At a glance…
- Choosing the right email sign-off is important. It helps show the right level of formality and professionalism.
- “Best regards” is a good choice for most professional email exchanges.
- “Kind regards” feels a bit warmer. It works well for ongoing relationships or casual chats.
- “Best wishes” is great for personal emails or messages that celebrate something.
- “Yours sincerely” is more formal. It is good for traditional letters or very formal emails.
- To pick the best sign-off, you need to know the context, the person you are emailing, and what you want to say.
In professional email communication, your email signature serves as your final handshake. An important part of this handshake is the sign-off you choose. Picking the right closing for your business email is not always easy. It should feel natural, match who you are, and also connect with the person who is receiving it. Let’s look at popular email sign-offs to help find the best way to end your next professional email. Here goes!
Understanding Email Sign-offs
Email sign-offs, also known as valedictions, are the last words you write before your name in an email. They show that your message is finished, like the opposite of a greeting. While they might seem small, they are important in professional correspondence.
A good email closing can change how the person reads or interprets your message. It can also affect how they respond in the future. A careful choice of valediction shows you are professional and respectful. It also means you understand how to write emails, which helps create a good impression on the recipient.
The significance of choosing the right sign-off
Have you ever stopped yourself before hitting ‘send’ on an email, unsure if “Best,” “Cheers,” or “Sincerely” is the right way to end it? You’re not alone. People debate the choice of closing an email every single day – and for good reason.
The sign-off is very important. It’s about sticking the landing. That’s especially so when you’re talking to a potential client or employer for the first time. Too casual, and you might seem unprofessional; too formal, and you might seem awkward.
When you have an established relationship, you might feel free to use a more casual closing. The stronger rapport you have built over time can help you choose sign-offs that reflect your relationship.
In the end, you need a sign-off that matches the situation, the goal of sending the email, and also how formal you want to be with the recipient.
Cultural differences in email sign-offs
Our world is getting ever more connected through global communication and as with most things, cultural differences affect will email etiquette. What’s normal in one culture may seem wrong or offensive in another.
For instance, one study showed 40% of Koreans thought an email written by an Australian was impolite!
For example, some phrases can mean different things or have different levels of formality in various cultures. Email closings can be affected by rules about politeness, rank, and how people relate to each other.
According to the BBC, European countries tend to use variants of ‘Kind regards’ or ‘With friendly greetings’, like Med vänliga hälsningar (Mvh) in Sweden, Med vennlig hilsen (Mvh) in Norway, Mit freundlichen Grüßen (MfG) or Liebe Grüsse (LG) in Germany, and Üdvözlettel (Üdv) in Hungary.
If unsure, research or choose a more formal approach. Using a neutral and widely accepted sign-off is a respectful way to deal with these cultural differences.
The Art of Email Closings: A Beginner’s Guide
Mastering how to close your emails is very important for anyone sending professional messages. Whether you are an experienced executive or new to your career, using a closing like “Warm regards” or “Kind regards” makes your email look better.
It’s not just about ending your message; it’s also about leaving a good impression on the person receiving it. You should think about how formal you want to be and consider different cultural aspects too while crafting the best sign-off.
Things to consider before crafting your sign-off
Before you send your next email, think about a few things first. First, your email address matters. If it is linked to a business or organisation, you need a more formal tone. If it is personal, you can be more casual.
Second, make sure the tone of your email matches your sign-off. A casual ending in a formal email can confuse the reader.
Lastly, just like on social media, context is important. A networking email needs a different closing than a personal message to your close friend.
Essential elements of a professional email sign-off
Your email signature is an important tool. It’s not just a formality, but a chance to strengthen your brand and share key contact information. When making your business email signature, be sure to add the following:
- A professional sign-off: Choose traditional ones like “Best regards” or “Warmest regards.” You can also use less formal choices like “Sincerely” or “All the best.”
- Your full name: Make sure to include your full name just as it appears professionally.
- Job title and company: Clearly mention your current job title and the name of your company. This gives the person reading your email clear context.
- Contact information: Add your phone number and any useful website or social media links.
A well-organised email signature with a professional sign-off helps create a good and lasting impression.
How to Craft the Perfect Email Sign-off
Choosing the best sign-off for your emails might feel tricky, but can be easier than it sounds. Whether you are sending a quick thank you, a convincing sales pitch, or a warm personal letter, a nice closing adds something special.
Here’s a simple guide to help you pick the right email sign-offs with ease. The right word choice can really change things in both email marketing and personal communication…
Step 1: Assess the context and relationship with the recipient
Before you think about how to end your email, take a moment to look at what the email is about. Are you applying for a job? Are you following up with a client after a meeting? Or are you just checking in with a close friend?
