You draft a comprehensive email with an engaging subject line. Your greeting is also catchy and different from routine emails. And then you sign off the email by stating “Thanks” or “Sincerely.” Both these are general terms and look too formal, while the word “Cheers” looks tired.
“Best regards” and “kind regards” are two options that look unique and more appealing than the above-mentioned titles. Both these options can be used for business email signatures. However, not many know that these are a bit different and how to use these options in a correct way.
To avoid bad impressions or email faux pas, here is a simple guide about how to use these words in your emails appropriately.
When to Use “Best Regards”
First, let’s discuss the “Best regards.” We can say that Best regards are the less formal version. Moreover, it’s a safe, pleasant, and respectful way to sign off your business emails.
Besides, it works as a neutral sentiment that demonstrates respect and gratitude without claiming to have a relationship further than what you’ve developed with your leads, customers, or colleague. You can use “Best regards” in these cases:
- When writing emails to your current clients.
- When emailing vendors and colleagues.
- When communicating with your future customers or clients, you have engaged in two-sided conversation.
- When writing emails to your colleagues within your company.
Below is the example of how to correctly use “Best regards” in your email:
Hello John,
Attached, please find the case study that we discussed a few days back. It will answer your concerns about how BG Solutions can organize your whole accounting process, and you can also use it with your present software.
Please let me know in case you have any queries.
Best regards,
Lee
If you want to know a formal or semi-formal substitute to “Best regards,” here are some alternatives of Best Regards.
“Best Regards” Alternatives
- Respectfully
- Thank you for your time
- Cheers
- Talk soon
- Looking forward to our next conversation
- Best
- All the best
- Thank you
- Thanks again
- Thanks in advance
- Looking forward to hearing from you
- Let me know if you need anything
- Have a wonderful [day, weekend]
- Happy weekend
- Reach out with questions
“Kind Regards”
“Kind regards” can be said as a more formal version of “Best regards.” You can use this option for starting, outreach, or exploratory emails. It also demonstrates respect but feels less of a developed relationship. “Kind regards” is a more professional and suitable way to sign off an email in business communications.
You can use Kind Regards in these scenarios:
- When sending warm outreach emails.
- When you are at the early stages of communicating with your future customers and prospects
- When sending emails to an executive of any company
- When introducing yourself to a client, friend, or colleague
- When you are not sure which sign-off to use in your email
Here is an example of using “Kind regards” in your emails:
Hello John, I noticed you copied our recent case study regarding BG Solutions and how to use it to streamline the finance and accounting operations of your business Standingwater Inc. If you have any queries about that case study, I'd be glad to answer them. Kind regards, Lee
However, after drafting rapport or if you are working with any business associate, we will advise you not to use “Kind “and “Best “entirely and just write “Regards.” However, some experts state that this feels colder instead of familiar. Here is an ideal example of how you can use “Regards” in your email:
Hello John, It was nice to speak with you earlier. I sent you an invitation for the demo we agreed upon for Friday, September 10th at 12:00 PM EST. Below is the agenda of the call for your ready reference. Please feel free to contact if you have any questions. Regards, Lee
Regardless, it is the casual version and represents the closest kind of business relationship. So we advise you to use it for your regular clients or colleagues whose email tone is familiar to you.
“Kind Regards” Alternatives
- Sending you the best
- Respectfully
- Sincerely
- Thank you for reading
- With gratitude
- Cordially
- Many thanks
- Take care
- With appreciation
“Kind Regards” vs. “Warm Regards”
“Kind regards” in simple words is a formal sign-off in comparison with the “Best regards,” — and “Warm regards” includes the familiarity.
“Warm regards” is mainly used when sending emails to close friends and family members. It is not that common in business correspondence.
If you are not sure, try to match the client’s Tone
If you are still confused or unsure which term you should use in your emails, match the formality and tone of your business and clients. If they have signed off their recent email with “Best wishes,” reply to them with the exact words or substitute such as “Best regards.”
If they are using the formal signature in their emails, such as “Sincerely, or “Kind regards,” match their tone and sentiments.
