“Kind regards” has become the default email closing for millions of professionals worldwide. While it’s perfectly acceptable, relying on it exclusively makes your emails feel formulaic and impersonal. The right sign-off can leave a lasting impression and reflect your true relationship with the recipient.
Learning diverse alternatives to kind regards helps you match your closing to your message, audience, and context. Whether you’re writing a formal business letter, a friendly team email, or a cover letter, having a rich vocabulary of professional email closings allows you to end every message with impact. Let’s explore 30 powerful alternatives that will transform how you close your correspondence.
Quick Categories
Formal Alternatives to “Kind Regards”
- Yours sincerely – formal closing when you know the recipient’s name
- Yours faithfully – formal closing when you don’t know the recipient’s name
- Respectfully – formal and deferential closing
- With gratitude – expresses appreciation formally
Professional Alternatives
- Best regards – widely used professional closing
- Sincerely – versatile professional option
- With appreciation – shows thankfulness professionally
- Thank you – direct expression of gratitude
Warm Alternatives
- Warm regards – slightly warmer than “kind regards”
- With warmest wishes – very warm and personal
- Warmly – concise and friendly
- Cordially – polite and warm
Casual Alternatives
- Best – short and widely used
- Cheers – friendly and common in British English
- Take care – friendly and caring
- All the best – positive and encouraging
Pro Tip: Consider your relationship with the recipient and the email’s purpose. Formal closings suit new contacts and official correspondence, while casual closings work with colleagues you know well.
Common Mistakes Using “Kind Regards”
- Capitalization errors
❌ “Kind regards,” (incorrect capitalization of “regards”)
✅ “Kind regards,” (lowercase “regards”) - Overusing it for every email
❌ Using “kind regards” for casual team messages
✅ Match your closing to the relationship and context. - Using it after complaints or bad news
❌ “Your service was terrible. Kind regards,”
✅ “I hope we can resolve this. Sincerely,” - Forgetting the comma
❌ “Kind regards” (without comma)
✅ “Kind regards,” (with comma) - Using it with “Yours” incorrectly
❌ “Yours kind regards,”
✅ “Kind regards,” or “Yours sincerely,”
What Does “Kind Regards” Mean?
“Kind regards” is a common email and letter closing that expresses goodwill and respect toward the recipient. It strikes a balance between professionalism and friendliness, making it one of the most versatile sign-offs in English.
Example Sentence: “Thank you for your prompt response. Kind regards, Sarah”
When to Use “Kind Regards”
Common Contexts:
- Business emails – especially with external contacts
- Formal correspondence – professional communication
- First-time contacts – when building new professional relationships
- Job applications – cover letters and follow-ups
- Standard office communication – day-to-day professional emails
Spoken vs. Written:
- Spoken: Never used in spoken English
- Written: Very common in professional writing
Formal vs. Informal:
- Formal: Appropriate for most professional contexts
- Informal: Acceptable but may feel too formal
“The closing line of your email is your final handshake. Make it count.”
Is It Professional or Polite to Say “Kind Regards”?
Polite? ✔️ Yes – It consistently conveys respect and goodwill.
Professional? ✔️ Yes – It’s widely accepted in business communication.
Business Example: “Thank you for your assistance. Kind regards, John”
Best for: Most professional emails where you have a neutral or positive relationship with the recipient.
Pros and Cons of Using “Kind Regards”
Pros:
- Professional and safe – never inappropriate
- Versatile – works in most professional contexts
- Polite – consistently conveys respect
- Widely recognized – understood by all English speakers
Cons:
- Overused – can feel impersonal or generic
- Neutral tone – lacks warmth or personality
- Doesn’t reflect relationships – same for everyone
- Memorability – won’t stand out in a crowded inbox
“Your email sign-off is your signature impression. Don’t make it forgettable.”
Other Ways to Say “Kind Regards” (With Examples)
These alternatives will help you close emails with professional email closings that match your message, relationship, and context.
