“Best regards” is a great email sign off. But is it great for every email you send? If you want your message to drive the right action every time, you need to be intentional with its every element. Including such a seemingly small detail as the closing line.
In this article, we’ll break down what a best regards email really says, when it works, and when it doesn’t. Plus, we’ll give you plenty of best regards synonym options to help you switch things up without missing the mark.
Key takeaways
👉 Best regards is a widely used, professional email sign-off that balances formality and warmth.
👉 Some of the most popular Best regards alternatives include Sincerely, Kind regards, Thanks, and Respectfully.
👉 The sign-off you choose matters because it helps set the tone, reflects your relationship with the recipient, and shapes how your message is perceived.
👉 For your Best regards alternative to work, match the tone, stay on context, and back it up with a clear, consistent email signature.
Table of content
- What Does "Best Regards" Mean and When to Use It?
- Professional and Friendly Email Sign-Offs to Use Instead of "Best Regards"
- Formal vs. Informal Email Closings: When to Use Each Style
- How to End an Email Professionally and Leave a Memorable Impression
- Creating a Signature That Enhances Your Email Closing
- Final Thoughts: Choosing the Perfect Email Sign-Off
What Does "Best Regards" Mean and When to Use It?
In the world of email communication, especially business correspondence, “Best regards” remains one of the most popular choices of email signature. And for all the right reasons.
For starters, it’s short enough to keep your business emails clear and to the point. According to a study by NN Group, readers spend about 51 seconds on the emails you send. That translates to somewhere between 50 and 125 words. Go beyond that, and you risk losing their attention and reduce your chances of getting a response.
At just two words and 12 characters, “Best regards” doesn’t eat up space. As you keep your email sign off concise, you get more room to focus on the actual message.
Another reason “Best regards” works so well is the balance between formality and approachability it brings to your closing phrase. It sits squarely in the middle of the regards-based spectrum. On one side, there’s the reserved “Regards,” best suited for formal communication. On the other, “Warm regards” adds a more casual tone, making it a better fit for a personal email or something less formal. “Best regards” falls right in between, making it a smart, flexible email signature for a wide range of business letters, formal and informal.
Finally, part of what makes “Best regards” such a reliable way to end an email is how consistently it’s received—regardless of the relationship with the recipient or their cultural background. In business scenarios, that kind of predictability matters. Whether you’re planning to send an email to colleagues you’ve worked with for years or engaging in first time communication with clients, this email closing sign lands the same: polite, professional, and neutral.
Because this phrase is so safe and widely accepted, there’s little risk of misunderstandings or miscommunications (the kind that might happen with an informal alternative or a niche funny email closing phrase).
The Meaning of Best Regards Email Sign Off
Considering all the numerous benefits, everyone knows that “Best regards” is a professional option when you need to adhere to the rules of email etiquette. But what exactly does “Best regards”, as a phrase, mean?
Technically, “Regards” has its roots in formal writing, used to show respect for the recipient at the end of a message. It became a standard in professional communication because of its neutral tone.
When you add “best,” it introduces a friendly tone without losing that professionalism. The result is a closing that feels courteous, clear, and appropriate in almost any context.
Examples of Situations Where Best Regards Works Best
Here are some of the typical contexts where you’d see “Best regards” pop in:
- Job applications and cover letters: In formal business communication, especially when applying for a job, you need a sign-off that conveys professionalism without sounding cold. “Best regards” delivers that balance, making it a reliable option for every email you send during the application process.
- Emails to new business contacts: When establishing new professional relationships, especially in early email exchanges, the tone you set matters. This sign-off helps you show professional warmth while keeping the interaction grounded in business etiquette.
- Communications with clients across industries: If you’re managing communications with clients in different fields—tech, finance, education—using a consistent, universally appropriate closing phrase helps you maintain clarity and professionalism, even as your audience shifts.
- Team announcements or company memos: When you're sending updates within your organization, such as a team meeting recap or a policy reminder, “Best regards” keeps the tone respectful without sounding overly familiar or too rigid.
- Business letters with external stakeholders: No matter who you're contacting outside of your organization—suppliers, legal partners, or investors—"Best regards" allows you to support a professional tone and align with the expectations of formal business correspondence.
