“Best regards”: Alternatives, Usage and Examples | SmartReach.io

So, you’ve just finished crafting the perfect email – professional, informative, and a little witty. But then comes the age-old dilemma: how do you sign off your email? “Best regards”? “Kind regards”? “Warm regards”? Or anything else?

Sure enough, you’ll find your answer in this article.

We will explore in this blog the use of best regards in email communication and why it is a popular choice among professionals. 

You will learn the best formal and informal alternatives to best regards in email communication. 

Most importantly, by the end of this article you’ll know when and how to use “Best regards” in emails to leave a positive impact on your recipients.

So, let’s get started.

What does “Best regards” mean?

“Best regards” is one of the most commonly used expressions in the email sign-offs. It is a versatile sign-off that strikes a balance between formality and warmth. It conveys respect and professionalism while also maintaining a friendly tone. 

Using this email sign-off shows that you have respect for the recipient but you don’t share a close or personal relationship with the recipient.

Many professionals opt for this sign-off as it is considered appropriate for various types of business correspondence especially with clients whom you know professionally but not-well acquainted personally. 

When to use “best regards” in email communication?

Here are some of the instances where you can use it for in email communication – 

1. When you are in communication with your boss for a project or task.

Use “Best regards” when discussing work-related matters with higher-ups. It maintains a respectful tone.

Example: “Thank you for your feedback on the project. Best regards, [Your Name].”

2. When communicating with a client whom you have built a successful rapport with.

“Best regards” is appropriate for clients you’ve interacted with before. It balances professionalism and warmth.

Example :“Looking forward to our meeting next week. Best regards, [Your Name].”

3. When communicating with your co-workers or personal friends.

Within your organization, this expression works well. It’s friendly yet professional.

Example: “Let’s schedule a team meeting. Best regards, [Your Name].”

4. When following up on an important task

For a polite follow-up in a professional environment, you can always use this email sign-off.

Example: “Dear [Manager’s Name], I wanted to update you on the successful completion of the XYZ project. Best regards, [Your Name].”

Remember, the choice of email sign-off depends on your relationship with the recipient and the context of your message. Try different options, but always aim for a respectful and purposeful conclusion.

What to say instead of “best regards” in an email?

Here are some close alternatives to the expression “best regards” that you can use in your email communications next time.

1. Formal alternatives of “best regards” for email sign-off

Here are some of the formal best regards alternatives that you may use next time in your email sign-off –

  • Cordially 
  • Take care
  • Sincerely
  • Respectfully
  • Yours faithfully
  • Best wishes 

2. Informal alternatives of “best regards” for email sign-off

Here are some of the informal and casual best regards alternatives that you can use while communicating with your co-workers and clients you have known for long – 

  • Warm regards
  • Best
  • Cheers
  • All the best
  • Regards
  • Looking forward to hearing from you

Check out: Email Signature Generators | Secret Weapon for Sales Professionals

Examples of using “best regards” in email 

Below are some examples of using the expression “best regards” in email communications. Observe the usage of the term as per the situation.

#1 Example 

Email to a client

  • Context: You have just finished a project successfully for a client.
  • Recipient: Mr. Johnson, a client you have worked with closely for the last 2 years.
Hi Mr. Johnson,

I’m pleased to inform you that the XYZ project has been successfully delivered. 

Please find the final report attached.

If you have any further requirements, feel free to reach out.

Best regards,

[Your Name]

#2 Example

Email to a co-worker

  • Context: You are about to co-ordinate a team meeting.
  • Recipient: Swastik, a co-worker from another department.
Hi Swastik,

Let’s schedule a team meeting to discuss the upcoming product UX designs. 

How about next Tuesday at 3 PM? 

Your input would be valuable.

Best regards,

[Your Name]

#3 Example 

Email to your manager

  • Context: You need approval for the latest marketing initiative.
  • Recipient: Mr. D’souza, your reporting manager.
Hi Mr. D’souza,

I’d like to request a budget allocation for the marketing Ad campaign. 

Could we discuss this during our weekly catch-up tomorrow?

Best regards,

[Your Name]

#4 Example 

Email to a vendor

  • Context: You’re requesting a quote for office supplies.
  • Recipient: Supplies Co., a vendor you have been working with for the last 4 years.
Hi Supplies Co.,

We’re in need of restocking office supplies. 

Could you please provide a quote for the items listed in the attached spreadsheet?

Best regards,

[Your Name]

Apart from the above professional contexts, you can use best regards email sign-off for your personal emails as well. But be cautious about the recipient and the type of message you are sending.

#5 Example

Email to a friend 

  • Context: You’re catching up with an old friend via email.
  • Recipient: Saragh, your childhood buddy.
Hi Sarah,

It’s been way too long! 

Let’s plan a reunion soon. 

How about meeting up at our favorite coffee shop next Saturday? 

Looking forward to catching up.

Best regards,

[Your Name]


I hope you get the idea of the various contexts of using best regards email sign-off.. Also, I hope now it’s more clear to you on what are some of the best regards alternatives that you can use at times to get rid of the boredom. 

Understanding the appropriate use of “Best Regards” in email can enhance your email etiquette and help you navigate professional communication with finesse. 

So go ahead, experiment with different email signatures but always remember – when in doubt, best regards it out!


Q. What does best regards mean in an email?

“Best Regards” is a versatile and widely accepted email sign-off. It conveys professionalism while maintaining a cordial tone, making it suitable for various business contexts.

Q. Is best regards professional?

Yes, the expression “best regards” is mainly used in professional contexts. Find out the use cases of this expression above.

Q. is best regards capitalized?

Yes. The grammatically correct way to write it is with only the first word capitalized, like “Best regards.” This follows the general rule of capitalizing the first word in a closing.

Q. when to use best regards?

“Best regards” is mainly used in professional email correspondence such as communications with your manager, an old client, or even co-workers. More of such contexts have been discussed in this article.

Q. what to say instead of best regards?

Instead of best regards you may say “kind regards”, “warm regards”,”sincerely” etc. in your email communications depending on the context and your familiarity with the recipient. 

Q. Is it “Best Regards” or “Best regards?”

“Best regards” is the grammatically correct version of this expression. It follows the right rule of capitalization.

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