The type of relationship you have with the person you are emailing is critical. It helps decide how formal to be. A casual sign-off like “Cheers” is good for a colleague you talk to a lot. On the other hand, a more formal sign-off like “Sincerely” is better when you are emailing someone for the first time.
If in doubt, it’s usually a good idea to be a bit more formal, especially in work emails.
Step 2: Choose between formal and informal sign-offs
Once you understand the situation and your relationship with the person, it’s time to decide if you’ll use a formal or informal sign-off. Formal emails, like job applications, business proposals, or official letters, require proper etiquette. In these cases, it’s best to stick to classic phrases like “Yours sincerely,” “Respectfully,” or “Kindest regards.”
For less formal emails, where a friendly tone works better, consider sign-offs like “Best,” “All the best,” or “Warm regards.” These closings give a nice mix of professionalism and friendliness, especially if you have an existing relationship with the person.
Always remember, your sign-off should match the tone and purpose of your email.
Step 3: Consider the tone and intent of your email
Finally, think about the tone and purpose of your email. Are you trying to inform, persuade, thank, or congratulate? Your sign-off should match the main tone of your message for a consistent feel.
For example, a thank-you email can end with “With gratitude” or “Many thanks.” A congratulatory email might end with “Best wishes” or “Congratulations.” Choosing the right sign-off for your email’s purpose makes your message stronger and shows you pay attention to details.
In the end, the best emails keep a steady tone and style throughout. The sign-off is very important in conveying this.
When & Why to Use “Best Regards”
“Best regards” is a friendly and professional way to end an email. It works well for many types of professional email communication. This closing shows a neutral sentiment which is good for both new contacts and people you know well.
Using this popular closing to an email is a safe choice when you’re not sure how formal an email should be. It’s a dependable option for most business situations and professional talks.
Suitable contexts for “Best Regards”
In a business setting, “Best regards” is the common way to close many emails. It works well for messages to clients, colleagues, bosses, and job prospects. It sends a clear message while keeping a professional tone that is respectful.
Since it has a neutral feeling, “Best regards” is a good choice if you want to avoid being too formal or too casual. This neutrality helps you make a good first impression. It allows you to build a professional rapport without being too friendly.
Whether you are sending a follow-up email after a meeting, a job application, or an update on a project, “Best regards” always shows professionalism.
The impact of “Best Regards” on the reader
The phrase “Best regards” is nice because it gives a friendly but serious feel to the message. It shows that you respect the reader’s time and are being professional without being too casual.
When you use “Best regards,” it shows you understand how to write emails properly and know the limits in a business setting. This slight touch of formality can help you build rapport, especially when trust and professionalism are important.
Other closings might seem warmer or friendlier, but “Best regards” is a good choice for keeping things professional while still making a positive and respectful impression on the reader.
Alternatives to “Best Regards”
Using “Best regards” is common, but sticking to just one way to end your emails can make them feel boring and less personal. It’s good to have different closings that fit the situation and the person you’re writing to.
If you want to sound more formal, try using “Sincerely,” “Respectfully,” or “Yours faithfully.” These closings show more respect and are suitable for official letters, legal papers, or very formal emails.
If you have an existing relationship with the person, you can use more friendly closings like “All the best,” “Warm regards,” or “Kind regards.” These options add a bit more warmth to your message.
Using “All the best” in Emails
“All the best” is a closing that shows warm regards and good wishes. It’s a bit less formal than “Best regards.” You can use this closing when you want to sound professional but also want to add some personality and friendliness to your email.
This phrase is great for emails where you offer help, thank someone, or end a positive conversation. It also works well in networking emails or when you communicate with someone you have met and developed a friendly relationship with.
Remember that “All the best” is a good choice, but it is best for situations where a slightly informal tone is suitable.
Exploring “Kind Regards” in Emails
In professional correspondence, “Kind regards” is a nice way to end a message. It mixes warmth with professionalism. Many people choose it to build good relationships while following proper email etiquette. This closing shows real respect and appreciation for the person you are writing to. It offers a more formal touch than “Best regards.”
When to use “Kind Regards” over other sign-offs
“Kind regards” is a good way to close an email when you want to connect personally yet more formally than “Best regards”. Use it when emailing someone you want to be polite with, without being too familiar. This could be a colleague but may more often be suitable for a client who you have a new working relationship with.
Focusing on professionalism with “Kind Regards”
One big benefit of using “Kind regards” is that it makes your business email feel more personal than something really formal like “yours sincerely” without being unprofessional. It balances friendliness and respect, so it’s perfect for many types of professional messages.
