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

What is an Email Sign-off ?

An email sign-off, the closing part of an email, is crucial as it leaves the recipient with a final impression of the sender. 

It encompasses the closing phrase and the sender’s name, potentially influencing the tone and professionalism of the entire message. Proper sign-offs can impact the recipient's perception and the email's effectiveness.

Importance of Choosing the Right Email Sign-off

• Sets the tone: A sign-off conveys the email's tone, whether formal, friendly, or casual.
• Reflects professionalism: 78% of professionals believe email etiquette, including the sign-off, impacts their willingness to do business.
• Encourages response: A well-chosen sign-off can increase the likelihood of a reply by up to 50% according to a survey of business communication.

Common Types of Email Sign-offs

1. Professional Sign-offs: Used in formal or business contexts.

• Best regards, - Conveys warmth and professionalism, suitable for most professional communications.
• Sincerely, - Ideal for first-time communications or formal letters.
• Kind regards, - Offers a slightly warmer tone than "Best regards," maintaining professionalism with a gentle touch.

2. Friendly Sign-offs: Ideal for colleagues or acquaintances.

• Cheers, - Suggests a cheerful and informal tone, best for less formal relationships.
• Warm wishes, - Adds a personal touch, suggesting well-being and care.

3. Casual Sign-offs: Best for close colleagues or informal emails.

• Take care, - Shows personal concern for the recipient, suitable for people you know well.
• See you soon, - Implies an upcoming meeting or a casual relationship, adding a personal touch.

Best Regards vs Kind Regards vs Warm Regards vs Sincerely

Overview of Email Sign-offs: 'Best Regards' vs 'Kind Regards'

The choice between "Best Regards" and "Kind Regards" as an email sign-off can subtly influence the tone and perception of your email. Both phrases are widely used in professional and casual emails to convey politeness and respect. However, their usage can depend on the context of the message, the relationship with the recipient, and cultural considerations.

Best Regards

Preferred Context: "Best Regards" is often used in both formal and informal email communications. It is versatile and suitable for a variety of situations.

• Professional emails to colleagues or clients you have an established relationship with.
• Follow-up emails after meetings or business interactions.

Perception and Effectiveness:

• Seen as slightly more formal than "Kind Regards," making it suitable for a broad audience.
• A survey showed that emails ending with "Best Regards" had a higher response rate, around 3% higher than emails without a personalized sign-off【source needed】

Kind Regards

Preferred Context: "Kind Regards" carries a slightly warmer tone and is often used when the sender wishes to convey friendliness along with professionalism.some text

• Emails to colleagues in a less formal context or when trying to soften the message.
• Communications with clients where a friendly, approachable tone is desired.

Perception and Effectiveness:

• Perceived as more personal and friendly compared to "Best Regards."
• It can help in building rapport, especially in industries where personal connection is key. However, its effectiveness might vary depending on the recipient's cultural background and personal preferences.

Choosing Between the Two:

• Relationship with Recipient: Your relationship with the recipient plays a crucial role. "Kind Regards" might be better for someone you have a closer relationship with, while "Best Regards" is a safe choice for more formal relationships.
• Cultural Considerations: Some cultures may interpret these sign-offs differently. For instance, "Kind Regards" may be seen as overly familiar in highly formal business cultures.
• Email Content: The content of your email should align with your sign-off. A formal proposal with "Kind Regards" may seem incongruent, as would a friendly check-in email concluded with "Best Regards."

When to Use of 'Best Regards'

Choosing the right sign-off, especially "Best Regards," plays a significant role in professional communication, subtly reflecting your relationship with the recipient and the formality of the context. "Best Regards" is a versatile sign-off that strikes a balance between professionalism and warmth, making it suitable for a wide range of emails. 

The effectiveness of "Best Regards" lies in its balance. It is neither too stuffy nor too casual, making it a safe choice in many scenarios.

Best regards work because:

• Flexibility: It's suitable for a wide range of emails, from cold outreach to regular communication with colleagues or clients.
• Perceived Warmth and Professionalism: It has the warmth to make the recipient feel valued while keeping the professional tone intact.

Here are specific scenarios where "Best Regards" is particularly well-suited:

1. First-time Communications:

When introducing yourself to someone you haven't met, like a potential employer or a new contact in your professional network. It sets a friendly yet professional tone for future interactions.

Example:

2. Professional Correspondence:

For regular communications with clients or colleagues where maintaining a balance between professionalism and cordiality is key. It's especially useful in emails where the relationship is established but not overly casual.

