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Best Regards and Other Options for Formal Email Signatures: The Most Effective Ways to end an Email

Last updated by Abhinav Rawat on Apr 01, 2024 at 01:15 PM | Reading time: 17 minutes

Here's what this article will cover:

  1. What are "best regards"?
  2. When are you supposed to use best regards?
  3. What to AVOID while concluding an email?
  4. Are best regards formal or informal?
  5. Company emails
  6. Best regards vs. Kind regards vs. Warm regards
  7. Best regards vs. Thanks and Regards
  8. Some other formal alternatives to best regards
  9. Informal alternatives to best regards
  10. Best email closing signatures

“Sunsets are proof that endings can be beautiful too” – Anonymous.

You know what you want to write in an email and who will be receiving it. The subject of your email is also decided. However, are you sure how you’re going to conclude the text?

Your interviewer isn’t a person you are familiar with, right? So, expecting him/her to comprehend your reason behind writing an incompetent email with an unprofessional ending is simply absurd.

So, why are email signature best regards so important?

Let’s help you understand a scenario.

You draft a project report detailing the objective, budgeting, functionalities, pros, and cons of developing the particular application, etc. All the crucial details have been included, except in the end, you fail to include a project executive summary.


Your entire project report hints at unprofessionalism and ends up being rejected by your higher-ups.  

Contrary to this scenario, a colleague of yours presents the same project report with fewer details and statistics. The entire report may have been a last-minute submission; however, the only difference is that unlike you, he includes a crisp project executive summary. Even though his report may have missed out on certain details, it ultimately makes the cut.

What do you take from these two scenarios? A strong finish matters.

Every email, be it an application, follow-up, business proposition, or even an informal suggestion, requires a proper ending. Adding an end of email signature may not seem too much work, but its inclusion surely gives you the much-needed edge.

If you assume you can conclude an email by simply signing your name, think again!

What are "best regards"?

"Mutual respect is the foundation of genuine harmony" – Dalai Lama.

When addressing your senior colleagues or your department head, why are you always extra cautious to ensure that your demeanor screams respect for them?

The answer is simple; you wish to convey your admiration for their experience in the field. Similarly, no person would love to receive an email with an abrupt ending. Adding best regards signature at the end speaks for your professionalism. It is a way of showing respect and offering well-wishes to the email recipient.

Usually, regards serve as a semi-formal communication mode incorporated at the end of every email. It will also help you to establish functional work relationships.

Keep reading to know why best regards in mail are quite indispensable.

  • Conveys positive intentions: Any email that you send may reach your recipients at a moment that may be inconvenient for them. At times, not adding the end of the email signature may lead your mail to be completely ignored due to the lack of discretion. So, it is more professional if you instead opt to add your best regards at the end of the email to portray your best intentions.
  • Exudes respect and admiration: The email recipient maybe someone with more in-depth knowledge and experience in your professional field. Hence, it is always smart to add on best regards in mail to show that you hold great admiration for them and their work.

After all, who doesn’t like a cup of veneration to beat the Monday blues?

  • Familiarizing: Inclusion of best regards or email signatures is an informal means of communication. Adding these tweaks at the end of your mail helps establish a sense of familiarity with your recipient.
  • Professional conduct: As a professional, your expertise and demeanor are also reflected in your business mails. Including a closing signature email tells your recipient that you are serious and skilled enough to draft an email with a superlative level of concentration, thoughts, and intent.

When are you supposed to use best regards?

Now that you know what “best regards are", you can possibly gauge when to apply these end-note pleasantries.

It is apparent that best regards in mail appear at the end of the mail body, with the purpose of portraying respect, admiration, and warm wishes for the recipient.

But when can you use “best regards”? The answer is, quite frankly, whenever possible. This is a solid piece of career advice for you and will surely help you become a fun person to work with.

There are many emails where the inclusion of best regards is mandatory. Some scenarios where you should include email regards have been mentioned below.

  • While conveying a message to your supervisor about a project
  • When engaging in conversations over email with colleagues or teammates
  • If you are trying to establish work relations with any client
  • When contacting suppliers
  • While sending follow-up emails to any interviewer

It is preferable to include best regards in mail only in scenarios where you already have a pre-established relationship with your recipient. However, please note that you can include them as long as the recipient is willing to establish familiarity with you.

Even formal letters issued by a company, like Google or Samsung, often end with best regards. You can, thus, understand why a mere “best regards” wish is significant in workplaces.


What to AVOID while concluding an email?

  • Writing nothing at all
  • Penning just your name
  • XOXO
  • Lots of love
  • Thanks in advance

Are best regards formal or informal?

