Yours Faithfully or Sincerely in Formal Letters?

Everyone · Explainer · Updated October 1, 2026 · LearnLife Editorial

What Are "Yours Faithfully" and "Yours Sincerely" in Formal Letters?

"Yours faithfully" and "Yours sincerely" are traditional and widely accepted ways to close formal letters, but they serve different purposes depending on how you address the recipient. The phrase "Yours faithfully" is typically used when the letter’s greeting is generic, such as "Dear Sir or Madam," because the writer does not know the recipient’s name. It shows respect and formality without personal familiarity. Conversely, "Yours sincerely" is used when the letter starts with a specific name, for example, "Dear Mr. Johnson" or "Dear Ms. Lee." This closing signals a polite acknowledgment of the person you are addressing directly. Both closings emphasize courteousness, but their correct use hinges on whether you know the recipient’s name.

Understanding this distinction helps your letter maintain a formal tone appropriate to the situation. Using the wrong closing can confuse the reader or imply a lack of attention to detail. For instance, signing off "Yours sincerely" after "Dear Sir or Madam" may seem inconsistent, while using "Yours faithfully" when addressing someone by name can feel overly distant.

How Do You Choose the Right Closing? A Clear Step-by-Step Example

To decide which closing to use, start by looking at your greeting. Suppose you want to write a formal letter applying for an internship at a company, but you don’t have the hiring manager’s name. You would begin with:

Dear Sir or Madam,

Since this greeting is impersonal, the appropriate closing is:

Yours faithfully,

Here is a simple outline of this letter’s structure:

1. Greeting: "Dear Sir or Madam,"
2. Opening paragraph: Introduce yourself and state why you are writing.
3. Body paragraphs: Explain your qualifications, experiences, and interest.
4. Closing paragraph: Thank the recipient and express hope to hear back.
5. Closing: "Yours faithfully,"
6. Signature and printed name

If you manage to find the hiring manager’s name, say Jane Smith, you should personalize your greeting:

Dear Ms. Smith,

In this case, the closing changes to:

Yours sincerely,

This small but important adjustment shows you made an effort to address the letter properly. It also follows formal etiquette, which can make your communication clearer and more professional.

Why Does Using the Correct Closing Matter to You?

Choosing the right closing in a formal letter might seem like a small detail, but it can significantly impact how your letter is perceived. Using "Yours faithfully" when you don’t know the recipient’s name and "Yours sincerely" when you do helps maintain a respectful tone that matches the formality of your message. This is especially important in job applications, official complaints, requests, or any communication where professionalism is key.

For example, if you are sending a complaint letter to a company’s customer service department and you don’t have a specific contact name, starting with "Dear Sir or Madam," and ending with "Yours faithfully," signals that you respect the formal process without personalization. On the other hand, if you have a contact person’s name, using "Yours sincerely" shows you recognize and acknowledge their role.

Attention to these details reflects well on you as a writer and can help build credibility with your reader. It also avoids any unintended impression of carelessness or unfamiliarity with formal writing conventions, which can matter in sensitive or important communications.

What Other Letter Closings Are Often Confused with "Yours Faithfully" and "Yours Sincerely"?

In addition to "Yours faithfully" and "Yours sincerely," many people encounter other closings that can be mixed up or misused. Here are some common alternatives and when they might be appropriate:

• Best regards / Kind regards: These closings are friendly but less formal, often used in professional emails rather than printed letters. They work well when you have a somewhat familiar relationship but want to remain polite.
• Yours truly: This is similar in meaning to "Yours sincerely" and is more common in American English. It’s acceptable in formal letters, especially in the U.S., but less common in British English.
• Respectfully: Used in very formal or official contexts, such as letters to government officials or in legal communications, to show a high level of deference.
• Regards: A casual or semi-formal closing, best avoided in strictly formal letters.

If you are unsure, sticking with "Yours faithfully" or "Yours sincerely" based on your greeting is the safest way to maintain a formal tone. Avoid mixing informal closings with formal greetings to keep your letter’s tone consistent.