1. Phrase: Sincerely
Meaning: In a genuine or heartfelt way.
Explanation: One of the most traditional and respected closings.
Example Sentence: “I look forward to hearing from you. Sincerely, Michael”
Best Use: Formal letters
Worst Use: Casual team emails
Tone: Formal, Genuine
Context Variability: Professional – “We appreciate your consideration. Sincerely, The Board”
2. Phrase: Best regards
Meaning: Sending good wishes.
Explanation: Very similar to “kind regards” but slightly more common in American English.
Example Sentence: “I hope this finds you well. Best regards, Emily”
Best Use: Professional emails
Worst Use: Very formal letters
Tone: Professional, Neutral
Context Variability: Professional – “Looking forward to our meeting. Best regards, David”
3. Phrase: Warm regards
Meaning: Regards with warmth and friendliness.
Explanation: Slightly warmer and more personal than “kind regards.”
Example Sentence: “It was wonderful working with you. Warm regards, Patricia”
Best Use: Friendly professional relationships
Worst Use: Very formal or first-time contacts
Tone: Warm, Friendly
Context Variability: Professional – “Thank you for your hospitality. Warm regards, James”
4. Phrase: Yours sincerely
Meaning: Sincerely yours (formal closing).
Explanation: Traditional formal closing when you know the recipient’s name.
Example Sentence: “I appreciate your time and consideration. Yours sincerely, Robert”
Best Use: Formal letters
Worst Use: Emails to colleagues
Tone: Formal, Traditional
Context Variability: Professional – “We await your response. Yours sincerely, The Committee”
5. Phrase: Yours faithfully
Meaning: Faithfully yours (formal closing).
Explanation: Traditional formal closing when you don’t know the recipient’s name.
Example Sentence: “I am writing to inquire about your services. Yours faithfully, Anna”
Best Use: Formal letters to unknown recipients
Worst Use: Emails to known contacts
Tone: Formal, Traditional
Context Variability: Professional – “We look forward to your reply. Yours faithfully, Legal Department”
6. Phrase: Respectfully
Meaning: With respect and deference.
Explanation: Formal closing often used with superiors or in official correspondence.
Example Sentence: “I value your guidance and expertise. Respectfully, Thomas”
Best Use: Formal contexts
Worst Use: Casual team emails
Tone: Formal, Deferential
Context Variability: Professional – “We await your decision. Respectfully, Your Team”
7. Phrase: With appreciation
Meaning: Showing thankfulness and gratitude.
Explanation: Expresses gratitude more directly than “kind regards.”
Example Sentence: “Thank you for your continued support. With appreciation, Maria”
Best Use: Thank-you emails
Worst Use: Routine office emails
Tone: Grateful, Professional
Context Variability: Professional – “Your assistance has been invaluable. With appreciation, The Project Team”
8. Phrase: With gratitude
Meaning: With thankfulness.
Explanation: A more formal and emotional expression of thanks.
Example Sentence: “I am deeply grateful for your mentorship. With gratitude, Laura”
Best Use: Personal thank-yous
Worst Use: Routine communications
Tone: Grateful, Heartfelt
Context Variability: Professional – “We thank you for your generosity. With gratitude, The Foundation”
9. Phrase: Best
Meaning: Short for “Best wishes” or “Best regards.”
Explanation: Very common, concise, and friendly.
Example Sentence: “Let me know if you need anything else. Best, Chris”
Best Use: Casual professional emails
Worst Use: Formal letters
Tone: Casual, Concise
Context Variability: Casual – “Looking forward to your feedback. Best, Sam”
10. Phrase: Cheers
Meaning: Friendly expression of goodwill.
Explanation: Very common in British and Australian English.
Example Sentence: “Thanks for all your hard work. Cheers, Peter”
Best Use: Friendly colleagues
Worst Use: Formal communication
Tone: Casual, Friendly
Context Variability: Casual – “See you at the meeting. Cheers, Mike”
11. Phrase: Take care
Meaning: A caring farewell.