Example

3. Project Updates:

Sending progress reports or updates on ongoing projects to stakeholders. "Best Regards" helps maintain a professional demeanor while ensuring the message is warmly received.

Example

4. Formal Requests:

When making requests, such as asking for a meeting, seeking approvals, or submitting proposals. It shows respect for the recipient's position and authority while keeping the tone approachable.

Example

5. Networking Emails:

Reaching out to new connections on LinkedIn or via email to ask for advice, job leads, or introductions. "Best Regards" can help leave a positive impression, signaling that you're professional yet personable.

Example

6. Response to Inquiries:

Replying to questions about your services, products, or availability. Whether responding to a potential client or a business partner, "Best Regards" concludes your email on a polite and respectful note.

Example

7. Emails to Diverse Cultural Audiences:

When you're unsure about the cultural conventions of your email recipient, "Best Regards" is a safe, universally understood sign-off that minimizes the risk of misinterpretation.

Example

8. Follow-up Emails:

After meetings, interviews, or networking events, sending a follow-up email with "Best Regards" helps reinforce your professional image while expressing your appreciation for the recipient's time.

Example

9. Concluding a Difficult Conversation:

In situations where you've had to deliver tough feedback or navigate a challenging professional scenario via email. "Best Regards" can help soften the message and signal a willingness to continue interactions on positive terms.

Example

10. Closing Sales or Services Emails:

When you're wrapping up communications that involve negotiation or discussion of terms. It's a professional sign-off that also aims to leave the door open for further dialogue.

Example

Alternatives to 'Best Regards'

Use of 'Kind Regards' in Email Sign-off

"Kind Regards" is a sign-off that strikes a balance between professionalism and warmth, making it an excellent choice for various professional scenarios. It's particularly useful in communications where you wish to convey respect and courtesy, along with a hint of personal warmth. 

Why "Kind Regards" Works in below Scenarios:

• Professional Warmth: It perfectly balances professionalism with a touch of personal warmth, which is crucial in building and maintaining professional relationships.
• Respectful Tone: "Kind Regards" is particularly effective in scenarios where a respectful tone is paramount, such as communications with seniors, authorities, or new business contacts.
• Versatility: While slightly more formal than "Best Regards," it remains versatile enough to be used in a wide array of professional emails, from job applications to high-level communications.

Here's when "Kind Regards" can be the most appropriate choice:

1. Job Application Emails:

When applying for a job, especially one advertised through digital or traditional media. Since there's no pre-existing relationship with the hiring manager or HR personnel, "Kind Regards" offers a respectful yet warm closure to your application, making a positive impression.

Example

2. Communicating with Senior Colleagues:

In emails to senior colleagues where the content requires a blend of respect and collegial warmth. Whether it's discussing project details, requesting assistance, or sharing information, "Kind Regards" helps maintain a professional yet friendly tone.

Example

3. Emails to a Senior and Serious Boss:

When addressing your boss who is known for a more formal or serious demeanor. Using "Kind Regards" in such emails respects the formal hierarchy and the boss's personality, ensuring your message is received with the seriousness it deserves.

Example

4. First-time Communications with New Clients or Customers:

In your initial emails to new clients or customers, where establishing a tone of professional warmth is crucial. "Kind Regards" can help set the stage for a respectful and positive relationship, signaling that you value their business and look forward to working with them.

Example

5. Follow-up Emails After Networking Events:

After meeting potential clients, employers, or collaborators at networking events, use "Kind Regards" to foster a connection that is professional yet open to future engagements. It shows you value the connection made and are serious about exploring opportunities.

Example

6. Responses to Formal Inquiries:

When replying to formal inquiries about your products, services, or availability. "Kind Regards" adds a layer of professional courtesy to your response, enhancing the recipient's perception of your commitment to customer service.

Example

7. In Emails to Authorities or Government Officials:

When writing to officials or authorities where a higher degree of formality is required. "Kind Regards" shows respect for their position and the formal context of your communication.

8. Emails to Professors or Academic Contacts:

For correspondence with academic professionals, especially when seeking advice, recommendations, or clarifications. "Kind Regards" conveys both respect for their expertise and your eagerness to learn or collaborate.

Example

Alternatives for 'Kind Regards'

How to Decide Between Using "Kind regards" and "Best regards" in Your Emails or Letters

Best Practices for Email Sign-offs

Always start your closing phrase with a capital letter and follow it with a comma, e.g., "Best regards,"

Ensure consistency between the tone of your email and your sign-off. A mismatch can confuse the recipient and detract from the message’s impact. In a 'professional email', avoid overly casual sign-offs, which might come across as unprofessional or 'overly familiar'.

