How to use 'Best regards' in your email (with examples)

Picture this: you’ve spent a good chunk of time crafting an important email, making it clear, concise and professional. You’re ready to hit send, but there’s one final detail to decide upon: how do you sign off? 

Just as a strong email opener starts you off on the right foot, your closing words are the last impression your recipient has of you. That makes it important to wrap up your email well. “Best regards” is a popular sign-off for many professional emails, and this article will help you decide whether it’s right for you.

Our guide covers what “Best regards” means, examples of when you should use it, and how to use it effectively. We’ve also put together some alternatives to “Best regards” so you have options for wrapping up your emails with finesse.

What does “Best regards” mean?

“Best regards” is a common way to close professional correspondence, whether you’re writing an email, a letter, or a card. 

Literally speaking, the phrase expresses your “best wishes” and high regard for your recipient. It conveys warmth and respect while sounding professional.

Here’s how you should sign off using “Best regards” in an email:

Best regards,
[Your name]

This sign-off is popular because it strikes a balance between friendliness and formality, making it a staple in workplace communication.

Is “Best regards” formal or informal?

“Best regards” is a versatile sign-off that’s best described as semi-formal. It’s friendly without being overly casual, and respectful without sounding too conservative. 

Here’s how it squares up to other common business sign-offs:

Formal sign-offs:

• Yours sincerely: often used in formal communication, especially in cover letters and official correspondence.

• Yours respectfully: a highly formal option that’s not often used in a workplace setting.

Informal sign-offs:

• Cheers: casual and friendly, ideal for emails to close colleagues.

• Best: a quick, shortened alternative to “Best regards”.

“Best regards” lies between these two ends of the spectrum, making it useful in a range of professional scenarios.

When to use “Best regards” in an email

Here are common professional situations where “Best regards” is a great choice in your email.

• Job applications: when you’re submitting a cover letter or emailing a potential employer.

• Client communication: when you’re writing to prospects or current clients.

• Internal communication: when sending work to your boss or collaborating with colleagues.

• Vendor or supplier correspondence: to communicate your respect and politeness in business dealings. 

• Emailing someone who uses it first: matching their tone helps you build rapport.

When not to use “Best regards” in an email

While “Best regards” is versatile, it isn’t always the best choice. In certain situations, a different sign-off might suit your email better. 

When sending out job applications to potential employers

Job applications often call for a tone of formality and professionalism. This is especially true in industries where formal communication is the norm, such as law or finance. 

In such cases, use a more formal sign-off for your cover letter or email, like “Sincerely” or “Yours respectfully”.

When emailing organisation leaders or executives you don’t know well 

If you’re reaching out to a CEO, board member, or other senior executive with whom you don’t have an established relationship, “Best regards” might seem too casual. 

Opt for a formal sign-off like “Respectfully” or “Yours sincerely” to strike the right tone. 

When doing cold outreach to potential clients

Cold outreach emails are your first opportunity to make a strong impression on potential clients or partners. While “Best regards” is polite, it may not have the formality you need to establish credibility with someone who doesn’t know you yet. 

Instead of “Best regards”, consider using a closing like “Yours sincerely” or “Cordially”. This shows your respect and willingness to build a professional relationship, setting the stage for mutual trust.

Examples of how to use “Best regards” in an email

Now that you know when to use “Best regards”, what should your email look like? Here are some examples of common scenarios where this versatile sign-off can come in handy.

Scenario 1: Emailing your boss about a completed task

Subject: Monthly report submission

Dear [Boss’s name],

I’ve attached this month’s report for your review. Please let me know if there’s anything else you’d like me to include.

Thank you!

Best regards,
[Your name]

Scenario 2: Asking your colleague a question

Subject: Quick question about the presentation

Hi [Colleague’s name],

For tomorrow’s presentation, could you please confirm who will be covering which slides? Just wanted to make sure I’m prepared!

Best regards,
[Your name]

Scenario 3: Setting up a meeting with a client

Subject: Scheduling a meeting for our upcoming project

Dear [Client’s name],

Ahead of our upcoming project next month, I’d like to schedule a call to discuss [specific topic]. Would next Wednesday at 2.00pm work for you?

Thank you!

Best regards,
[Your name]

“Best regards” vs. “Kind regards”

When it comes to professional email sign-offs, “Best regards” and “Kind regards” are among the most popular. While they may seem similar at first glance, they have slight differences in tone. 

