While "Best Regards" remains a standard email closing, professionals can enhance their communication with thoughtful alternatives that match different contexts and relationships. Common substitutes include "Kind Regards," "Warm Regards," "Sincerely Yours," "Best Wishes," and "Cordially," each conveying varying levels of formality and warmth. The choice of closing signature depends on factors such as recipient relationship, cultural considerations, and industry norms. A deeper understanding of email signature options can raise professional correspondence to new levels of effectiveness.
Is It Professional to Use 'Best Regards'?
"Best Regards" stands as one of the most widely accepted professional email signatures in business correspondence. This formal closing has earned its reputation through consistent use across industries and its ability to convey both respect and warmth without being overly familiar.
The phrase maintains professionalism while being slightly warmer than "Sincerely" or "Regards" alone. It is particularly appropriate for business communications with clients, colleagues, and supervisors, especially in initial or formal exchanges. Many professionals prefer it because it strikes an ideal balance between formality and approachability. While some contemporary workplaces may opt for more casual closings, "Best Regards" remains a safe and professional choice, particularly in international business where cultural sensitivities may need to be considered.
Why You Might Use a Different Word To 'Best Regards'
While "Best Regards" remains a reliable email signature, there are several compelling reasons to contemplate alternative closings in professional correspondence. Different contexts and relationships often require varying levels of formality, making it essential to adjust email signatures accordingly. Some recipients might find "Best Regards" too formal or impersonal, particularly in industries that favor a more casual approach. In addition, using alternative closings can help distinguish communications and demonstrate attention to detail in relationship building.
Cultural considerations also play a significant role, as certain phrases may resonate differently across international business contexts. Moreover, repetitive use of "Best Regards" across numerous emails can appear formulaic and less thoughtful. Selecting context-appropriate alternatives allows professionals to maintain authenticity while adapting to specific situations, relationships, and organizational cultures.
10 Synonyms for 'Best Regards'
1. Warm Regards
This closing is perfect for maintaining a friendly yet professional tone in business communications. It strikes a balance between formal and cordial, making it suitable for ongoing business relationships where you've established some rapport. This closing works well in follow-up emails, regular business correspondence, or when communicating with clients you've worked with for some time. It conveys genuine warmth without being overly casual.
Example use:
"Thank you for your continued partnership in this project. Warm regards, Michael"
"I look forward to our meeting next week. Warm regards, Sarah"
"Please review the attached documents at your convenience. Warm regards, David"
2. Kind Regards
A versatile and widely accepted professional closing that works in most business contexts. It's slightly more formal than "Warm Regards" but still maintains a friendly tone. This signature line is particularly effective in international business communications, as it's recognized and appreciated across different cultures. It's also suitable for first-time communications with new business contacts.
Example use:
"I appreciate your prompt response to my inquiry. Kind regards, Jennifer"
"The requested documents are attached for your review. Kind regards, Thomas"
"Please let me know if you need any clarification. Kind regards, Emma"
3. Sincerely Yours
A traditional and formal closing that's ideal for official business letters, job applications, and formal requests. This closing conveys respect and professionalism while maintaining appropriate distance. It's particularly suitable for communication with senior executives, government officials, or in situations where maintaining formality is essential.
Example use:
"I look forward to your favorable response to my application. Sincerely yours, James"
"Thank you for considering our proposal. Sincerely yours, Patricia"
"I am grateful for this opportunity. Sincerely yours, Robert"
4. Best Wishes
An upbeat and friendly closing that's perfect for positive communications or messages marking special occasions. It's particularly appropriate for congratulatory emails, farewell messages, or communications regarding achievements or milestones. This closing adds a personal touch while maintaining professionalism.
Example use:
"Congratulations on your promotion. Best wishes, Amanda"
"I hope your new venture is successful. Best wishes, Christopher"
"Enjoy your well-deserved retirement. Best wishes, Elizabeth"
5. Cordially
A concise yet elegant closing that carries a formal tone while remaining warm. It's particularly effective in business-to-business communications, especially when dealing with high-level executives or in situations requiring brevity. This closing is also suitable for formal invitations or professional announcements.