The first word of your sign-off is impactful. 'Best' in 'Best regards' conveys a wish for good things, subtly enhancing the positive tone of your message.

In formal email, the word 'Best' imparts a positive, respectful vibe, balancing professionalism with a hint of warmth. Unlike 'Warmest regards', which may imply varying degrees of familiarity, 'Best' is universally accepted and less prone to misinterpretation, making it an ideal choice in written correspondence

To Choose the Email Sign-off: Align Email Tone with Recipient Expectations

Choosing the right email sign-off can sometimes feel like navigating a minefield of professional etiquette. The wrong choice might misrepresent your tone or intention, especially in professional contexts where first impressions are crucial. 

Here's what to do if you find yourself unsure about the appropriate email sign-off to use:

Assess the Relationship and Context:some text

• Consider the nature of your relationship with the recipient. Is it formal, casual, or somewhere in between?
• Reflect on the context of your email. Is it a job application, a request for information, a casual update, or a formal proposal?

When in Doubt, Opt for Neutral:some text

• Neutral sign-offs like “Best” or “Regards” are safe choices that are professional without being overly formal or personal. They are widely acceptable in most business communications.

Look at Previous Communications:some text

• If you've exchanged emails with the recipient before, review their sign-offs. Mirroring their tone can be a safe strategy.
• A study found that emails that mirror the recipient's tone and formality have a 10% higher response rate【source needed】.

Consider the Industry Norms:some text

• Different industries have varying levels of formality. Tech and creative fields might lean towards more casual sign-offs, while law, finance, and academia may prefer formalities.
• According to a survey, 85% of professionals in the legal field prefer traditional sign-offs like “Sincerely,” compared to only 45% in the tech industry【source needed】.

Use the Full Name Sign-off in Very Formal Situations:some text

• In highly formal contexts, especially when addressing someone of high status whom you’ve never met, using your full name without a closing phrase can be appropriate.

Err on the Side of Formality When Uncertain:some text

• Being overly formal is generally less risky than being too casual in a professional setting. “Yours sincerely” or “Respectfully” can be used when you’re unsure of how formal you need to be.

Adapt Based on Feedback:some text

• Pay attention to feedback, both direct and indirect. If your recipients adjust their tone in their responses, consider if your sign-off may have influenced their perception.

Avoid Overly Personal or Creative Sign-offs in Professional Emails:some text

• While “XOXO,” “Cheers,” or “Warmest” might be perfect for friends or close colleagues, they can come off as unprofessional or too casual in many contexts.

Best Email Sign-offs to Choose:

What to Consider When Matching Email Tone with the Recipient

When matching your email tone with the recipient, consider the following key points:

Relationship with the Recipient: Adjust your tone based on how well you know them. Use a formal tone for professional relationships, like 'Sincerely' in business emails, and a more casual tone for personal contacts.

Purpose of the Email: A formal email about a business deal requires a different tone compared to a casual update email. Choose sign-offs like 'Best regards' for formal emails and 'Warm regards' for less formal ones.

Cultural and Organizational Norms: Be mindful of cultural differences and the norms of your organization. What's acceptable in one culture or company might differ in another.

Context of the Communication: Consider the subject matter of your email. Sensitive topics require a more thoughtful and careful tone compared to routine updates.

Recipient's Position: If you're emailing someone in a higher position or with whom you have a formal relationship, use a respectful tone and formal sign-offs like 'Respectfully'.

Adapting Sign-offs in Business Letters and Personal Emails

Adapting sign-offs in business letters and personal emails means choosing the right closing phrase based on the nature of your relationship with the recipient and the context of your communication.

Selecting the right sign-off is crucial.

It should match:

• The level of formality
• The type of relationship with the recipient

This method ensures that your emails are perceived as respectful and appropriate. It applies to both business contexts and personal communications.

Why You Need to Understand Cultural Differences in Formal and Informal Email Closings

The global nature of modern communication makes it essential to understand cultural differences in email closings, whether you write 'best regards', 'kind regards', 'regards best', or other sign-offs. This understanding is crucial for effective communication in diverse settings.

What to Consider When Matching Email Tone with the Recipient

Cultural Sensitivity

Recognize that phrases like 'best regards' or 'sincerely' might carry different connotations in various cultures. In some cultures, formal communication might favor 'warm regards' or 'kindest regards', while others might see them as overly casual.

When communicating with international colleagues, close friends, clients, or an Unknown person, it's beneficial to research their local email etiquette or ask for their preferred sign-offs. Being aware of these cultural differences and adapting accordingly demonstrates respect and cultural awareness, which can significantly impact the success of your global communications.