“Best regards” is semi-formal, signalling respect but maintaining a touch of casual friendliness. It’s a great choice for ongoing conversations or emails where you already have some rapport with the recipient.

“Kind regards” is slightly more formal than “Best regards”. It’s ideal for situations where you want to sound more polite or reserved. For example, if you’re talking to high-level executives or clients for the first time, “Kind regards” can give your message that extra touch of courtesy.

If you aren’t sure about which to choose, “Kind regards” is usually the safer choice. 

Other great ways to sign off an email

If you’ve been using “Best regards” for a while and want to switch things up, here’s a selection of options to suit various situations.

Yours sincerely

“Sincerely” or “Yours sincerely” is a formal, classic sign-off. You can use it for cover letters and emails to contacts you’ve never corresponded with.

Respectfully

Another formal sign-off, “Respectfully” emphasises high regard for the recipient. It’s more appropriate for emailing senior leaders in a formal or very conservative workplace setting, like government or law.

Warmest regards

Like “Best regards”, “Warmest regards” is semi-formal but dials up the friendliness. You can use this with colleagues and clients you correspond with regularly or have built a close relationship with. 

Regards

“Regards” is the shorter and less formal sibling of “Best regards”. However, it can come across as curt, so use it with caution. 

Best

“Best” is casual and brief, making it perfect for colleagues or people you email regularly.

Many thanks

“Many thanks” is a friendly alternative to express appreciation. Depending on your industry, this may be a great way to convey your gratitude without sounding too stuffy.

Cheers

In recent years, “Cheers” has become more popular as a casual way to close an email. Because it’s so friendly and familiar, it’s best reserved for colleagues or people you know well. 

Tips to use “Best regards” effectively

Format it right

Place “Best regards” directly above your name, use a comma after it, and leave a line space between your last sentence and your sign-off for clarity. Don’t capitalise “regards”.

Match the context

While “Best regards” is fairly versatile, it can feel out of place in friendly emails. If the body of your email is informal, try a more casual sign-off like “Best” instead. 

Maintain a consistent tone

Everyone has a professional persona – some of us prefer sticking to formal language, while others like peppering emails with smiley faces. Your professional persona is also shaped by your industry and role.

For consistency, align your sign-off with your professional persona. For example, if your industry is more laidback and you adopt a friendly persona when writing emails, you can opt for casual closings like “Cheers”. 

Ultimately, there’s a reason why “Best regards” is a classic sign-off – it’s versatile and works in most professional contexts. When in doubt, it’s a safe choice to close your emails with warmth and respect; consider it your everyday go-to for writing emails at work.

FAQs

What does “Best regards” mean in an email?

It’s a sign-off that communicates your well wishes and respect for the recipient. It’s warm yet professional, making it an ideal choice for many types of professional emails.

When is it appropriate to use “Best regards” in a professional email?

“Best regards” is suitable for semi-formal emails, such as communicating with colleagues, clients or people outside your organisation. Whether you’re following up on a question to your colleague, giving project updates to your boss, or discussing business dealings with a vendor, it strikes the right tone of respect and friendliness.

Are there situations where “Best regards” is not appropriate?

Yes. “Best regards” may feel too casual for formal contexts, like emailing senior executives or submitting job applications. On the other hand, it may feel too formal for casual emails to close colleagues. It’s best to tailor your sign-off to the situation.

How does “Best regards” compare to other closings like “Kind regards” or “Warm regards”?

Generally speaking, “Best regards” is the middle ground between formal and casual sign-offs. “Kind regards” is slightly more formal, making it a great option when emailing first-time contacts or senior leaders. “Warm regards” is friendlier and suitable for people with whom you already have an established relationship.

Should I always capitalise “Best regards”?

Yes, the “B” should always be capitalised in “Best regards”. It’s a small detail, but it is technically correct, which can make a big difference to how professional your email looks.

What are some alternatives to “Best regards” for professional emails?

Alternatives include “Sincerely” for formal emails, “Warm regards” for a friendly but professional tone, and “Cheers” for casual notes. The golden rule is to choose a sign-off that matches your email’s tone and your relationship with your recipient.

Is it okay to use “Best regards” in a letter?

Yes, “Best regards” is great for traditional letters too. Its professional yet friendly tone suits written correspondence like business letters and thank-you notes.