One of your company’s chief officers happens to be visiting your office. You never met the person in your life before and aren’t even aware of the expertise and knowledge that he possesses. You are, however, aware of his achievements and the perils he overcame to reach the position he enjoys today. This will be the first time that you cross paths with him.

Will you be respectful to him? Answer the obvious, yes!

You need not be familiar with a person to show your admiration or respect for them. Be it your colleague or supervisor, you must always try to convey your admiration and well wishes despite the urgency of your work.

This is why best regards in mail can be advantageous in any circumstance. It is applicable for both formal as well as informal email styles.

In case you couldn’t talk to the chief officer properly, drop an email later with a sincere email signature and best regards.

When writing a formal email to your superiors, you can include a closing signature email such as “Yours sincerely” or “Yours faithfully.” On the other hand, when addressing informal emails, try incorporating “Warmest regards” or “Yours truly” in the end.

So, it should be evident by now that regards are applicable to both formal and informal emails.

However, did you know that you can use regards in other textual communication means as well?

Keep reading to know more about some scenarios where email signatures are applicable.

Company emails

The use of best regards in emails is quite prevalent, for it allows you to convey your appreciation and compliments for your recipients. Email signature best regards can be formal or informal based on your familiarity with the recipient.


Formal email best regards

  • “Yours sincerely”
  • “Sincerely”
  • “Yours faithfully”

Informal email best regards

  • “Thanking You”
  • “Sincere appreciation.”
  • “With gratitude.”
  • “Thanks”

Formal letters

Letters are what began the trend of using best regards. Undoubtedly, the best way to sign off a letter addressed to any superior, client, or colleague is by including a strong and impactful endnote that makes you memorable.


Company memos are written to convey key information in a more precise manner. They do not include any salutation and follow a more formal tone. So, when writing company memos, it is preferable to use email signatures that are more authoritative.


  • “Thank you for your cooperation.”
  • “For any query, contact….”

Official messages

Official messages consist of a more informal closing signature email, which may or may not be applicable as per your recipient. While addressing an email to your supervisors or process head or team lead, try using regards at the end of your texts.


  • “Thank you for your assistance.”
  • “Best regards.”

Social media messages

Usually, thank you and best regards signature is appropriate for social media messages that are meant for marketing or other official purposes. The tones of these messages are characteristically quite informal; so, the regards are also less authoritative.


  • “With regards.”
  • “Best regards.”

Bulletin notices

Company bulletin notice endings can be formal, semi-formal, or informal, depending on the person or group of people they are being addressed to.


  • “Thank You”
  • “Yours sincerely.”

Best regards vs. Kind regards vs. Warm regards

You must always conclude emails with a proper tone that addresses your recipients with respect, and at the same time, doesn’t show excessive familiarity.

It shouldn’t seem like you’re trying too hard to get into their good books. Let your skills speak for themselves.

Phrases, such as “Thanking you” or “With regards” are often overused.

The ultimate battle often boils down to “best regards,” “kind regards and “warm regards.”

Which one will you use?

Keep in mind the major differences between the three and use them accordingly.

Best regards

When to use it: You can use this end of email signature when writing a semi-formal or informal email. It can be used when addressing colleagues, teammates, or any person you have been familiar with for a while. It carries neutral sentiments and also helps develop healthy working relationships with clients you wish to establish a network with but don’t intend to get too close.

Where to use it: Best regards are applicable in a number of emails. Some examples of best regards in mail have been mentioned here.

  • When sending emails to clients you have been working with for a while
  • While sending emails to suppliers you have known more than three months
  • To engage in conversations with teammates or colleagues
  • When addressing emails to a person you are familiar with

Kind regards

When to use it: If you are drafting emails that are more formal or authoritative, you can use kind regards as the end of an email signature. It establishes a tone that is less familiar but shows respect at the same time. For business emails, it is preferable to use kind regards more than best regards.

Where to use it: Go for it when addressing emails to any senior in your company or while following up on an interview. It helps in relaying your strong professional conduct and work ethics to the recipient.

Some scenarios that call for a “kind regards” email ending are:

  • When communicating with prospective clients
  • For a personal introduction to a company you were just hired to or are applying to
  • When uncertain of whether to use a familiar or formal email ending
  • While sending emails to the supervisor or any company executive

Warmest Regards

When to use it: You can use this end of email signature to address emails to recipients you are familiar with.

Where to use it: “Warmest regards” carries an informal tone, so you can use this end of email signature only when writing to people you have known for a while. Do not go overboard, though.

