Best Regards and Other Alternatives To Use When Closing an Email

By Indeed Editorial Team

Published 6 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.

In the business world, learning how to communicate effectively via email is an important professional skill. When you are drafting a business or employment-related email message, it is critical to respectfully and professionally conclude the email before writing your name. Even though it is just a word or a short phrase before your name, it is important to find the correct closing phrase based on the level of respect and familiarity with the email recipient. You can effectively end the email by using the phrase 'best regards', which is versatile enough for both formal and informal communication.

In this article, we discuss the meaning of best regards and share some alternatives that can be used as closing phrases for professional communication.

What does it mean when you write best regards?

Best regards is a popular closing for written letters and emails. When you draft a message with 'best regards' at the end of an email, it is a way to show respect and offer warm wishes to the email recipient. This closing email method implies a sense of gratitude and appreciation while maintaining a formal tone, especially when you are writing employment or business-related email messages.

A breakdown of the words 'best regards' reveals that 'best' refers to anything of 'highest quality or excellence' when used as an adjective. The term 'regards' means 'to show or have respect or concern for'. Using 'best regards' as the closing phrase in an email or any other written communication tells the recipient that you have respect for them and you wish them the best.

When to use best regards?

Best regards is a semi-formal closing that is kind, professional and can be used for regular daily communications. Here are a few situations in which you can use best regards to close an email:

  • When reaching out to a co-worker or other teammates within your organisation

  • When sending follow up emails to an interviewer

  • When emailing existing or new vendors

  • When sending an email to your manager regarding the project updates

While it is acceptable to use best regards in regular email communications, your relationship with the email recipient will determine the closing that you should choose. If you are unfamiliar with the individual to whom you are writing, it is best to have a formal ending like 'sincerely' or 'respectfully'. However, if you are writing to a co-worker, business associate or someone you are familiar with, then it is fine to close your letter less formally with phrases like 'best wishes' or 'best regards'. If you are doubtful regarding which closing phrase to use, it is always better to sign off with a formal, professional closing.

Related: How to Write and Properly Format Business Email Messages

Alternatives to best regards

There are several alternatives to best regards, and it will be helpful to use some of them as an appropriate closing phrase for your email. Here are some variations that you can consider for signing off your email:

Best

Best is a shortened version of 'best regards' which is considered less formal but still acceptable for professional communication. You can use 'best' for closing emails to colleagues or teammates with whom you communicate frequently.

Regards

Adding the closing phrase 'regards' is less formal than 'best regards'. It can be used for less professional forms of communication, such as sending well wishes to a colleague or while establishing a personal connection outside of work.

Kind regards

When you are drafting emails that are more formal, you can use 'kind regards' as the closing phrase. It is commonly used in business emails, where you want to establish a professional tone but show respect at the same time. Here are a few scenarios when you can use 'kind regards' to sign off an email:

  • When emailing a company executive

  • When you are sending an email to a prospective client

  • When you are introducing yourself to a mutual acquaintance of a coworker or friend

Warm/Warmest regards

Warm regards is more informal than 'best regards'. It shows appreciation to the recipient and can be used when communicating with people you have known for a while. You can use warm regards when sending well wishes to colleagues or team members or when you are writing emails to family members or friends. Also, 'warm regards' is more likely to be used in a festive message, especially during holiday seasons.

Yours faithfully

This sign-off is similar to 'warm regards' as it has a heartfelt and sincere tone to it. Yours faithfully is usually used to sign off emails when you are relying on a trust-based relationship with your email recipient.

If you are considering more formal alternatives to 'best regards', you can choose from the below options:

Sincerely

Sincerely is a good closing phrase for communications when you want to express professionalism without being too formal. It is universally acceptable for business and employment letters, especially when you are writing an email to a business partner or drafting an email regarding a job application.

Respectfully

Respectfully is a closing phrase for communications where you want to address your recipient with a high level of consideration and respect. You can use it when communicating with a high-ranking government official, professor or company executives.

Thank you

Thank you is used in emails when you want to express gratitude. It is a good choice when you do not yet know the recipient or the level of formality you should use while communicating with them.

Thanks in advance

This closing phrase is a good alternative to express your gratitude when asking the recipient to complete an action on your behalf. It conveys a tone of expectancy and can be used in emails when requesting more information from the recipient or asking a favour from your colleague.

Related: How to Write a Professional Thank You Letter

Thanks and regards

Thanks and regards is a more formal closing phrase that allows you to show respect, and at the same time, avoids being informal. This is commonly used for business communications when you send emails to company executives or reach out to potential clients.

Examples of using best regards

While there are several variations of closing an email with 'best regards', it is essential to remember that your closing phrase should be appropriate, respectful and based on the level of familiarity with the recipient. You can use 'best regards' to end many different types of communication, especially ones where you have previously met or worked with the recipient. Here are two examples of how to use best regards in an email:

Related: Business Letter Format and Example

Example of a semi-formal email

Here is an example of using 'best regards' as the closing phrase of a follow-up email to an interviewer:

Dear Rina,

Thank you for taking the time to discuss the graphic designer role in your company. It was great to meet with you and learn more about this role. I am following up to see if you have any updates regarding the position now. Please let me know if you need anything else from my end that will assist in the decision-making process.

Best regards,

Anil Kumar

Example of a less formal email

Here is an example of a less formal email to a co-worker that uses 'best regards' as the closing phrase of the email:

Sam,

I just wanted to check with you regarding your action item from last Monday's sprint planning meeting about the radar app project requirements. Do you have a time frame you want to target for completion?

Please let me know if you require any further clarifications or wish to raise an issue.

Best regards,

Soniya Jain

Examples of how to use other closing phrases in an email

When writing professional emails or any other written communication, it is often considered good practice to end your correspondence with an appropriate closing phrase. Along with 'best regards', some other commonly used closing phrases are 'sincerely', 'warm regards', 'thank you', 'thanks and regards' and 'best wishes'. Here are two examples that use these alternative closings for email sign-offs:

Example using 'kind regards' for email sign-off

Hello Ann,

I noticed you downloaded some white papers and case study on how XYZ solutions helped streamline the accounting operations of an enterprise company. Let me know if you have any questions regarding the papers, and I would be happy to answer them.

Also, you can reach out to me at +91-XXXXXXXXXX or arjunk@email.com.

Kind regards,

Arjun Kumar

Example using 'best wishes' for email sign-off

Hi Jay,

Congratulations on your well-deserved promotion. You have done a great job, and you deserve the recognition and responsibility of this new position.

I am excited and look forward to working closely together on upcoming projects.

Best wishes,

Divya Soni

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