfully or Respectfully yours represents the most formal option, appropriate for government positions, legal applications, or correspondence with high-ranking executives. This sign-off conveys deference and professionalism but can feel somewhat distant in creative industries.
Sincerely remains the gold standard for professional correspondence. This classic sign-off works across virtually all industries and situations. When in doubt about the appropriate level of formality, “Sincerely” is always a safe choice that won’t raise eyebrows or seem inappropriate.
Yours sincerely and Yours truly fall into the traditional formal category, commonly used in British English contexts. American employers may find these slightly old-fashioned but will still recognize them as properly professional.
Business Professional Sign-Offs
Best regards strikes an excellent balance between formal and friendly, making it popular in corporate environments. This sign-off suggests professionalism while maintaining warmth—ideal for most job applications where you want to seem approachable.
Kind regards conveys warmth and courtesy while remaining professional. This option works well when you want to emphasize your interpersonal skills or when applying to roles that involve significant people interaction.
Warm regards leans slightly more personal than “kind regards” and works best when you have some existing connection to the recipient or the company culture is notably friendly. Use this option cautiously in initial applications to avoid seeming presumptuous.
Less Formal Options
Best has become increasingly common in business communication, particularly in tech and startup environments. While acceptable for follow-up correspondence, this abbreviated sign-off may seem too casual for initial cover letter submissions to traditional companies.
Thank you works as a sign-off when gratitude is genuinely central to your closing message. However, it can seem abrupt without additional context and works better when combined with a specific reason for thanks.
Thanks should be reserved for very casual correspondence with contacts you know well. This sign-off is too informal for most cover letter situations and should be avoided unless the company culture is explicitly relaxed.
How to Sign an Email Cover Letter
Email submissions have become the standard for most job applications, requiring specific considerations for formatting your signature. The electronic format presents both opportunities and constraints compared to traditional printed letters.
Formatting Your Email Signature
For email cover letters, your signature should appear directly below the complimentary close with no space for a handwritten signature. Type your full name, then include your contact information on subsequent lines. Keep formatting simple—avoid fancy fonts, colors, or elaborate designs that may not display correctly across different email clients.
A professional email cover letter signature might look like this:
Best regards,
Jennifer Mitchell
(555) 123-4567
[email protected]
linkedin.com/in/jennifermitchellUsing Digital Signatures
Some job seekers prefer to include a digital image of their actual signature in email cover letters. This approach adds a personal touch and can help your application stand out. However, several considerations apply to this choice.
Create your digital signature by signing a white piece of paper with black ink, then scanning or photographing it. Use image editing software to crop tightly around the signature and remove any background. Save the file as a PNG with a transparent background for the cleanest appearance.
When inserting the digital signature into your email, ensure it displays properly and doesn’t dramatically increase your file size. Some email systems or applicant tracking systems may strip images or display them incorrectly. For this reason, always include your typed name below any digital signature image as a backup.
Professional Email Signature Blocks
If you’re submitting your cover letter as the email body rather than an attachment, you can leverage your email client’s signature feature. Create a dedicated professional signature block that includes your name, contact information, and relevant links.
Avoid using your everyday email signature for job applications if it contains quotes, images, or casual elements. Create a separate, professional signature specifically for your job search. This signature should be clean, formatted consistently, and free of distracting elements.
Signing a Printed Cover Letter
Traditional printed cover letters require a handwritten signature that adds a personal, authentic touch to your application. Following proper conventions ensures your signed letter looks polished and professional.
Creating Space for Your Signature
In a printed cover letter, leave approximately four lines of space between your complimentary close and your typed name. This space accommodates your handwritten signature. If you’re printing on letterhead or fancy paper, the proportions remain the same.
The standard format places each element on its own line:
Sincerely,
[Handwritten signature]
Michael Thompson
(555) 789-0123
[email protected]Handwriting Best Practices
Sign your cover letter with the same name that appears in your typed signature. If your typed name is “Michael Thompson,” don’t sign “Mike T.” Consistency between your handwritten and typed signatures looks more professional and avoids confusion.
Use a quality pen that produces a clean, consistent line. Ballpoint pens work well, while felt-tip pens may bleed on certain paper types. Test your pen on the actual paper you’ll be using before signing the final version.
Sign legibly. While you don’t need to print your name, an illegible signature serves no purpose and may seem affected. Aim for a signature that’s recognizable as your name while still having personal character.
Handling Multiple Copies
When submitting multiple printed applications, consider whether to sign each individually or use a different approach. Personally signing each copy is ideal and demonstrates attention to detail. However, for large-scale applications, some job seekers create a master signed copy and then make high-quality photocopies.
If you choose to photocopy, use a copier that accurately reproduces the blue or black ink of your signature. Test the copy quality to ensure your signature doesn’t look obviously reproduced. Many hiring managers won’t notice or care about this distinction, but individually signed letters do carry slightly more impact.
Cover Letter Signature Examples
Different situations call for different signature approaches. Here are complete signature examples for various scenarios you might encounter during your job search.