Explanation: Friendly, personal closing showing concern.
Example Sentence: “I hope you have a wonderful weekend. Take care, Jennifer”
Best Use: Personal emails
Worst Use: Formal business
Tone: Caring, Personal
Context Variability: Casual – “Stay safe and take care, Rachel”
12. Phrase: All the best
Meaning: Wishing someone well.
Explanation: Positive and friendly, suitable for many contexts.
Example Sentence: “I hope everything goes well with the project. All the best, Daniel”
Best Use: Professional and personal
Worst Use: Formal legal documents
Tone: Positive, Encouraging
Context Variability: Professional – “Best of luck with your new role. All the best, Emma”
13. Phrase: Warmly
Meaning: In a warm and friendly manner.
Explanation: Concise and personal alternative.
Example Sentence: “It was so good to reconnect. Warmly, Sophie”
Best Use: Personal and friendly emails
Worst Use: Formal communication
Tone: Warm, Personal
Context Variability: Casual – “Look forward to seeing you. Warmly, Tom”
14. Phrase: Cordially
Meaning: In a friendly but polite way.
Explanation: A sophisticated alternative that’s both professional and warm.
Example Sentence: “We look forward to your response. Cordially, Richard”
Best Use: Semi-formal correspondence
Worst Use: Very casual emails
Tone: Polite, Professional
Context Variability: Professional – “We appreciate your interest. Cordially, The Admissions Team”
15. Phrase: Thank you
Meaning: Expressing gratitude.
Explanation: Direct and simple, emphasizes appreciation.
Example Sentence: “I appreciate your patience and understanding. Thank you, George”
Best Use: Emails after assistance
Worst Use: Standard follow-ups
Tone: Grateful, Direct
Context Variability: Professional – “Your feedback is valuable. Thank you, The Research Team”
16. Phrase: Many thanks
Meaning: A sincere thank you.
Explanation: Expresses gratitude with warmth.
Example Sentence: “Thank you for your time and attention. Many thanks, Natasha”
Best Use: Emails after meetings
Worst Use: Very formal documents
Tone: Grateful, Warm
Context Variability: Professional – “We appreciate your support. Many thanks, The Team”
17. Phrase: With best wishes
Meaning: Sending positive wishes.
Explanation: A fuller version of “Best wishes.”
Example Sentence: “I wish you all the success with your new venture. With best wishes, Martin”
Best Use: Positive professional emails
Worst Use: Urgent or negative messages
Tone: Positive, Encouraging
Context Variability: Professional – “Wishing you all the best. With best wishes, Caroline”
18. Phrase: Yours truly
Meaning: In a sincere manner.
Explanation: Traditional closing, slightly old-fashioned but still used.
Example Sentence: “I remain at your service. Yours truly, William”
Best Use: Formal correspondence
Worst Use: Modern business emails
Tone: Formal, Traditional
Context Variability: Professional – “We appreciate your consideration. Yours truly, The Association”
19. Phrase: Faithfully
Meaning: In a loyal and trustworthy manner.
Explanation: Shortened version of “Yours faithfully.”
Example Sentence: “We look forward to serving you. Faithfully, Customer Service”
Best Use: Formal letters
Worst Use: Personal emails
Tone: Formal, Loyal
Context Variability: Professional – “We await your instructions. Faithfully, The Team”
20. Phrase: In appreciation
Meaning: Showing thankfulness.
Explanation: Expresses gratitude directly and sincerely.
Example Sentence: “We value your continued partnership. In appreciation, Patricia”
Best Use: Partnership emails
Worst Use: Short informal notes
Tone: Grateful, Professional
Context Variability: Professional – “Thank you for your trust. In appreciation, Management”
“The best sign-off reflects the relationship you want to build.”
21. Phrase: Looking forward
Meaning: Expressing anticipation for future contact.
Explanation: Encourages future communication.
