Best regards is a common way to close an email or letter in professional settings. It is polite, experienced, and a bit more formal than “Kind regards,” but less strict than “Sincerely.” Best regards balances professionalism and friendliness, making it a suitable choice for most business communications. It works well for both initial outreach and ongoing correspondence, especially when you want to show respect without being too formal.
When to Use “Best Regards”
“Best regards” is a versatile, professional sign-off that strikes a balance between formality and friendliness. It feels polished but not overly formal, making it a popular choice for most business communications.
Use “Best regards” when:
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You are emailing someone you know in a professional context, but you don’t have a personal relationship with them.
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You want to show professionalism while also being friendly.
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You are following up after a meeting, proposal, or introduction.
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You are contacting a potential client, collaborator, or business contact.
Examples:
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Sending a project update to a client.
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Reaching out to a new LinkedIn connection.
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Following up after a job interview.
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Sharing a proposal or document.
Why it works:
It shows respect and courtesy without being too formal. “Best regards” is a sincere and suitable expression in most workplace settings, especially when you want to maintain a friendly yet professional tone.
“Best Regards” Alternatives
If you tend to use “Best regards” in every email, you’re not alone. While it’s a reliable choice, changing up your sign-off can make your tone feel more personal and considerate. Here are some professional alternatives and when to use them:
1. Kind Regards
Slightly warmer than “Best regards,” this closing is excellent when you want to convey a friendly and thoughtful tone. Use it when: you’re emailing someone you’ve spoken with before or want to establish a connection.
2. Warm Regards
Adds a touch of friendliness and empathy. Use it when you’re thanking someone, offering support, or writing to someone with whom you have a relationship.
3. Regards
A more neutral version, concise, straightforward, and somewhat formal. Use it when: you are in a corporate or traditional setting, or when you need to write a brief professional message.
4. All the Best
Friendly and upbeat, but still professional. Use it when: you want to conclude on a positive note, especially if you’re wishing someone well.
5. With Appreciation
Gracious and respectful, without sounding too sentimental. Use it when you want to express gratitude to someone for their time, help, or input.
6. Thanks Again
More specific and thoughtful than just saying “Thanks.” Use it when: you’ve already shown gratitude and want to emphasise it.
“Kind Regards” vs “Warm Regards”
These two sign-offs are often used interchangeably, but they carry slightly different tones. Understanding the nuance helps you choose the one that fits your message best.
| Sign-Off | Tone | Best For | Avoid When |
|---|---|---|---|
| Kind Regards | Polite, professional, slightly formal | Most business emails are where you want to be courteous but not overly familiar. | You’re writing to close colleagues or friends (feels too stiff) |
| Warm Regards | Friendly, empathetic, and personal | Emails where you’ve built a rapport, are offering support, or want to sound more heartfelt | Formal corporate messages or cold introductions (may feel too familiar) |
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Contacting someone for the first time
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Talking with clients or colleagues in a professional way
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You want a neutral, safe, and respectful tone.
Use “Warm Regards” when:
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You have had a good interaction with the recipient.
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You are showing appreciation, empathy, or support.
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You want to sound warm and friendly without being too informal.
When in Doubt, Match the Customer’s Tone
Not sure how formal or friendly to be? A good rule of thumb is to match the tone of the person you’re writing to. Whether you’re replying to a customer, client, hiring manager, or colleague, noticing their style can help you choose your own. It shows that you are attentive, respectful, and aware of emotions.
Here’s how to do it:
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If they end with “Best regards,” you can reply in the same way.
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If their tone is casual and they say “Thanks” or “Cheers,” it’s fine to be a bit less formal.
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If their message is very formal, with no contractions and a strict structure, you should stick with “Sincerely” or “Kind regards.”
Why it works:
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It builds rapport by meeting people where they are.
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It avoids sounding too cold or too familiar.
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It subtly shows professionalism and flexibility.
Tip: When you start a new conversation, lean toward being formal. You can always relax your tone as the relationship grows.