Contextual Appropriateness

In formal business correspondence, traditional sign-offs such as 'best regards' are often expected. However, for more casual or personal emails, 'kind regards' or 'warm wishes' might be more fitting.

Best Practices for Global Email Communication

Research Cultural Norms

Before sending an email, especially in a business context, understand the recipient's cultural background. This might influence whether to use 'best regards' or a more informal sign-off.

Tailor Your Approach

If unsure, it's safer to err on the side of formality. However, as you build a relationship, you might adjust your sign-off to be more personal, such as 'warm regards'.

Consistency in Professional Settings

In professional emails, especially when dealing with senior management or formal communications, maintain a consistent tone. Using 'sincerely' or 'respectfully' can convey a sense of professionalism.

Avoid Overly Casual Sign-offs

In a new job or with unfamiliar colleagues, avoid overly casual sign-offs. Stick to universally accepted phrases like 'best regards' until you understand the company culture better.

Cultural Variations in Mail Sign-offs Around the World

Different cultures have varied preferences and considerations of email closings:

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United States and Canada: Email communication is generally more casual in these countries. 'Best regards' and 'Kind regards' are commonly used in professional settings, but it's not unusual to see more informal closings like 'Thanks' or 'Cheers' in less formal emails.

United Kingdom and Australia: While similar to North American standards, there's a bit more formality in professional settings. 'Kind regards' is a popular choice, striking a balance between formality and warmth.

Japan and South Korea: These cultures value formality and respect, especially in business contexts. It’s common to end emails with a respectful sign-off, often reflecting the hierarchical relationship. A simple 'Sincerely yours' can be appropriate, but it's best to observe local customs or seek advice from local colleagues.

Germany and Austria: These countries typically prefer formal communication in business. Using 'Mit freundlichen Grüßen' (With kind regards) is a standard formal sign-off. For English emails, ‘Best regards’ is a safe option.

Middle Eastern Countries: Formality and respect are highly valued. Phrases like 'Best regards' are suitable for business communications.

India: Business communications often follow British English norms, so 'Kind regards' and 'Best regards' are common. However, as with many cultures, the level of formality can depend on the existing relationship and context.

Concluding Thoughts on Email Closings

Selecting an appropriate mail closing hinges on the context and the recipient’s expectations. In professional or business scenarios, 'Best regards' is often the go-to choice, balancing formality and warmth.

Conversely, for initial interactions or when expressing gratitude, 'Kind regards' can foster a warmer and more personable connection. It subtly conveys appreciation and acknowledges the recipient’s assistance or impact.

Bonus: Beyond "Best Regards" and "Kind Regards"

Here are 15 more "Best regards" Alternatives:

1. Respectfully
2. Best
3. All the best
4. Thank you
5. Thanks again
6. Thanks in advance
7. Thank you for your time
8. Cheers
9. Talk soon
10. Looking forward to our next conversation
11. Looking forward to hearing from you
12. Have a wonderful [day, weekend]
13. Happy weekend
14. Reach out with questions
15. Let me know if you need anything 

Here are 10 more "Kind regards" Alternatives:

1. Sincerely
2. Cordially
3. Many thanks
4. Take care
5. Sending you the best
6. Respectfully
7. Thank you for reading
8. With gratitude
9. With appreciation
10. With many thanks

Further Reading

To further refine your email communication and enhance your overall email strategy, consider exploring the following resources on our blog. These articles offer additional insights and practical advice to improve the effectiveness of your email interactions:

1. Politely Asking for an Update in an Email: Discover strategies for politely requesting updates in your emails, ensuring you communicate effectively without seeming pushy. This guide provides templates and tips to make your follow-ups more effective.
2. Crafting Effective Subject Lines for Follow-Up Emails: Learn how to craft subject lines that grab attention and increase the open rates of your follow-up emails. This article offers examples and best practices to make your emails stand out.
3. The 2024 Guide for Mastering Follow-Up Emails: Master the art of follow-up with this comprehensive guide. From timing to content, learn how to create follow-up emails that prompt responses and help close deals.
4. How to Start an Email: Best Practices and Examples: This article provides guidance on starting emails in a manner that sets the right tone and engages the reader from the first line, crucial for making a positive impression.
5. Writing an Email to Offer a Service: Find out how to craft compelling emails that effectively offer services to potential clients. This piece includes tips on structuring your message and tailoring it to meet the needs of your audience.

These resources are designed to complement your knowledge on email etiquette and enhance your email communication skills, ensuring you make the most of every message you send.

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