In the professional email communication every word counts. The sign-off at the end of your message can make a lasting impression. But the questions remains is whether to use “Best regards” or “Kind regards’ in an email signature at the end of a business email?
In this comprehensive guide, we’ll get deeper into the nuances of this phrase, explore its practical applications, and provide actionable insights for making memorable email signatures.
What does “Kind regards” mean at the end of an email ?
“Kind regards” is an expression of formality and friendliness in email communication. When you use this phrase in email, you’re expressing respect and goodwill toward the recipient. It’s like extending a virtual handshake, acknowledging their presence, and leaving the door open for future interactions.
When to use “Kind regards” in the email signature?
Using kind regards is suitable for exploratory outreach emails where you want to communicate respect for the recipient but you have not yet built a relationship with the recipient yet.
Here are some of the instances where using this email sign-off can be more effective and suitable —
1. Professional Introductions: Imagine you’re reaching out to a prospect or a business partner for the first time, “Kind regards” strikes the right balance—it’s respectful without being overly formal. It indirectly speaks that you respect the connection and you are looking for engagement with them.
2. Exploratory Emails: You’re reaching out to somebody, perhaps seeking information or collaboration. “Kind regards” signals openness and curiosity. It’s the equivalent of saying, “Let’s explore this together.”
3. Initial Outreach: Whether you’re networking, doing sales outreach or applying for a job, “kind regards” sets a positive tone. It implies, “I appreciate your time, and I’m eager to connect.”
What to say instead of “Kind regards” in emails?
Variety keeps your emails fresh.
You might have just become fed up with using the same expression ‘kind regards’ time and again through your professional emails.
Here are the top 8 kind regards alternatives that you can use for sign-off yoour emails professionally.
#1. Best Regards
You may refer this as a close cousin of “kind regards,”. This phrase expresses both warmth and professionalism. It’s like a firm handshake with a smile. Use it when you want to convey genuine goodwill.
#2.Yours Truly
A classic choice, especially for personal emails. Be careful. Avoid using it in your daily professional communication.
#3.Cheers
It’s mostly an informal and friendly expression. “Cheers” works well among colleagues or acquaintances. Also, it adds more energy to the conversation.
#4.Take care
It’s also another expression that you may use instead of ‘kind regards’. But the usage of this expression is more suitable in personal email communication. Even if you are using it for professional communication, make sure you are really well-known to the recipient.
#5. Sincerely
Sincerely is an ideal email sign-off for highly formal and professional contexts like job application. It also adds an element of respect to the recipient.
#6. Respectfully
This is another expression that you can use instead of “kind regards”. It captures both professionalism and esteem for the recipient.
#7. Cordially
It is a polite and respectful email sign-off. It shows professionalism and friendliness to the recipient.
#8. Many thanks
It’s a powerful expression for gratitude. Use it to convey appreciation in emails.
“Kind regards” v/s “Best regards”: Which one to choose?
In day-to-day email conversation, choosing whether to use “Kind regards” or “Best regards” totally depends on your relationship with the recipient.
“Kind regards” is warm and professional, often used when a certain level of familiarity and affection is present. It’s the equivalent of a friendly nod – acknowledging a shared rapport without overstepping professional boundaries.
On the other hand, “Best regards” is the safe bet for virtually any professional scenario. It’s the handshake of email sign-offs – formal, respectful, and unassuming.
Ultimately, the context of your correspondence and your relationship with the recipient should guide your choice. If in doubt, “Best regards” is universally acceptable and errs on the side of formality.
But if you wish to infuse your message with a touch of personal warmth, “Kind regards” can convey that sentiment subtly and effectively.
In the end, whether you choose “Kind regards” or “Best regards,” consistency and appropriateness to the situation are key to effective email communication.
Read more: “Best regards”: Alternatives, Usage and Examples | SmartReach.io
Examples of using “Best regards” or “Kind regards” in emails
Here are some examples of how you can use kind regards in your email sign-offs more effectively.
1. Formal Business Email
| Subject: Proposal Follow-Up Dear Mr. Johnson, I hope this email finds you well. I wanted to express my gratitude for your time during our recent meeting. Your consideration of our proposal means a great deal to us. If you have any further questions or need additional information, please don’t hesitate to reach out. Kind regards, [Your Name] |
———–
2. Semi-Formal Follow-Up
| Subject: Re: Yesterday’s Meeting Hi Sarah, It was a pleasure meeting you yesterday. Your insights were invaluable, and I appreciate your time. If there’s anything else you’d like to discuss, feel free to reply to this email. Best regards, [Your Name] |
———-
3. Informal Networking Email
| Subject: Coffee Catch-Up? Hey Alex, Long time no chat! Let’s grab a coffee soon and catch up. How about next week? Looking forward to hearing from you. Cheers, [Your Name] |
Bottomline
In formal email communication over the decades, “kind regards” remains a steadfast choice. It’s a nod to tradition almost like a virtual handshake, and a reminder that courtesy never goes out of style.
Remember, whether you’re doing a business deal or reconnecting with an old friend, your email sign-off matters. So, go forth and sign off with kindness—it’s a small gesture that can leave a lasting impression
F.A.Q
Q. Can I use “kind regards” in personal emails?
Yes. While it’s mainly used in professional communication, “kind regards” works well in personal emails too. It adds a touch of grace to your words.
Q. Is there a difference between “kind regards” and “warm regards”?
Yes. “Warm regards” is a bit more personal expression. Reserve it for those whom you know for a long time and you have a lot of respect for them.
Q. When to use kind regards?
Ideally, there are 3 instances when you should use kind regards as an email sign-off. They are – professional introductions, exploratory emails and initial outreach.
Q. What does kind regards mean in an email?
Kind regards is a popular semi-formal email sign-off, generally used in professional email communication with someone you are new to.
Q. Is “regards” a good sign-off?
Yes, it’s a good sign-off. Use it with your co-workers or friends. Avoid using this email sign-off in highly formal emails .(such as job or college applications)
