Best Regards vs. Kind Regards: How to Use Them Each in an Email

When writing a business email, it’s imperative that you carefully consider its entire composition, from the subject line to your sign-off. The latter is especially important because it is the last thing the recipient of your email will read and leaves a lasting impression. One of the most commonly used sign-offs is “sincerely,” but this is growing overused and is also overly formal. So, you may wonder, “What can I say instead of sincerely?” If that’s the case, this article on two of the most popular alternatives, “kind regards” and “best regards” should help you! Read on to find out when to use these sign-offs so that you can create a great first impression via email.

When to Use “Best Regards”

You’ve no doubt come across the phrase “best regards” yourself in email and perhaps in formal letters. Indeed, the phrase is one of the most commonly used, having been around in some form or another for hundreds of years. It was in use long before any modern admission essay writing service available today, and it's still as popular as ever. But what does “best regards” mean in an email? Of the two main options this article considers, “best regards” is the slightly less formal one. The phrase communicates a neutral sentiment while still showing respect for the recipient. This sign-off is polite without being cold and friendly without being unprofessional. You may use this sign-off in:

Emails to colleagues in your company.
Emails to existing customers.
Emails to prospects you’ve already spoken with multiple times.

What Are Some Alternatives to “Best Regards”?

But what if you’re looking for another way to say “best regards”? Perhaps something a little less overused, or something a little less formal? If that’s the case, then you may wish to consider the list of alternative options included below. Some popular “best regards” synonyms include:

“All the best.”

“Thank you.”

“Looking forward to hearing from you.”

“Have a good weekend.”

“Let me know if you need anything else.”

As you can see, some of these options are decidedly less formal than “best regards.” These alternatives should only be used when you’ve already developed a rapport with the recipient. When composing your email, consider the status of your relationship, using your best judgment when choosing an appropriate sign-off.

When to End an Email with “Kind Regards”

A more formal version of “best regards,” this popular option is the preferred choice when reaching out to a colleague or client with whom you are not so well-acquainted. But what does “kind regards” mean in an email, exactly? And in what way does it differ from “best regards”? Like the first option we considered, “kind regards” is a formal sign-off for business emails that indicates a feeling of respect. It differs, however, in that it does not assume an established relationship between you and the recipient of your email. You might use “kind regards” in:

Outreach emails.
Emails to new prospects.
Emails to senior staff members.

What Are Some Alternatives to “Kind Regards”?

Again, there are other options to choose from if you’d like to go for something a little less frequently used. The below options might be worth your consideration, but, as with our suggestions for “best regards” synonyms, you should judge your relationship with the recipient carefully when choosing your sign-off. Some alternatives we’d recommend include:

“Sincerely”

“Many thanks”

“With gratitude”

“Cordially”

“Respectfully”

These options retain a formal tone, but it still may be best to stick with “kind regards” if you’re not sure how these alternatives would be received.

“Warm Regards”

This is another popular alternative to “kind regards.” But what does warm regards mean, exactly? In short, both have similar meanings. Both are formal ways of expressing respect for someone while still ending your email to them on a warm, friendly note. “Kind regards” is perhaps the most commonly encountered warm regards synonym in professional emails and letters; no matter which you choose, you can’t go wrong! And remember, you have the previously mentioned alternatives to choose from, as well.

Example Emails Using “Best Regards” or “Kind Regards”

Now that we’ve explained what these sign-offs mean and how they should be used, we’ll now provide you with a couple of examples using both. We’ve also included a couple of examples using alternative sign-offs. When reading these example communications, think about the sort of language they use and the general tone they adopt. Hopefully, you should then have a better idea of how to compose business emails yourself.

Best Regards

Good morning Abby, Here are the figures you requested during yesterday’s meeting. Hopefully, after reviewing the attached file, you’ll have a better understanding of how our product can help streamline your financial management and benefit your company. If there’s anything else I can help you with, or if you have any other questions or concerns you’d like me to address, don’t hesitate to reach out. Best regards, Stephen

Kind Regards

Dear Rebecca, My name is Stephen. We met briefly at last night’s Marketing Meetup networking event and you were kind enough to share some of your experiences in the industry with me. It was wonderful to meet you and hear more about your work. Provided you have the time, I’d love to connect with you and continue our discussion; it is my hope that this would prove valuable to both of us. If this sounds agreeable to you, please let me know when you might be free to meet. Kind regards, Stephen

Looking Forward to Hearing from You

Hi James, I hope you and Amanda are doing well! As discussed last time you visited us in-store, I’m emailing you to remind you about your complimentary ring polishing voucher. There’s still time for you to claim it, and we’d love to see you and Amanda to find out how you’re getting on with your new rings! If you’d like me to book an appointment for you in-store, just let me know! Looking forward to hearing from you, Alexandra

Sincerely

Dear Pauline, I wanted to get in touch to thank you for meeting with me today. Our conversation was very interesting and I very much enjoyed the opportunity to find out more about this job opportunity. Having heard more about the role, I feel more strongly than ever that I would be an asset to your team. If you need anything else from me, please do get in touch. I would be happy to answer any further questions. Again, thank you. I look forward to hearing from you in the future. Sincerely, Victor

Final Thoughts on Ending an Email with “Best Regards” or “Kind Regards”

Whether you use “best regards,” “kind regards,” or some other alternative at the end of your email, your decision should be made based on your existing relationship with the recipient. This should dictate the tone and level of formality you use. If you’re not sure where you stand with the recipient, review your previous conversations with them. In the event you’ve exchanged emails in the past, take a cue from the tone they adopt when speaking to you. When in doubt, we’d recommend using “kind regards.” As the most formal, polite option, this sign-off is always the safe bet. Using this, you’ll be sure to leave your colleague or customer with a positive impression of you.