Can You Use "Yours Faithfully" in a Formal Email?

Yes, the rules for formal letter closings generally apply to emails as well. If your email begins with a generic greeting like "Dear Sir or Madam," ending with "Yours faithfully" is appropriate and conveys professionalism. If you address someone by name, use "Yours sincerely."

However, emails often allow for slightly less formal closings depending on the context. For example, in professional but less rigid environments, closings like "Kind regards" or "Best regards" are common. Still, in formal correspondence—such as job applications, official complaints, or business proposals—using "Yours faithfully" or "Yours sincerely" preserves the formality and respect of traditional letter writing.

When drafting a formal email, remember to include your full name and contact information beneath your signature to complete the professional appearance.

How to Format a Formal Letter Using the Correct Greetings and Closings

Writing a formal letter involves more than picking the right closing; it requires a proper format to look polished and professional. Here’s a checklist for formatting your letter with examples:

• Your address: Usually top right or top left
• Date: Below your address
• Recipient’s address: Left-aligned, below the date
• Greeting: "Dear [Name]" or "Dear Sir or Madam,"
• Body: Clear paragraphs explaining purpose and details
• Closing: "Yours sincerely," or "Yours faithfully,"
• Signature: Leave space for your handwritten signature if sending a printed letter
• Printed name: Your full name typed below the signature

For example:

``` 123 Elm Street City, State ZIP

March 15

Human Resources Department XYZ Corporation 456 Oak Avenue City, State ZIP

Dear Sir or Madam,

[Body of letter]

Yours faithfully,

[Your handwritten signature]

John Doe ```

If you know the recipient’s name, replace "Dear Sir or Madam," with "Dear Ms. Johnson," and "Yours faithfully," with "Yours sincerely," maintaining the rest of the format.

Following this structure helps your letter appear organized and respectful, making it easier for the recipient to read and respond.

What Steps Should You Take When Writing Your Next Formal Letter?

Before sending your formal letter, consider these practical steps to ensure it is polished and professional:

1. Identify the recipient: Find out the name and title if possible. Use company websites, directories, or call to ask.
2. Choose the correct greeting: Use "Dear [Name]" if the name is known or "Dear Sir or Madam" if not.
3. Select the matching closing: Use "Yours sincerely" if you know the name, "Yours faithfully" if you do not.
4. Review your letter: Check for spelling, grammar, and tone. Ensure your message is clear and polite.
5. Format properly: Follow the formal letter structure including addresses, date, greeting, body, closing, and signature.
6. Proofread again: Read your letter aloud or ask a trusted person to review it.
7. Send appropriately: Print on good-quality paper if mailing, or format cleanly if emailing.

Taking these steps shows care and professionalism, which can improve your chances of getting a positive response.

Frequently asked questions

Can I use "Yours truly" instead of "Yours sincerely"?

"Yours truly" is a formal closing commonly used in American English and can be used instead of "Yours sincerely." However, in British English and many formal contexts, "Yours sincerely" is preferred when addressing someone by name.

What if I don’t know the recipient’s gender or title?

When unsure about gender or title, use the full name in your greeting, such as "Dear Taylor Smith," instead of "Mr." or "Ms." This allows you to use "Yours sincerely" with confidence.

Is it okay to use "Best regards" in a formal letter?

"Best regards" is generally too informal for traditional formal letters. It is better reserved for professional emails or informal communications. For formal letters, use "Yours faithfully" or "Yours sincerely."

How do I sign off a formal letter if sending it by email?

In emails, include your full name below the closing phrase. If the email is very formal, use "Yours faithfully" or "Yours sincerely" as appropriate, followed by your typed name and any relevant contact information.

What should I do if I accidentally use the wrong closing?

While it’s best to use the correct closing, a single error usually won’t ruin your letter. However, for important communications, consider revising and resending the letter if possible. Paying attention to closings in future letters will improve your professionalism.