- Emails that require a respectful tone but aren’t deeply personal: There are plenty of business scenarios—status check-ins, deadline reminders, polite nudges—where a more casual sign-off would feel out of place. In these moments, “Best regards” gives you a way to end on a note that’s respectful and appropriate without being overly formal.
In many examples of situations, “Best regards” acts like a universal translator. It smooths over formality gaps and maintains professionalism.
But—and this is important—it’s not a one-size-fits-all forever kind of phrase. If your company culture leans more casual, or if you're emailing someone you’ve worked with for years, “Best regards” might feel a little stiff. The same goes for personal email or quick back-and-forths where a relaxed tone feels more natural.
In those cases, using a Best regards synonym that carries a more casual tone—or even adding a touch of personality with a slightly informal alternative—can help your message feel more human and better aligned with the conversation.
Professional and Friendly Email Sign-Offs to Use Instead of "Best Regards"
At this point, you know exactly where “Best regards” stands: what it means, how it shapes your email tone, and when it fits best. The only thing left to round out your knowledge is what to use when you want a change from this go-to formal valediction.
Luckily, the pool of options is… Impressive, to say the least. From tried-and-true, popular letter closing remarks that lean even more formal, to friendly sign-offs perfect for a casual email, there’s a Best regards synonym for just about every message.
We’ll start with the more polished choices and work our way down to the relaxed, approachable ones—so you can match your email sign-off to the tone, business context, and relationship with the email recipient.
No matter which option you go with, you won’t have to worry about the length. Most Best regards alternatives are similar in size, so you can focus on the tone rather than how much space the sign-off takes in your email.
Polished and traditional Best regards synonym email sign-offs
This first group of Best regards alternatives is probably the closest in tone and versatility to the original phrase. These email sign-offs work well in formal settings and can be used whether you're emailing someone you’ve worked with before or reaching out for the first time.
They’re a solid fit for formal business communication, legal or government-related emails, and traditional industries where proper etiquette matters.
Some—like Sincerely or Respectfully—are strong choices for first-time communication. Others—like Yours or Yours truly—tend to sound more natural when you already have some sort of established professional relationship with the recipient.
- Sincerely
- Yours sincerely
- Yours faithfully (traditionally, this email sign off is used in situations when you don’t know the email recipient’s name or address a group of people instead of just one person)
- Yours truly
- Respectfully
- Yours respectfully
- Cordially
- Yours
- Yours in service (this one is particularly suitable for nonprofits, academia, and selected corporate settings)
- With highest regards
Standard business-friendly Best regards alternatives
When traditional sign-offs feel too formal for the situation, the following batch offers a more modern, relaxed option. They're well-suited for business-oriented social media messages, internal updates, and routine client check-ins.
These Best regards alternatives help you maintain a courteous tone while sounding more natural in day-to-day communication. They’re especially useful in messages where the relationship is already established and the tone can be a bit more approachable.
- Kind regards
- Warm regards
- Warmest regards
- With kindest regards
- With best wishes
- Best
- All the best
- Regards
Appreciative Best regards alternatives
When you're asking the email recipient for a favor—big or small—following up after a client or team meeting, or recognizing something they’ve done well, the Best regards synonym to use is one that shows gratitude.
These closings help you end on a thoughtful, genuine note. They bring in warmth and sincerity, without losing the professional tone. Use them when you want to show the exchange matters to you:
- Thank you
- Thanks
- Many thanks
- Thanks again
- With gratitude
- With appreciation
- In appreciation
- Much appreciated
- In sincere appreciation
Slightly warmer (but still professional) Best regards alternatives
If you need an email sign-off that shows a bit more personality without tipping into casual, opt for the slightly warmer Best regards alternatives. They add warmth, but still stay within the lines of professional email signatures.
These closings are a good fit when you already have some rapport with the person you’re writing to. For example, long-term clients, trusted partners, or peers you’ve worked with regularly.
- With warmest wishes
- Appreciatively
- With esteem
- With warm regards
- Looking forward
- With continued respect
- In partnership
- With professional regards
Friendly and informal alternatives to the Best regards email sign off
Finally, if you're ready to break away from the formality that “Best regards” brings, it might be time to explore some casual closing lines.
