How To Use Best Regards in Emails (With Tips)
By Indeed Editorial Team
Updated 20 October 2022
Published 26 June 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Business communication differs from everyday communication, and it's crucial to understand its nuances. Emails are a significant part of business communication, but their effectiveness depends on several factors, especially your sign-off. Knowing how to use "best regards" effectively can demonstrate your communication skills and professionalism in official correspondence. In this article, we explain how to use the "best regards" sign-off in emails and when to use it.
What does best regards mean?
"Best regards" is a phrase used at the end of written correspondence like letters and emails. A salutation, "best regards" is a way of wishing an email recipient well. Using "best regards" in an email shows your respect for a person while remaining formal. A closing phrase similar to "best regards" is "best wishes". While it is mostly featured in formal communication, "best regards" is also suitable for friendly correspondence. The flexibility of this closing phrase explains its popularity among millions of email users worldwide.
When to use best regards in an email
Knowing when to use "best regards" prevents you from making an email faux pas. Here are some scenarios where "best regards" functions as an appropriate closing phrase:
Emailing your superior at work
Emailing long-term clients
Emailing a vendor or supplier
Emailing contacts in your network
It's important to evaluate your relationship with the recipient of your email or letter before using "best regards" to close your message. You want to use this closing when communicating with people that you have some familiarity with. Furthermore, consider the tone of previous emails with the recipient to know if "best regards" is appropriate. If the language used in your correspondence has been less formal, then closing with best regards is fine.
"Best regards" is an excellent closing, as it signals respect and appreciation without getting too personal. Just make sure to use it in the right scenario to avoid a breach of communication etiquette.
Alternatives to best regards
While "best regards" is an excellent closing, you might want a more formal or informal alternative. Here are the common alternatives to use in your email instead of "best regards":
"Kind regards" connotes more formality than "best regards" in email communication. It's best for emails sent to people you have no prior relationship with, like a new client, cold lead or manager. "Kind regards" suggests respect for recipients while indicating that the relationship is still in its infancy. That said, it's a practical and advisable closing phrase for business communication. Here are some scenarios where you can use "kind regards" in an email:
Emailing prospective clients or leads (pitching/warm outreach)
Emailing a senior member of staff, e.g., a C-suite executive
Emailing a new contact in your network
Emailing someone for the first time and finding it challenging to select the closing
"Regards" is an informal variant of "kind regards". Its informal nature, however, shouldn't stop you from using it even in business emails. You can use it when your relationship with the receiver is well-established. However, exercise caution when using this sign-off in emails. Some people believe using "regards" without "best" or "kind" can come across as aloof, which is the opposite of its intended effect.
"Warmest regards" is like "best regards", but for emails to people with whom you have a personal relationship. Use this closing phrase when emailing friends, long-term colleagues or family members. You can use "warmest regards" in client emails, depending on your relationship with them. If you know the recipient well, "warmest regards" is an excellent way to show appreciation and warmth.
"Sincerely" is a formal alternative to "best regards", which you can use to conclude a professional email without sounding overly formal or informal. Examples of scenarios to use "sincerely" include:
Emailing a recruiting manager about a job application
Emailing a contact to discuss a business partnership
Emailing for other professional/business purposes, e.g., asking for a grant
Related: How to Write a Job Application Email
"Respectfully" is perfect for emails to a superior at work like your manager, supervisor or another C-suite executive. It demonstrates regard and esteem for an individual. This makes it appropriate for communicating with seniors.
"Best" can appear more casual than "best regards". It's advisable to use this sign-off when emailing people you communicate with regularly. However, you can still use it for certain business and professional correspondence.
"Thank you" is best used when you're emailing someone for the first time and are unsure of what level of formality is appropriate. It's common to use "thank you" when applying for a job or reaching out to a new acquaintance. It allows you to stay formal while maintaining cordiality.
Thank you for your time
The "thank you for your time" sign-off is popular among job seekers who use it to thank recruiters for reading their applications. If you want to leave a positive impression, close your email with this phrase. Another variation of this sign-off is "thank you for your consideration". You can use this for an email seeking employment or internships. However, you risk sounding servile and obsequious, which can be off-putting.
This is a highly informal sign-off that is suitable for emails to people that are well-acquainted with you. Saying "cheers" can work for an email to an employee, colleague, friend or another person you know well. However, you need to assess your relationship with the recipient carefully when using "cheers!" in an email. Unless you are on amicable terms with the recipient, try to avoid using this sign-off.
This is a great closing phrase to use when building relationships with individuals. It's friendly and displays your interest in sustained interaction with the recipient. You can use "looking forward to our next conversation" or "looking forward to our next meeting," depending on how you communicate with the person in question.
Read more: How to Reject a Job Offer Politely
Hope this helps
Use "hope this helps" when replying to a request via email. For example, an email giving advice requested by the recipient in a previous email would be good with this sign-off. It can also be used to sign off an email providing information.
"Many thanks" is another common email closing. It is a variation of the "thanks" sign-off. It's ideal for when you want to show appreciation for the effort the recipient puts into a task.
Examples of emails with best regards
The "best regards" sign-off is suitable for different emails, especially those to clients or colleagues with whom you are familiar. Here are examples of business emails closed with "best regards":
Sample email #1
I have attached a case study created using details provided by past and existing clients. It should demonstrate how Blue Jade's enterprise software solutions can increase efficiency and drive business growth for your company. You can email me with questions you have about our services.
Sample email #2
Here's the report of the project you requested earlier this week. It contains details of the planning, execution, and monitoring carried out by members of the team. Once you've approved the report, we can move ahead with the last phase, which is evaluating KPIs. Please let me know if you need any other information.
Tips for signing off emails
Knowing how to sign off your emails is crucial if you wish to leave a positive impression. Here are tips for signing off emails properly:
Include the right information
Your email signature should contain only essential information including your contact details, especially your name and phone number. Make sure you leave out irrelevant details and write your name in full, as this reduces the risk of getting mixed up with someone else. Another detail you should have in your closing is your job title. This helps show your capacity, especially to recruiters.
Your closing is incomplete without a closing line. The closing line should be about 2-3 sentences and show your appreciation to whoever reads your email. It should also include a solid call to action. Here's an example:
"Thank you for going through my job application. I look forward to getting a positive response.
Avoid excessively casual sign-offs
Email is a vehicle of professional communication, so using extremely informal closings can be detrimental. What looks harmless to you might appear unprofessional to a recipient. You may use extremely casual closing like "chat soon!" or "take care" after evaluating the language used by the recipient in previous emails. If you detect some casual language, then mirror their tone in future emails.
Add a closing
A closing is more than a stylistic element in your email. The email closing shows a recipient that your message has ended and signals attention to detail and professionalism. Adding an email closing is necessary, as the original recipient might forward the message to other individuals in the organisation. In that scenario, an email closing can impress readers and make it easier for them to communicate with you.
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