In today’s world, emails can often feel cold and distant. “Kind regards” brings a human touch and helps build a feeling of connection and rapport. It does, however, still veer towards the distant side of things versus something like “Best regards”.
“Kind Regards” Alternatives
“Kind regards” is a common choice but trying other options can make your email signature more interesting. It also helps you match your closing to the situation.
If you want closings that sound friendly, think about “Warmly,” “With gratitude,” or “Best wishes.” These choices are nice and friendly but also have small changes in warmth and formality.
For more formal situations, you can use “Sincerely” or “Respectfully.” These closings show a lot of respect and work well for official emails or when you’re writing to people in senior roles.
Using “Best Wishes” in Emails
“Best wishes” makes your email closing feel more personal. It shows that you truly care about the person receiving the message. This sign-off is more than just polite. It offers goodwill and thoughtfulness. It’s a great choice if you want to send good wishes and finish your email with a positive impression.
Though it’s not as formal as “Sincerely” or “Respectfully,” nor as formal as “Best regards” or “Kind regards”, “Best wishes” works well in professional emails where you want to keep a friendly and welcoming tone.
Ideal occasions for “Best Wishes”
“Best wishes” works well for some professional emails, but it’s especially good for personal messages or those for special occasions. You can use it for birthday wishes, greeting cards, or to congratulate someone for a right reason, either in life or work.
The kind feeling behind “Best wishes” makes it great for messages where you celebrate someone or offer support. It suits emails that have a happy or encouraging tone.
If you want to add a nice touch to your personal emails, choosing “Best wishes” is a wonderful idea.
The personal touch of using “Best Wishes”
One big benefit of using “Best wishes” is that it adds a friendly and personal touch to your emails. It goes beyond the formal tone of other closings and makes the conversation feel more warm and welcoming.
Unlike more common phrases like “Regards” or “Best,” “Best wishes” shows that you really care about the person’s happiness and success. This small change can help build better connections and strong relationships.
Whether you’re writing a friendly email to a colleague or congratulating a client, “Best wishes” gives a nice, genuine feel to your message.
Using the Formality of “Yours Sincerely”
“Yours sincerely” shows the lasting value of formal words in email. It comes from the tradition of writing letters. This closing shows great respect and is often used in important work relationships or situations where you need to be very polite.
Even though people don’t use it much in casual emails, “Yours sincerely” is still common in formal business emails, legal papers, or letters to those in power.
Traditional uses of “Yours Sincerely”
For many years, “Yours sincerely” has been an important part of formal letters. It shows respect and follows long-standing rules of etiquette. People use it not only in personal letters but also in many official documents, like business contracts, legal papers, and formal invitations.
The use of “Yours sincerely” usually shows a level of distance or status between the person writing and the one receiving the letter. This sign-off is used when it is important to show respect and follow proper rules.
Even though people do not use it as much in regular emails today, knowing how “Yours sincerely” has been used before can help us understand how communication manners have changed and how strong formal language can still be.
The role of “Yours Sincerely” in modern email etiquette
In today’s world where quick messages and casual emails are commonplace, “Yours sincerely” has changed in how it can be used. It’s not seen as often anymore, but it hasn’t disappeared entirely. This sign-off is used for specific times when formality is needed.
In the context of email etiquette, “Yours sincerely” is still important for formal job applications, business proposals to top executives, and messages to government officials. It shows professionalism and respect for social ranks and the rules of traditional communication.
While other sign-offs are more common in casual emails, “Yours sincerely” still shows formality and respect in the changing world of digital correspondence.
When and Why to Use “Yours faithfully”
“Yours Faithfully” is another common sign-off used in formal emails, just like “Yours Sincerely.” The main difference is that you use “Yours Faithfully” when you do not know the recipient’s name. For instance, if you’re emailing a general email address like “info@” or “contact@,” opt for “Yours Faithfully.”
As with other email closings in this guide so far, picking “Yours Faithfully” at the right moment is a respectful way to end your email and share your message.
Examples of proper ways to end an email
Crafting the right ending for your email is important. Here are some professional examples and email templates to help you choose the best email signature:
- Formal: “Thank you for your time and consideration. Yours sincerely, [Your Name].”
- Professional: “I look forward to discussing this further with you. Best regards, [Your Name].”
- Appreciative: “Thank you for your quick response. Kind regards, [Your Name].”
- Enthusiastic: “I am excited to collaborate on this project! All the best, [Your Name].”
Make sure to pick a closing that matches the tone of your email and your relationship with the person you are writing to.
