Polite phrases for emails and cover letters: which ones should you use depending on the situation?
10 December 2025 · 4 min reading time
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See job offersChoosing the right polite formula may seem trivial, but it is often one of the first markers of professionalism in the eyes of a recruiter. In an email or a cover letter, the opening sentence and the closing phrase immediately influence how the reader perceives you: overall tone, respect for conventions, attention to detail, credibility.
Careful wording reinforces the impact of your application. Conversely, an awkward or overly informal sentence may suggest that your communication lacks precision or that you do not fully master professional norms.
In this article, we guide you in choosing the right formula depending on the context: cover letter, professional email, follow-up, unsolicited application or exchange with a recruiter. We also go over the most common mistakes… and what a recruiter really infers from them.
Common mistakes… and what they really convey
Even when the content of the email is relevant, the polite formula can change the recruiter’s perception. Some turns of phrase may seem harmless, but they reflect your way of communicating and your relationship to professionalism. For a recruiter, these details matter.
Phrases that are too informal
Examples: "See you", "Have a nice evening!"
These expressions are fine in a personal message, but they are not suitable in an application. They give the impression that there is not enough professional distance.
Abbreviations
Examples: "Rgds", "BR"
Abbreviating a polite phrase may suggest that the message was sent too quickly or without care. The recruiter may see this as a lack of attention.
Impersonal formulas
Example: "Awaiting a favourable reply…"
Very commonly used, this expression is perceived as generic and not very personalised. It can reduce the impact of your message.
Mistakes in the polite phrase
The last sentence of an email is the one people remember. A spelling mistake can leave a lasting negative impression.
A formula inconsistent with the tone of the message
Even a correct formula can "sound wrong" if it does not match the overall style of the email. Consistency is essential to convey a professional image.
Which formula should you use to end a cover letter?
The cover letter is a more formal format than a standard email. The closing phrase must therefore be polished, structured and in line with conventions. It is the last sentence the recruiter will read before your signature, and it directly contributes to the image you project.
Overly short phrases are not enough: a letter calls for a complete, polite and respectful formula.
Here are the most suitable formulations:
"Please accept, Madam, Sir, the expression of my distinguished greetings."
This is the most common formula, suitable for all sectors and all applications.
"Please accept, Madam, Sir, my respectful greetings."
More understated, it is particularly suitable for public, administrative or highly formal organisations.
"Please believe, Madam, Sir, in the assurance of my consideration."
Less common but perfectly correct, especially in institutional environments or for positions with responsibilities.
These formulations are longer because they follow the traditional codes of formal letters. The objective is to show that you master these conventions without falling into excessive solemnity.
Which formula should you use to start a professional email?
The opening of an email determines how the reader perceives your message. Unlike a letter, simplicity is often the best option: politeness, clarity and consistency.
Here are the most suitable formulas for a professional email:
"Hello [Name],"
Professional and universal. Perfect for a first contact or a reply.
"Hello Ms [Name], / Hello Mr [Name],"
Ideal if you know your contact’s name. It shows extra attention.
"Hello Madam, / Hello Sir,"
Correct when you do not know the recipient’s exact name.
"Hello,"
To be used in a group exchange or when addressing a department rather than a single person.
Some formulas should be avoided:
- "Hi": too informal.
- "Hey": too casual.
- "Dear [Name]": too intimate for a first contact.
- "Madam, Sir,": acceptable in a letter, too cold in an email.
In most situations, "Hello [Name]," remains the best option.
Polite formulas depending on different contexts
Not all situations require the same level of formality. Adapting the formula to the context shows your ability to adjust your communication.
For an application or a first contact
The wording must be professional and clear.
Recommended formulas:
Best regards,
Kind regards,
Yours sincerely,
For a follow-up email after an application
The tone must be respectful and courteous, without being pushy.
Recommended formulas:
Thank you in advance,
Thank you for your attention,
Best regards,
For an exchange already established with a recruiter
The tone can be slightly more flexible, while remaining professional.
Recommended formulas:
Kind regards,
Thank you for your reply,
Have a nice day,
For an internal message or everyday communication
The formulas can be simpler.
Recommended formulas:
Have a nice day,
Thank you,
Best regards,
Understanding this context is essential: a correct formula can be perceived very differently depending on the situation.
Do you need to sign your cover letter?
The question of the signature often comes up when preparing a cover letter. Is it really essential? This mainly depends on the format in which you send your application. The objective is to remain professional while respecting current practices.
Cover letter sent in PDF: signature recommended
When you attach a cover letter in PDF to your application, the signature is not mandatory but still appreciated. It adds a personal touch and gives the document a more formal appearance.
You can use:
- a scanned handwritten signature,
- a simple digital signature,
- or simply your first and last name typed neatly.
The main thing is that the layout remains simple and professional.
Motivation email: no handwritten signature
In an email, it is not necessary to add a handwritten signature or an image. This often makes the message heavier and does not match current practices.
Your professional signature should simply include:
- your first and last name,
- your phone number,
- optionally a LinkedIn link
This is sufficient and perfectly suited to the digital format.
Printed letter: signature indispensable
For a printed letter handed in personally or sent by post, the handwritten signature remains the norm. It attests to the authenticity of the document and respects the traditional codes of recruitment.
Email templates with polite formulas
To help you, here are ready-to-use templates adapted to the most common situations.
Simple application email
Subject: Application for the position of [position]
Hello [Name],
I am sending you my application for the position of [position]. You will find my CV attached and I remain available for an interview.
Best regards,
[First name Last name]
Follow-up email after an application
Subject: Follow-up – Application for the position of [position]
Hello [Name],
I am following up regarding my application sent on [date]. I remain available to discuss it with you at your convenience.
Thank you in advance,
[First name Last name]
Choosing a polite formula may sometimes seem secondary but it is often the small detail that can make the difference between a polished message and approximate communication.
Whether it is an email or a cover letter, these turns of phrase will reflect your attention to detail, your respect for the recipient and your ability to adopt the expected professional codes.
The essential thing is to remain simple, clear and consistent: an overly familiar formula could weaken your application while a formula that is too solemn may lack naturalness.
By adapting your tone to the context, you strengthen the quality of your communication and the (positive) perception of your profile. A good polite formula is not just a closing sentence: it is a true marker of professionalism.
We wish you every success in your endeavours and all the best in your job search.
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