Professional email closings offer several alternatives to "sincerely" that maintain formality while adding variety to business correspondence. Common options include "best regards," "kind regards," "yours truly," "cordially," and "respectfully" for formal situations. Less formal yet professional alternatives encompass "with appreciation," "best wishes," "regards," "with best regards," and "yours sincerely." The choice of closing should reflect the relationship with the recipient and the email's purpose, with each option carrying subtle differences in tone and formality levels.
Is It Professional to Use 'Sincerely'?
'Sincerely' remains one of the most widely accepted and professional email closings in business correspondence. Its longstanding usage in formal letters has seamlessly transferred to the digital age, making it an appropriate choice for professional email communication.
The term conveys respect, authenticity, and formality without being overly stiff or outdated. Human resource professionals and business etiquette experts consistently rank 'sincerely' among the top email closings for job applications, business proposals, and formal workplace communications. While some may consider it traditional, its universality makes it particularly effective when communicating with international colleagues or clients who may be familiar with this conventional closing. The word's meaning itself – expressing genuineness and honesty – aligns well with professional values, making it a reliable choice for business correspondence.
Why You Might Use a Different Word To 'Sincerely'
While highly professional, relying solely on "sincerely" as an email closing can sometimes feel repetitive or impersonal, particularly in ongoing business relationships or industry-specific communications. Professionals may need alternative closings to match different contexts, relationship levels, or industry expectations.
Using varied email closings allows recipients to perceive genuine engagement and helps maintain rapport throughout extended correspondence. Different industries often develop their own communication styles, making it valuable to adapt closings accordingly. Technology companies might prefer modern alternatives, while legal or financial sectors may require more traditional options. Additionally, the frequency of communication can influence closing choices, as daily exchanges with the same contact might benefit from a rotating selection of professional sign-offs to maintain authenticity while preserving appropriate business etiquette.
10 Synonyms for 'Sincerely'
1. Best regards
This closing is professional yet warm, making it ideal for business communications where you want to maintain a balance between formality and approachability. It works well for ongoing business relationships and communications with colleagues you interact with regularly. This sign-off suggests respect while keeping the tone lighter than "Sincerely." It's particularly effective in international business correspondence where cultural nuances need to be considered.
Example use:
"Best regards,
John Smith"
"Best regards,
Marketing Team"
"Best regards,
Dr. Sarah Johnson"
2. Kind regards
This closing strikes a perfect balance between professionalism and warmth, making it suitable for both business and semi-formal communications. It's especially appropriate when corresponding with someone you've met before or when you want to convey a friendly yet professional tone. The addition of "kind" adds a touch of warmth to the standard "regards" closing.
Example use:
"Kind regards,
Emily Chen"
"Kind regards,
Customer Service Team"
"Kind regards,
Professor Williams"
3. Yours truly
This traditional closing carries a formal tone while maintaining a personal touch. It's particularly well-suited for formal business letters, job applications, and correspondence with senior executives. The phrase conveys respect and sincerity, making it appropriate for situations where you want to emphasize your genuine commitment or interest.
Example use:
"Yours truly,
Michael Anderson"
"Yours truly,
Board of Directors"
"Yours truly,
James Wilson, CEO"
4. Cordially
This closing is elegant and formal, perfect for professional situations where you want to maintain some distance while still being polite. It's especially useful in initial business contacts or formal business correspondence. The term suggests a courteous and respectful relationship without being overly familiar.
Example use:
"Cordially,
Robert Brown"
"Cordially,
Sales Department"
"Cordially,
Lisa Thompson"
5. Respectfully
This closing conveys deep respect and deference, making it ideal for formal communications with senior executives, government officials, or authority figures. It's particularly appropriate when writing to someone in a position of power or authority. The term clearly communicates a high level of professional respect.
Example use:
"Respectfully,
David Clark"
"Respectfully,
Project Management Team"
"Respectfully,
Lieutenant Sarah Jones"
6. With appreciation
This closing is perfect for expressing gratitude while maintaining professionalism. It's particularly suitable for follow-up emails after meetings, thank-you notes, or when someone has helped you with a request. This closing effectively communicates both thanks and respect.
Example use:
"With appreciation,
Mark Davis"
"With appreciation,
Conference Committee"
"With appreciation,
Rachel Green"
7. Best wishes
This friendly yet professional closing works well for correspondence with colleagues and business associates you know well. It's particularly appropriate for congratulatory messages, farewell emails, or communications around holidays or special occasions. The phrase conveys warmth while maintaining professional boundaries.
Example use:
"Best wishes,
Amanda White"
"Best wishes,
Human Resources Team"
"Best wishes,
Peter Chang"
8. Regards
This straightforward, no-nonsense closing is suitable for routine business communications. It's particularly effective for brief, practical emails or when corresponding with people you interact with regularly. The simplicity of this closing makes it versatile and widely accepted in professional settings.
Example use:
"Regards,
Tom Miller"
"Regards,
IT Support Team"
"Regards,
Susan Baker"
9. With best regards
This slightly more formal version of "Best regards" is ideal for important business communications or when writing to senior executives. It's particularly appropriate for formal proposals, reports, or significant business correspondence. The phrase adds an extra touch of formality while maintaining a professional warmth.
Example use:
"With best regards,
William Taylor"
"With best regards,
Executive Committee"
"With best regards,
Dr. Maria Rodriguez"
10. Yours sincerely
This traditional formal closing is perfect for official business letters and important professional correspondence. It's particularly well-suited for job applications, formal complaints, or communications with high-ranking officials. The phrase conveys both formality and genuine sentiment.
Example use:
"Yours sincerely,
Christopher Lee"
"Yours sincerely,
Board of Trustees"
"Yours sincerely,
Patricia Moore"
Final Thoughts
Choosing the right email closing can make a lasting impression on professional correspondence. When selecting an alternative to "sincerely," professionals should consider their relationship with the recipient, the email's purpose, and the industry context. The chosen closing should maintain professionalism while reflecting the appropriate level of formality for the situation.
While traditional closings remain effective in formal business communications, modern alternatives can help differentiate correspondence and establish a distinctive professional voice. However, it's essential to avoid overly casual or creative closings in formal business settings. Organizations may also have specific guidelines regarding email signatures and closings, which employees should follow. Ultimately, consistency in email closings helps establish a professional brand identity and strengthens business relationships through clear, appropriate communication.
Frequently Asked Questions
Should Email Sign-Offs Match the Tone of Different Cultures and Countries?
Email sign-offs should reflect cultural norms and business etiquette specific to each country, as inappropriate closings can appear disrespectful or unprofessional in cross-cultural communication.
How Does the Recipient's Seniority Level Affect Choice of Email Sign-Off?
Recipients' seniority dictates formality in email closings. Junior staff may receive casual sign-offs, while senior executives warrant more formal endings to maintain professional hierarchy and demonstrate appropriate respect.
Can Using Certain Sign-Offs Impact Email Response Rates?
Research indicates email sign-offs can affect response rates. Friendly closings like "Thanks" or "Best regards" typically generate higher response rates compared to abrupt endings or overly formal closures.
Are There Industry-Specific Preferences for Email Closing Salutations?
Different industries demonstrate distinct preferences for email closings. Legal sectors favor formal "Regards," technology often uses casual "Cheers," while finance typically maintains "Best regards" or "Sincerely" as standard closings.
When Is It Appropriate to Use No Sign-Off in Professional Emails?
Omitting email sign-offs is acceptable in ongoing email threads, internal team communications, or quick exchanges between close colleagues where a more casual, conversational tone has been established.