These sign-offs are more relaxed, sometimes funny, and often creative—basically, they bring to the table everything the classic reserved sign-off lacks.
Depending on the relationship with the recipient, the type of email you’re writing, and the situation at hand, you can choose Best regards alternatives that range from casually friendly to downright hilarious.
- Cheers
- Take care
- Talk soon
- Catch you later
- Have a good one
- Over and out
- Peace out
- Don’t work too hard
- High fives
- Keep crushing it
- Stay awesome
Want to make your email communication more memorable—and more you? Funny email sign offs are a great way to show off your sense of humor and inject some personality into your correspondence. Check out our list of options!
Formal vs. Informal Email Closings: When to Use Each Style
With so many Best regards alternatives, choosing the right closing can feel like a challenge. But it’s a challenge you can’t skip. As entertaining as it might be to blindly point at a random option from the list, your sign-off should be intentional. In other words, don’t default—decide.
Here’s why (and how).
How to End an Email Professionally and Leave a Memorable Impression
Yes, your email sign-off does only take up a line or two, that’s true. But that couple of words does more heavy lifting than most people realize. Being the final touch your email recipient sees, the sign off is often the part that lingers long after they click off the email.
Let’s break down why your email sign-off actually matters—and why it’s worth putting some thought into choosing the right Best regards alternative (or sticking with the classic, if it fits).
- It locks in the tone of your message and allows the recipient interpret it better—for instance, a formal signature can bring structure to a direct message, while a warm sign off can soften a blunt one
- It reflects the relationship with the recipient, whether it’s purely professional, a bit more familiar, or somewhere in between
- It signals attention to detail, showing the recipient you’re being intentional with your words
- It reinforces your message—but only when your closing line matches the purpose of your email, not contradicts it
- It shapes how professionally you’re perceived, as in business communication your sign-off is part of your personal brand
How to Choose the Best Email Sign-Off for Any Situation
So, it’s clear that the sign-off you choose for your email matters. A lot. But how do you make sure you always go for the best, most suitable option, that lets you reap all the benefits of a well-chosen email closing phrase?
Here are a few best practices and key considerations you should factor in when choosing the right email sign-off.
- Match the tone to the message: Formal emails (like proposals or policies) call for polished sign-offs; for casual or routine messages, more laid-back Best regards alternatives are usually enough.
- Consider your relationship with the recipient: If you’re communicating with peers or teammates, you can afford a bit more warmth. But for more distant or hierarchical relationships, it’s best to prioritize formality.
- Align your sign off with company and industry norms: Consider both your role, your workplace culture and industry to avoid potential raised eyebrows.
- Think about where your email might end up: In business communication, emails get forwarded pretty often. If your sign-off wouldn’t feel right landing in a third party’s inbox, you probably shouldn’t use it in the first place.
- Choose clarity over cleverness: Think too hard, and you risk coming up with a sign-off too complicated, that can miss the mark and come across as awkward or, worse, unprofessional.
Creating a Signature That Enhances Your Email Closing
Your sign-off sets the tone. Your email footer finishes the job.
And even the best Best regards alternative can fall flat if it’s followed by a signature that sends mixed signals.
For the best impact, your sign-off and signature should work together—not pull in opposite directions. If you’re going with a reserved “Regards,” dropping in a casual sign-off with a GIF undercuts the tone.
On the flip side, if you end with a warm “Talk soon,” a footer that includes social media icons for email signatures can reinforce the friendly vibe and give your recipient an easy way to connect beyond the inbox.
Final Thoughts: Choosing the Perfect Email Sign-Off
The way you close an email plays a big role in how your message lands. Whether your sign-off is formal, friendly, or somewhere in between, it helps shape the impression you leave behind.
But the sign-off is only half the story. What comes next—the email footer—can either support your tone or throw it off completely. If your sign-off says one thing and your signature says another, the whole message can feel out of sync.
So if you’re putting thought into your closing line (and you should be), give your email signature the same attention. Tools like My Signature make it easy to create an email signature that’s clean, consistent, and actually worth scrolling down to.
