Best Regards vs Kind Regards: Choosing the Right Email Sign-Off

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Editor
Updated on: June 9, 2024

Choosing the right email sign-off is crucial for maintaining a professional and respectful tone in your business communications. Two popular options are "kind regards" and "best regards," but what's the difference between them?

In this article, we'll explore the nuances of "kind regards" and provide guidance on when and how to use this email sign-off effectively. Understanding the proper usage of "kind regards," will ensure that your emails convey the appropriate level of respect and professionalism.

Understanding the Difference Between "Best Regards" and "Kind Regards"

They convey different levels of formality and are best used in specific contexts, depending on your relationship with the recipient.

  • Best regards: Is a semi-formal sign-off that is friendly and professional. It's suitable for emails to colleagues, clients, or associates with whom you have an established relationship. This sign-off strikes a balance between respect and familiarity.
  • Kind regards: Is a more formal variation of "Best regards." It's an appropriate choice when emailing someone for the first time or when you want to maintain a higher level of formality. "Kind regards" is perfect for introductory emails, reaching out to new contacts, or corresponding with individuals in higher positions.

When deciding between "Best regards" and "Kind regards," consider the formality of your email and your relationship with the recipient. For established relationships, "Best regards" is a safe choice, while "Kind regards" is better suited for new contacts or more formal situations.

When to Use "Best Regards" in Your Emails

kind regards 1

Best regards

It is a versatile email sign-off that can be used in various professional situations. It's particularly suitable for emails to colleagues, clients, or business partners with whom you have an established relationship. This sign-off strikes a balance between friendliness and professionalism, making it appropriate for ongoing correspondence and follow-up emails.

Example

Subject: Project Update

Hi John,

Thanks for your contributions during today's project meeting. I wanted to follow up on a few key points:

- I've attached the revised timeline based on our discussion. Please review and let me know if you have any concerns.

- I'll be reaching out to the design team to schedule a brainstorming session for next week. I'll keep you updated on the progress.

- Please send me your portion of the budget proposal by Friday so I can incorporate it into the final document.

If you have any questions or need assistance with anything, don't hesitate to reach out. 

Best regards,

Emily Johnson

Project Manager

In this scenario, Emily is emailing a colleague she works with regularly. "Best regards" is suitable here because it maintains a friendly yet professional tone in the context of their working relationship

Kind regards

It is less formal, making it a good choice for communicating with people you've interacted with before. However, it's still professional enough to maintain a respectful distance.

Example:

Subject: Introduction and Meeting Request

Dear Mr. Johnson,

I hope this email finds you well. My name is Sarah Thompson, and I recently joined the marketing department at ABC Company. I understand that you are a key stakeholder in our upcoming product launch.

I would love the opportunity to meet with you to discuss the marketing strategy and get your input. Please let me know if you have any availability next week for a brief introductory meeting.

I look forward to working with you on this exciting project.

Kind regards,

Sarah Thompson

Marketing Coordinator, ABC Company

In this example, "Kind regards" is appropriate because Sarah is introducing herself to someone she hasn't met before. The email has a professional and respectful tone, and "Kind regards" helps to maintain that formality

Other Formal and Informal Email Signatures to Consider

Sincerely: A versatile and widely used closing suitable for both formal and informal emails. It conveys a sense of genuineness and can be used in professional settings or when expressing sincerity.

Warm regards: Strikes a balance between the formality of "Kind regards" and the friendliness of "Best regards." It's a suitable choice for business emails when you want to convey a sense of warmth and sincerity.

Warm wishes: A heartfelt closing that is suitable for both professional and personal emails. It conveys a friendly tone without being too informal.

Thank you: A simple and effective way to express gratitude and appreciation to the recipient. It can leave a positive impression and show that you value their time and effort.

All the best: A polite way to end both formal and semi-formal emails, ideal for colleagues, business contacts, and friends. It indicates that you hope the recipient experiences only good things in the future.

Regards: A slightly more formal variation of "Best regards" that can be used in professional correspondence. However, some may find it a bit stiff or impersonal.

Cheers: A friendly, informal closing that is best used in casual business correspondence or with people you know well. It may not be suitable for very formal emails.

Yours truly or Truly yours: A traditional and somewhat old-fashioned closing that expresses sincerity. It may be seen as a bit too formal or personal for modern business communications.

Have a great day/week: A friendly sign-off that wishes the recipient well. It's a good choice for less formal business emails or when you want to add a positive tone to your message.

Take care: An informal and caring closing that is best used with people you have a good relationship with, such as coworkers or clients you know well.

Thanks again: If the recipient has done you a favor or provided assistance, this sign-off is a way to reiterate your appreciation. It's best used when you've already expressed gratitude earlier in the email.

Email Sign-Off Best Practices for Professional Communication

kind regards 2

To ensure your email sign-off is appropriate, follow these best practices for email etiquette in a professional setting.

First, keep the sign-off consistent with the email's tone and content. If your email is formal, such as a job application, use a more professional sign-off like "Sincerely" or "Best regards." If your email is less formal, "Kind regards" can be a suitable choice.

Next, consider the purpose of the email and your relationship with the recipient. If you're emailing a close colleague, a more informal sign-off like "Thanks" or "Cheers" may be acceptable. However, when emailing someone you don't know well or in professional correspondence, stick to more formal options.

Ensure proper grammar and capitalization in your sign-off. "Kind Regards" is incorrect; instead, use "Kind regards" with only the first word capitalized. Include your full name, job title, and contact information in your email signature to make it easy for the recipient to identify and contact you.

Finally, avoid overly casual or informal sign-offs in professional correspondence. While "Kind regards" strikes a balance between friendliness and professionalism, sign-offs like "Later" or "Peace out" are too informal for a business setting.

The Impact of Choosing the Right Email Sign-Off

Choosing the right email sign-off can significantly impact the effectiveness of your email communication. A well-crafted sign-off demonstrates your professionalism and attention to detail, leaving a positive impression on the recipient. When you use an appropriate sign-off like "Kind regards," you show respect and courtesy, which helps build and maintain positive relationships with colleagues or clients.

The right email sign-off can also influence response rates, especially in email marketing and cold email outreach. Certain sign-offs, particularly those expressing gratitude, can lead to higher response rates compared to generic or neutral closings. By selecting a sign-off that aligns with your message and target audience, you can significantly impact the success of your email campaigns.

Conclusion: How to use ‘Kind regards’

In summary, while "Best regards" and "Kind regards" are both popular email sign-offs, they convey different levels of formality and familiarity. "Best regards" is a versatile choice suitable for most professional emails, especially when you have an established relationship with the recipient. On the other hand, "Kind regards" is more formal and appropriate for initial contact or when you want to maintain a respectful distance.

When choosing the right sign-off for your email, always consider the context of your email and your relationship with the recipient. The purpose of the email and the overall tone of your message should guide your decision. Selecting a sign-off that aligns with these factors, ensure that your email leaves a positive impression and effectively communicates your intended message.

As a final tip, remember that crafting an effective email goes beyond just choosing the right sign-off. Pay attention to your subject line, greeting, and the clarity and conciseness of your message. By considering all these elements, you can write professional emails that build strong relationships and achieve your communication goals.

About Author:
Paula is an accomplished content strategist and journalist with over 7 years of experience creating compelling, well-researched materials for business and finance audiences. Drawing on her background in journalism and brand messaging, Paula develops informative content that engages readers across diverse platforms, distilling complex financial topics into accessible, authoritative articles. Her ability to deliver valuable insights helps brands connect with their target audiences and empowers professionals navigating the ever-evolving business landscape.
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