Example use:
"We look forward to hosting you at our annual conference. Cordially, William"
"The board meeting is scheduled for next Tuesday. Cordially, Margaret"
"Please confirm your attendance at your earliest convenience. Cordially, Richard"
6. With Appreciation
This closing is ideal for expressing gratitude while maintaining professionalism. It's particularly suitable for thank-you notes, acknowledgment emails, or situations where someone has provided assistance or support. This closing helps strengthen professional relationships by explicitly showing appreciation.
Example use:
"Thank you for your valuable input on the project. With appreciation, Daniel"
"Your support has been instrumental in our success. With appreciation, Susan"
"We are grateful for your continued partnership. With appreciation, Mark"
7. Respectfully
A formal closing that conveys deep respect and deference. It's particularly appropriate when writing to senior officials, board members, or in highly formal business contexts. This closing is also suitable for sensitive communications or when addressing authority figures.
Example use:
"I await your decision on this matter. Respectfully, Andrew"
"The requested changes have been implemented. Respectfully, Catherine"
"Thank you for considering my proposal. Respectfully, Joseph"
8. All the Best
A friendly and optimistic closing that works well for informal business communications with familiar contacts. It's particularly suitable for positive messages, congratulatory notes, or when wrapping up successful projects. This closing conveys genuine good wishes while maintaining professional courtesy.
Example use:
"I'm confident you'll excel in your new role. All the best, Victoria"
"Looking forward to our continued collaboration. All the best, Peter"
"Wishing you success in your new venture. All the best, Laura"
9. With Best Regards
A slightly more formal version of "Best Regards" that's perfect for initial business contacts or formal business communications. It maintains professionalism while showing courtesy and respect. This closing is particularly effective in international business correspondence or when writing to senior executives.
Example use:
"I look forward to our future collaboration. With best regards, Matthew"
"Please find the requested information attached. With best regards, Rachel"
"Thank you for your consideration. With best regards, Stephen"
10. Regards
A simple, straightforward closing that's suitable for everyday business communications. It's particularly effective in brief emails or when maintaining a professional yet concise tone. This closing works well for routine business correspondence where formality is needed but brevity is appreciated.
Example use:
"Please review the updated schedule. Regards, Michelle"
"The meeting has been confirmed for 2 PM. Regards, Benjamin"
"I'll send the report by end of day. Regards, Linda"
Final Thoughts
Choosing an appropriate email signature demonstrates professionalism and attention to detail in business communications. When selecting an alternative to "Best Regards," professionals should consider their relationship with the recipient, the context of the message, and industry norms. While formal closings remain essential for initial contacts and official correspondence, slightly less formal options may be suitable for ongoing business relationships.
The key is maintaining consistency across professional communications while adapting to specific situations. Organizations often establish style guides that include approved email signatures, guaranteeing uniformity in external communications. Whether choosing "Sincerely," "Kind Regards," or another alternative, the selected closing should reflect both personal style and professional standards. Regular review of signature choices helps ascertain they remain current with evolving business communication practices.
Frequently Asked Questions
Should Email Sign-Offs Differ When Communicating With International Business Contacts?
Email sign-offs should vary based on cultural norms and business etiquette across different countries. What seems appropriate in one region may appear too formal or casual in another.
How Do Email Closing Preferences Vary Across Different Generations in Workplace Communication?
Research indicates older generations prefer formal closings like "Sincerely," while millennials and Gen Z often opt for casual sign-offs or none at all in workplace emails.
Are Emoji Sign-Offs Becoming Acceptable in Professional Email Communications?
Emoji usage in professional emails varies by industry and company culture. While traditional sectors remain conservative, tech and creative industries increasingly accept appropriate emojis, especially in internal communications and team interactions.
When Is It Appropriate to Use Informal Email Closings With Clients?
Informal email closings with clients become appropriate after establishing a comfortable working relationship, during casual communications, or when matching the client's own communication style and industry culture.
Should You Match Your Email Sign-Off to the Recipient's Previous Closing?
Matching email sign-offs to recipients' closings isn't necessary, though maintaining a similar level of formality is wise. One should choose closings that reflect their own professional voice while respecting business etiquette.