Some of the scenarios are as follows:

  • When sending emails to clients who are on great terms with you
  • To send well wishes to colleagues or teammates
  • When writing emails to friends or family members

Best regards vs. Thanks and Regards

By now, you are aware of when and where you can use best regards while writing an email.

Research a bit more and you’ll see that “Thanks and Regards” is also one of the different ways to sign off a letter.

So, which one will you opt for now? Again, let’s delve a little deeper before you draft a refined email.

Best regards

When to use it: You might need to send emails to a colleague or a client who has a great rapport with you. In that case, you can opt for best regards in mail.

Where to use it: “Best regards” can be used in different types of emails. Some of these are:

  • When addressing an email to familiar clients
  • Emails to colleagues
  • Emails that are supposed to have a more casual tone

Thanks and regards

When to use it: This email signature is more formal, for it allows you to address your recipient with respect, and at the same time, avoid excessive familiarity. For business correspondence, using “thanks and regards” is far more appropriate.

Where to use it: “Thanks and regards” can be used for almost every business or official company email.

  • For addressing company memo
  • When writing emails to company executives
  • While writing emails to potential clients

Some other formal alternatives to best regards

  • Respectfully
  • Yours faithfully
  • Yours sincerely
  • Thank you for your cooperation
  • With regards
  • Thanking you
  • With appreciation

Informal alternatives to best regards

  • With love
  • Congratulating you
  • Yours truly
  • With warmest regards
  • Best wishes
  • Thanks again
  • Hope to see you soon
  • Cheers
  • Keep fighting

Best email closing signatures

Can you say goodbye in five different languages?

If your answer is yes, try ten.

If ten isn’t a challenge, how about fifteen?

This way, keep increasing the number. By the time you exhaust yourself, you will realize that the list is endless.

“If you never try, you will never know what you are capable of.” – John Barrow.

Just like a simple “goodbye” can be conveyed in many languages, there are many variations of sending regards with the end of email signature. Your email signature should be a personification of your professionalism, skills, and language. There is no textbook rule for this.

However, here are some possible scenarios that will help you to end your emails properly.

  1. Willingness to answer questions

Comprehending every aspect of any email isn’t expected from an employee, and keeping that in mind, try including lines in your email body that welcome queries. This will assure your recipient of your willingness to answer their questions without establishing any familiarity.


  • “Please let me know in case you have any questions.”
  • “In case of any query, contact….”
  1. Requesting a meeting

Another end of email signature that you can use would be putting in a request for a meeting to continue with a discussion. You can utilize these sample email signatures to request a meeting or a video conference.


  • “We can have a meeting to discuss this matter further.”
  • “Let us hold a conference to weigh in our possibilities.”
  1. Requesting feedback

While sending follow-up emails, you can go for email signatures requesting your recipient for feedback on your performance. This allows you to create an impression before your superiors regarding your professional conduct, seriousness, and intent.


  • “Hoping to hear from you soon.”
  • “Will be waiting for a review.”
  1. Showing gratitude for cooperation

Considering your recipient’s busy schedule is necessary. Showing gratitude at the end of your emails is, thus, a great way of signing off.


  • “Thank you for your cooperation.”
  • “We appreciate your cooperation.”
  • “Thank you for taking time out of your schedule.”

Examples of using best regards

Example 1:

“Dear Mr. Mathews,

I appreciate you taking time out of your schedule to engage in a telephonic discussion regarding the job opening in your company. I hope to hear soon regarding your opinion on my suitability for this position.

Best regards

David Lee”

Example 2:

“Good evening Andrew,

I hope this email isn’t bothering your schedule but could you please look into the report I had sent you last week. In case of any alteration or review, please let me know.

Best regards


Example 3:

“Dear Charlie,

I was expecting to receive a report from you on the recent project and its execution. Kindly notify me regarding the progress of the same as soon as possible.

Best regards


Example 4:

“Morning Paul,

There will be a meeting regarding the launch of our new application at 12 pm tomorrow. Your presence is expected, so kindly be ready with the presentation and other associated files.

Best regards


Example 5:

“Dear Dave,

I was expecting an update on the presentation that you and your team were working on. A review meeting for the same will be held the day after tomorrow. Kindly notify me of your progress.

Best regards


“The difference between ordinary and extraordinary is practice” – Vladimir Horowitz.

Never let your recipients question your experience and knowledge for something as simple as an email ending.

Keep pushing forth!


Abhinav Rawat

Product Manager @ Interview Kickstart | Ex-upGrad | BITS Pilani. Working with hiring managers from top companies like Meta, Apple, Google, Amazon etc to build structured interview process BootCamps across domains

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