Best Regards Alternatives and Other Friendly Email Sign-Offs

Every email you send affects your professional tone and image. While many people focus on the subject line, greetings, and content, the way to end an email is also important.  

A good sign-off helps set the tone, shows professionalism, and can improve your response rate. "Best regards" is a standard closing in business communication throughout emails, but it may not always be the best fit.

In this article, we will explain what “Best regards” means and when to use it. We will also suggest alternatives. You will find examples of both formal and informal sign-off options, along with common mistakes to avoid. Whether you are writing a professional email, replying to a colleague, or contacting clients or prospects, this guide will help you.

1. Why the Way You Sign Off Emails Really Matters
2. What Does “Best Regards” Actually Mean?
3. When to Use "Best Regards"?
4. Formal Email Closings: When and How to Use Them
5. Informal Email Closings: Friendly Alternatives
6. Best Email Sign-Offs Examples for Any Situation
7. Common Email Sign-Off Mistakes and How to Avoid Them

Why the Way You Sign Off Emails Really Matters

Think of your email sign-off as the final handshake of your conversation. It leaves a lasting impression. It shows your communication style, your relationship with the recipient, and how formal the situation is.

In business correspondence, the wrong sign-off can feel too cold, too casual, or too overly formal. A good closing line makes your message complete, polite, and still professional, while matching your brand or personality.

Your email footer includes your name and contact information. It might also have your social media icons or company logo. Before all of this, you should add a sign-off line. This small phrase can make a big impact.

What Does “Best Regards” Actually Mean?

“Best regards” is a common way to end professional emails. It is polite, respectful, and friendly. 

The word "regards" means holding someone in esteem. When you say “Best regards,” you wish the recipient well and show respect. This phrase is softer than “Sincerely” and more formal than “Cheers.”

Used in professional communication, “Best regards” is a good choice. It is polite but not too formal. You can use it in business emails to clients, vendors, or colleagues.

When to Use "Best Regards"?

Knowing when to use "Best regards" depends on your email message, the recipient, and the level of formality that should be used. 

You should use "Best regards" when:

• You are sending an email in a business setting. 
• You want to be professional but also friendly. 
• You don’t know the person well, but you aim to create a welcoming tone. 
• This is a response to a formal or semi-formal message. 
• You want a closing that is polite but not overly formal.
  

When you’re writing a company memo, proposal, or responding to a client for the first time, use "Best regards" as a safe and respectful closing. If you are replying to someone you know well or if the email is casual, consider using a more friendly closing. Let's look at those options.

Formal Email Closings: When and How to Use Them

When you communicate formally, especially with someone you haven’t met or when writing an email in a formal setting, it’s important to be respectful and professional. 

Here are some formal alternatives to “Best regards”:

• Sincerely. 

This is a clear closing that is commonly used in business letters and email platforms, such as Gmail or Outlook.

• Yours truly. 

This closing feels a bit old-fashioned, but it is still suitable for formal business emails.

• Respectfully yours. 

Use this closing when addressing someone in a higher position, such as senior management.

• Faithfully.  

Common in the UK when you don’t know the recipient’s name

These situations are best for writing proposals, complaints, recommendations, or any emails that require professionalism. While being formal is important, sounding too stiff can damage your connection with the person you're emailing. Always think about your tone and know your email audience.

Informal Email Closings: Friendly Alternatives

In informal communication, especially with team members or regular contacts, you can use friendlier closings. Here are some casual yet professional alternatives to "Best regards":

1. Kind regards: This is a warm version of “Best regards.”
2. Warm regards / Warmest regards: Use this for colleagues you know well; it’s friendly and thoughtful.
3. Cheers: Common in the UK and Australia, this is good for quick, friendly replies.
4. Best wishes: Use this for personal emails and less formal business messages.
5. Thanks / Many thanks / Thanks again: These expressions show friendliness and appreciation. They work well when you need help or when you're following up.

These sign-off options help you sound friendly while still being professional. They are especially useful in ongoing email conversations or when you want to personalize your message.

Best Email Sign-Offs Examples for Any Situation

To help you find an alternative to "best regards," here's a list of email closings organized by tone and purpose:

For professional or formal emails:

• Sincerely
• Best regards
• Yours truly
• Respectfully
• Kind regards
  

For friendly business emails:

• Warm regards
• Best wishes
• Thanks again
• Appreciate your time
• With gratitude

For casual emails:

• Cheers
• Take care
• Talk soon
• Have a great day
• Thanks
  
  

These closings help improve your email while maintaining proper etiquette. Make sure the tone fits the message and your relationship with the recipient.

Common Email Sign-Off Mistakes and How to Avoid Them

Even experienced professionals can make mistakes at the end of an email. Here are some common email etiquette confusions to avoid:

• Being too casual too soon 

Using a casual sign-off like "Cheers" in your first email to a new client can seem unprofessional or too friendly. While "Cheers" is fine for casual chats, it's not the best choice when starting a business relationship. Use a more formal option, like "Kind regards" or "Best regards," at first. You can adjust your tone as the conversation goes on.

• Copy-pasting the same sign-off every time 

Using the same sign-off in every email can make your messages seem robotic and impersonal. If you always say “Best regards,” no matter the topic or recipient, you lose the chance to connect better. Try changing your closings based on the tone, purpose, and your relationship with the recipient. A little personalization can make a big difference.

• Forgetting a sign-off entirely 

Many people send emails without a sign-off, especially in busy work environments. This can make the message feel abrupt or unfinished. Always include a closing line to give your email a professional finish. A simple “Thanks” or “Talk soon” can make your email feel more complete.

• Mixing tones 

Tone is important at the end of an email. If your message is formal, do not end it with casual phrases like "See ya" or "Talk soon." This can confuse the reader and make your communication feel inconsistent. Make sure your closing matches the tone of your message to keep it professional.

• Overusing overly formal closings 

Sign-offs like “Faithfully yours” or “Respectfully yours” can seem old-fashioned in everyday emails. Unless you are in a very formal situation or a specific industry or culture that expects this kind of language, it’s better to use a more modern and professional tone. Your goal is to sound respectful, not distant.

Avoiding these mistakes makes your emails clearer and more professional. This applies to emails sent to your boss, clients, or colleagues.

Summary: Picking the Most Effective Email Closing Phrase

The best way to end an email depends on your communication style, the email platform you use, and your relationship with the person receiving the email.

“Best regards” is a good choice, but it’s not your only option. Think about your message, audience, and how formal you need to be. Pick a sign-off that fits your tone and helps improve business relations.

Make your email look professional from start to finish. Use email signatures that show your contact information, job title, disclaimers, and social media links. Newoldstamp email signature generator, will help you turn every email communication into an opportunity to show professionalism and personal touch. Choose and edit a ready-to-use email signature template or start from scratch, to make sure you end every sent email professionally and correctly.