Best Practices for Email Closings and Grammar: A Guide for Effective Communication

When engaging in written communication, it's essential to ensure clarity, professionalism, and correct grammar. Whether in the context of emails or letters, the closing of a message plays a crucial role. This guide will help you understand the importance of proper grammar, specifically the use of prepositions and the 'ing' form, as well as provide tips on effective email closings.

The Role of Grammar in Communication

Language, whether written or spoken, is primarily about communication. The primary goal is to ensure that the reader or listener understands the message. However, the pursuit of perfect grammar isn't just about being academically exact; it also contributes to the professionalism and clarity of your message. Correct grammar helps to maintain a positive impression and ensures that your intentions are understood as intended.

Understanding Prepositions and the 'ing' Form

The phrase 'I look forward to hearing from you soon' has been corrected to use the 'ing' form, indicating that 'to' is functioning as a preposition. In this case, the correct structure should be 'to hearing.' However, it's worth noting that prepositions can change the structure of the sentence. For example, 'I look forward to meeting you soon' is grammatically correct because 'meeting' is correctly used as a gerund.

Other examples of correct structure include:

I look forward to doing this He is looking forward to visiting Berlin

Grammatically speaking, the use of 'to' followed by the 'ing' form of the verb is standard practice in these contexts.

Commonly Misunderstood Etiquette in Email Closings

Ethical or etiquette book guidelines often specify traditional sign-off phrases. One such example is the use of 'Respectfully' in closings. However, some people argue that 'Respectfully' is old-fashioned and evokes a feeling of toadyism—a respectful flattery that can come across as insincere.

Many modern communication experts recommend using standard sign-off phrases, which have been in use for more than 120 years. These include:

Dear Sir/Madam: Use "Yours faithfully." To whom it may concern: Use "Yours faithfully." Dear Mr Smith: Use "Yours sincerely" or "Sincerely yours." Dear John: Use "Sincerely yours," "Kind regards," "Best regards," or simply "Regards."

The reason behind these standard practices is their widespread acceptance and professionalism. Using these sign-offs not only demonstrates your understanding of proper communication but also enhances the overall quality of your message. 'Respectfully' has become less common in recent years, and its frequent use in emails might come across as overly formal or insincere.

Conclusion

While the pursuit of perfect grammar can be seen as a tedious task, it plays a crucial role in effective communication. Using the correct structures, such as 'to hearing' and adhering to standard sign-off practices, can significantly enhance the professionalism and clarity of your written messages. By understanding and applying these principles, you can ensure that your communication is clear, polished, and respectful.