Email sign-offs for different situations
Just like you wouldn’t wear a tracksuit to a job interview or a tuxedo to a casual lunch, you shouldn’t use the same sign-off in every email! It’s important to understand the different situations and choose the right sign-off for each one. This choice is key for good email marketing and overall professional communication.
When you’re applying for a job, checking in with a client, or sending a birthday wish, match your closing to the context. Doing this helps your message connect well with the person reading it.
Writing a job application
A job application requires a formal email style. This shows professionalism and respect for the future employer. Stay away from casual closings like “Cheers” or “Best.” These can seem too relaxed and could hurt your application.
Instead, use more traditional and respectful endings like “Yours sincerely,” “Respectfully,” or “Thank you for your time and consideration.” These closings show good professional behaviour and a real interest in the job.
Keep in mind that your job application is your first opportunity to make a good impression. Your choice of sign-off is important in showing your professionalism.
Communicating with colleagues
Internal communication with colleagues can have a more relaxed tone, but it’s still important to be professional. While very formal closings may seem too stiff, you should avoid casual ones like “XOXO” or “Later.”
Endings like “Best regards,” “Kind regards,” or “Thanks” are good choices. They mix friendliness with professionalism for everyday emails. For emails that need more formality, like those about serious issues or going to upper management, use “Sincerely” or “Respectfully.”
Always think about the content and context of your email. This will help you choose the best sign-off for your messages with colleagues.
Communicating with senior colleagues and your boss
When talking to senior colleagues or your boss, it’s important to recognise the workplace hierarchy. You should keep a respectful and professional tone in your emails. This includes how you sign off.
Avoid using casual or friendly closings since these can seem disrespectful. Instead, choose formal sign-offs that show respect for their role.
Close your emails with phrases like “Sincerely,” “Respectfully,” “Kind regards,” or “Best regards.” These options are usually safe when addressing superiors. They show respect and help you keep a professional distance.
Communicating with clients or customers
In customer service and relations, emails are obviously very important. They help shape how clients see your business and can build strong relationships. Knowing how formal your emails should be is key for good communication.
It’s important to keep a professional tone. However, you should also show warmth and friendliness. Sign-offs like “Best regards,” “Kind regards,” or “Sincerely” are usually good choices for emails.
Try not to use casual sign-offs that could hurt your image or make the client feel less important. Find a balance between being friendly and being professional. This will leave a good impression of you and your business.
Final thoughts…
How you end an email is important. It goes beyond being polite. Your sign-off can show your tone, relationship, and level of professionalism.
Knowing the differences between “Best Regards,” “Kind Regards,” “Best Wishes,” and “Yours Sincerely” can help you make a strong impact.
Depending on the situation and the person you are writing to, picking the right sign-off can improve your communication.
Keep in mind that being sincere and appropriate is key for a good email closing. So, if you are wrapping up a job application or messaging your boss, make your choice carefully to show respect and warmth.
Getting good at email closings will add a nice personal touch to your work interactions.
Good luck!
Ask us anything…
Can “Best Regards” be used universally?
“Best Regards” is usually safe to use in business emails and professional settings. However, it might not be the best choice in every situation. Think about how formal the situation is and your relationship with the person you are writing to. This will help you decide if it is the right sign-off for your correspondence.
Is “Yours Sincerely” too outdated?
“Yours Sincerely” is less common today, but it’s still a respectful option to end your formal emails. For casual messages, it may seem too old-fashioned, but it’s still suitable for certain work-related emails and is part of good email etiquette.
How do cultural differences affect email sign-offs?
Cultural differences can change how people sign off emails in international business. It is a good idea to research cultural norms. You can also choose more formal and widely accepted closings. This is a respectful way to handle email etiquette when communicating across cultures.
Are there alternatives to these four sign-offs?
Absolutely! Besides the classic options, you can try sign-offs like “Warmly,” “With gratitude,” or “Until next time.” Follow email trends and add your personal touch while keeping a professional style.
How often should I change my email sign-off?
To make your emails more engaging, it’s good to vary your sign-off. There’s no strict rule for this but changing a sign-off when you’re talking to the same person might be a good way of making them feel you’ve really thought about what you’ve said. Using the same sign-off can feel like you’re on autopilot.
You can change how you close your emails based on how often you send them, how well you know the person, and the situation. By personalising your closing, you show that you care about how you communicate.
How formal is the phrase “best regards” compared to other closing remarks?
“Best regards” is a middle-ground option for email sign-offs. It’s more formal than “Best” or “Regards.” However, it is not as formal as “Sincerely” or “Yours faithfully.” This neutral sentiment makes it suitable for different types of business emails.