Corporate Position Signature
For traditional corporate roles in finance, law, consulting, or similar fields, maintain maximum formality:
Thank you for considering my application. I look forward to the opportunity to discuss how my experience in financial analysis can contribute to Morgan Stanley's continued success.
Sincerely,
[Handwritten signature]
David Chen, CFA
(555) 234-5678
[email protected]
linkedin.com/in/davidchen-cfaCreative Industry Signature
Creative roles allow for slightly more personality while maintaining professionalism. Platforms like 0portfolio.com can help you create a cohesive professional presence that complements your cover letter signature:
I would welcome the chance to bring my design expertise and collaborative approach to the Spotify creative team. Thank you for your time and consideration.
Best regards,
Sarah Kim
Creative Designer
(555) 345-6789
[email protected]
sarahkimdesign.comStartup or Tech Position Signature
Technology companies and startups often appreciate a more casual approach, though you should still err toward professionalism for initial applications:
I'm excited about the possibility of contributing to Stripe's mission and would love to discuss how my full-stack development experience aligns with your team's goals.
Best regards,
Alex Rivera
(555) 456-7890
[email protected]
github.com/alexriveraAcademic or Research Position Signature
Academic positions require formal conventions and often include credentials:
I appreciate your consideration of my application and would welcome the opportunity to discuss my research agenda and teaching philosophy in greater detail.
Respectfully,
Dr. Emily Watson, Ph.D.
Assistant Professor Candidate
(555) 567-8901
[email protected]Common Signature Mistakes to Avoid
Even experienced professionals make signature mistakes that can diminish an otherwise strong cover letter. Recognizing these common errors helps you present a polished final impression.
Overly Casual Sign-Offs
Using sign-offs like “Cheers,” “Take care,” “Later,” or “XOXO” undermines your professionalism regardless of company culture. Save these casual closings for personal correspondence. Even at the most relaxed startups, your initial application should demonstrate business communication skills.
Similarly, avoid trendy or cute sign-offs like “Stay awesome” or “Keep crushing it.” While you might use these phrases with colleagues you know well, they’re inappropriate for cover letters and may seem unprofessional or even presumptuous.
Mismatched Formality
Your signature formality should match the tone of your entire letter. A cover letter written in conversational prose shouldn’t suddenly end with “Respectfully yours.” Conversely, a formally structured letter seems odd when closed with just “Best.” Aim for consistency throughout your document.
The mismatch also applies to your closing paragraph and sign-off. If your final paragraph expresses warm enthusiasm and personal connection, “Respectfully” may feel cold. Match your sign-off to both the letter’s overall tone and the specific sentiment of your closing paragraph.
Technical Errors
Spelling mistakes in your signature section are particularly damaging because they occur at the very end, leaving the reader with a negative impression. Double-check the spelling of “Sincerely,” “Regards,” and any other words in your closing.
Punctuation errors are equally problematic. Remember that the complimentary close requires a comma after it. Avoid periods, semicolons, or no punctuation at all. Similarly, don’t add a comma after your typed name unless additional credentials follow.
Contact Information Problems
Including outdated or incorrect contact information defeats the purpose of providing it. Before submitting any application, verify that your phone number rings through to you, your email address is spelled correctly, and any URLs lead to the intended pages.
Avoid using unprofessional email addresses in your signature. Addresses like “[email protected]” or “[email protected]” undermine your professional image. Create a professional email address based on your name if necessary.
Industry-Specific Signature Considerations
Different industries have different expectations for cover letter formality, and your signature should reflect these norms. Understanding industry standards helps you calibrate your approach appropriately.
Legal and Finance
The legal and financial sectors remain among the most formal in their communication expectations. Stick with “Sincerely” or “Respectfully” and include any relevant credentials or licensures. Full typed names (not nicknames) and complete contact information are expected.
These industries also tend to value traditional printed letters more than some other sectors. If you have the option to submit a printed cover letter, this can help you stand out as detail-oriented and formally trained.
Healthcare
Healthcare positions require professionalism with warmth, as interpersonal skills matter in these roles. “Sincerely” or “Best regards” work well, and including your credentials (RN, MD, LCSW, etc.) after your name is standard practice.
For clinical positions, err on the side of formality. For healthcare administration or non-clinical roles, you have slightly more flexibility while still maintaining a professional tone.
Technology
The tech industry generally accepts less formal communication, but this varies significantly by company and role. Large tech corporations like Google or Microsoft expect professionalism similar to other corporate environments. Startups may be more casual, but initial applications should still demonstrate professional communication skills.
Tech roles that involve client interaction or business functions typically require more formal signatures than purely technical positions. When in doubt, start formal and adjust based on the tone of any responses you receive.
Creative Fields
Design, advertising, marketing, and other creative industries allow for more personality in your signature while still expecting professionalism. You might use “Best” or “Best regards” and include links to portfolio sites or creative platforms.
However, avoid trying too hard to seem creative in your signature. The signature should be professional; save your creativity for your portfolio and the body of your letter.
