Mastering the Art of Powerful Conclusions in Business Communications

The Importance of a Strong Close in Business Communications

You've crafted a compelling business communication, be it a letter, memo, proposal, or report. It's persuasive, engaging, and yet, it doesn't yield the desired results. What went wrong? The answer could lie in your conclusion. You may have been too subtle, too gentle, or simply not clear enough. It's time to learn how to deliver a powerful close, whether you're addressing your boss or anyone else up the chain of command.

Identifying the Desired Action

Before you even begin writing, ask yourself: what exactly do you want the recipient to do? Do you want them to call you, consider your idea, or approve a project? Don't assume they'll know what you want. Be explicit about your expectations. This principle is rooted in the field of sales copywriting, where clear calls to action are crucial for success.

Being Direct, Forceful, and Urgent

Many people shy away from assertive conclusions, fearing they might offend the recipient. However, this is rarely an issue. For instance, if you're writing a proposal for a new research program, you want your boss to approve it promptly. You don't want your brilliant idea to languish in their 'to-do' pile.

Crafting a Tactful Yet Urgent Close

While you want to be assertive, it's also important to maintain a level of tact, especially when dealing with superiors. Here's an example of a tactful yet urgent close:

"By starting immediately on this project, I estimate we can have positive results to show the Executive Board at their next meeting in June. I have an open schedule tomorrow afternoon and could meet with you to discuss details. If you are available, have Alice call me about a time that would be convenient for you."

This conclusion subtly communicates urgency without being demanding. It also makes it easy for the recipient to respond by delegating the task to someone else, such as a secretary or assistant.

Taking Initiative in Follow-ups

You can further facilitate the response by offering to follow up:

"I'll call you tomorrow morning, after you've had an opportunity to read through my proposal. We can then set up a time to discuss details."

This approach not only takes the burden of responding off the recipient's shoulders but also subtly implies that your proposal will be accepted, making any potential refusal more difficult.

Adapting Your Close for Different Audiences

The approach to closing business communications may vary depending on the recipient. For instance, writing a conclusion for a letter to a colleague or subordinate might require a different approach. This topic will be covered in future articles on business communication.

In conclusion, always be clear about the action you want the recipient to take and try to convey a sense of urgency. Remember, a compelling close can make all the difference in achieving your desired outcome.