Academia
Academic job applications follow formal conventions passed down through decades of tradition. Use “Sincerely” or “Respectfully” and include your full name with degrees and credentials. Academic titles like “Ph.D. Candidate” or “Assistant Professor” are appropriate to include.
The address block in academic cover letters often includes more information than other industries, such as your department, institution, and physical mailing address.
Digital Tools for Professional Signatures
Modern technology offers various tools to help you create polished, professional signatures for your cover letters. Leveraging these resources can save time and ensure consistency across applications.
Signature Generators
Several online tools allow you to create digital signature images from your typed name or by drawing on screen. These tools offer various fonts and styles that simulate handwriting. While convenient, be aware that hiring managers may recognize commonly used signature fonts.
For a more authentic look, sign your name on paper and scan it. Many smartphone apps can scan documents and automatically crop and clean up images, making this process simple.
Email Signature Managers
If you’re applying to many positions, email signature management tools help you maintain consistency and easily switch between different signature templates. Tools like WiseStamp, MySignature, or the built-in signature features of Gmail and Outlook allow you to save multiple signatures for different purposes.
Create a dedicated job search signature that you can apply to all application emails. This ensures consistency and saves time compared to manually formatting each signature.
Document Design Tools
Word processors like Microsoft Word and Google Docs include signature insertion features that work well for cover letters. You can insert an image of your signature or draw directly in the document. These tools also offer templates with pre-formatted signature areas.
When saving your cover letter as a PDF for submission, ensure that any signature images remain clear and properly positioned. Preview the PDF before sending to catch any formatting issues.
Signature Formatting for ATS Systems
Applicant Tracking Systems (ATS) parse and store information from your cover letter, making proper formatting important for both human readers and digital systems.
Keeping It Simple
ATS systems work best with simple, standard formatting. Avoid unusual fonts, colors, or formatting in your signature area. Use standard characters and avoid special symbols that might not translate correctly across systems.
Plain text signatures parse most reliably through ATS systems. While image signatures add a personal touch for human readers, they provide no information to automated systems. Always include your typed name and contact information as text in addition to any image elements.
Contact Information Optimization
Format your contact information so ATS systems can easily extract it. Put each piece of information on its own line, and use standard formats for phone numbers and email addresses. Avoid using icons or images to represent contact methods.
Many ATS systems specifically look for phone numbers and email addresses in the signature area. Making these easy to identify ensures your contact information populates correctly in the employer’s applicant database.
Consistent Information
Ensure the name in your cover letter signature exactly matches the name on your resume and any online profiles. ATS systems may flag inconsistencies, and human reviewers might be confused if your cover letter says “Michael Thompson” but your resume says “Mike Thompson.”
When and How to Follow Up
Your cover letter signature provides the contact information hiring managers need to reach you, but sometimes you’ll need to reach out to them. Understanding follow-up etiquette helps you use your signature strategically.
Timing Your Follow-Up
If you haven’t heard back within one to two weeks of submitting your application, a polite follow-up is appropriate. Use the same professional signature in your follow-up email as you did in your original cover letter. This consistency reinforces your professional image.
Reference your original application in the follow-up, and keep the message brief. Express continued interest without being pushy, and use the same complimentary close you used originally.
Signature in Follow-Up Communications
As your communication with a potential employer progresses, you can slightly relax your signature formality. After exchanging several emails with a recruiter, you might move from “Sincerely” to “Best regards.” However, err on the side of maintaining formality until you’re certain a more casual tone is appropriate.
If you’re invited to interview, your thank-you note should maintain professional signature conventions. This isn’t the time to become casual, as you’re still in the evaluation process.
Final Review Checklist
Before submitting any cover letter, run through this checklist to ensure your signature is polished and professional:
Complimentary Close:
- Appropriate level of formality for the industry and role
- First word capitalized, followed by a comma
- Single line space before typed name (email) or four lines (print)
Name and Title:
- Full name as it appears on resume
- Relevant credentials or titles included if appropriate
- Correct spelling throughout
Contact Information:
- Phone number is current and correctly formatted
- Email address is professional and correctly spelled
- All URLs have been tested and link correctly
- Physical address included if relevant
Overall Formatting:
- Consistent formatting with rest of letter
- No spelling or punctuation errors
- Professional appearance in both digital and printed formats
- ATS-friendly text formatting
Conclusion: The Power of a Professional Finish
Your cover letter signature may seem like a small detail, but it’s your final opportunity to demonstrate professionalism, attention to detail, and business communication skills. The way you close your letter tells hiring managers something about how you’ll communicate on the job—with clients, colleagues, and executives.
Taking the time to craft a polished signature shows that you understand professional norms and care about making a positive impression. Whether you’re submitting electronically or in print, for a corporate giant or a startup, for your first job or your tenth, the fundamentals of a strong cover letter signature remain consistent.
Choose an appropriate complimentary close, format your contact information clearly, and ensure consistency between your cover letter, resume, and online profiles. With these elements in place, your signature will reinforce rather than undermine the strong case you’ve built throughout your letter. That attention to detail at every level—from your opening hook to your final signature—is exactly what hiring managers look for in candidates who will represent their organizations well.