Example Sentence: “I look forward to working with you. Looking forward, Andrew”
Best Use: New business relationships
Worst Use: One-time correspondence
Tone: Anticipatory, Positive
Context Variability: Professional – “Looking forward to our next meeting. Looking forward, Karen”
22. Phrase: Until next time
Meaning: Expressing hope for future interaction.
Explanation: Friendly and forward-looking.
Example Sentence: “It was a pleasure meeting you. Until next time, Adam”
Best Use: After meetings
Worst Use: Formal letters
Tone: Friendly, Anticipatory
Context Variability: Casual – “Look forward to the next one. Until next time, Lucy”
23. Phrase: Speak soon
Meaning: Expressing hope for a quick follow-up.
Explanation: Friendly and informal, common in phone/email follow-ups.
Example Sentence: “I’ll call you later this week. Speak soon, Jonathan”
Best Use: After phone calls
Worst Use: Formal communication
Tone: Friendly, Informal
Context Variability: Casual – “Talk next week. Speak soon, Olivia”
24. Phrase: Have a great day
Meaning: A friendly wish for the recipient’s day.
Explanation: Warm, personal, and positive.
Example Sentence: “I hope everything goes smoothly. Have a great day, Sarah”
Best Use: Personal emails
Worst Use: Formal business
Tone: Warm, Friendly
Context Variability: Casual – “Enjoy your day. Have a great day, Mark”
25. Phrase: With sincere thanks
Meaning: With genuine gratitude.
Explanation: A more emphatic version of “With thanks.”
Example Sentence: “I am truly grateful for your guidance. With sincere thanks, Rebecca”
Best Use: Formal thank-yous
Worst Use: Routine emails
Tone: Grateful, Sincere
Context Variability: Professional – “Thank you from all of us. With sincere thanks, The Board”
26. Phrase: Gratefully
Meaning: With gratitude.
Explanation: Concise way to express appreciation.
Example Sentence: “Your support means so much. Gratefully, Alex”
Best Use: Formal thank-you letters
Worst Use: Neutral business emails
Tone: Grateful, Professional
Context Variability: Professional – “We thank you for your kindness. Gratefully, The Committee”
27. Phrase: In hope
Meaning: Expressing hope for future positive outcomes.
Explanation: Slightly poetic, expresses optimism.
Example Sentence: “We hope to hear good news soon. In hope, Eleanor”
Best Use: Formal requests
Worst Use: Business as usual
Tone: Hopeful, Professional
Context Variability: Professional – “Looking forward to positive developments. In hope, The Team”
28. Phrase: Wishing you well
Meaning: Wishing someone success and happiness.
Explanation: Personal and caring closing.
Example Sentence: “I hope everything works out for you. Wishing you well, Hannah”
Best Use: Personal and professional
Worst Use: Formal documents
Tone: Caring, Positive
Context Variability: Casual – “Best of luck. Wishing you well, James”
29. Phrase: Adieu
Meaning: Farewell (French origin).
Explanation: Formal and slightly poetic farewell.
Example Sentence: “It has been a pleasure working with you. Adieu, Simon”
Best Use: Formal farewells
Worst Use: Regular email traffic
Tone: Formal, Elegant
Context Variability: Professional – “We bid you farewell. Adieu, The Team”
30. Phrase: In closing
Meaning: A final statement.
Explanation: Professional, indicates conclusion.
Example Sentence: “I trust this information is helpful. In closing, Michelle”
Best Use: Long formal emails
Worst Use: Short casual notes
Tone: Professional, Formal
Context Variability: Professional – “We look forward to your decision. In closing, Legal Team”
“Your sign-off is your last word – choose it with purpose.”
Mini Quiz: Test Your Knowledge
1. Which closing is best for a formal letter to someone you don’t know?
- A) Best
- B) Cheers
- C) Yours faithfully
- D) Warmly
Answer: C – Yours faithfully is the traditional formal closing for unknown recipients.
2. A colleague you’re friendly with helps you on a project. What closing works best?
- A) Respectfully
- B) Many thanks
- C) Yours sincerely
- D) Adieu
Answer: B – Many thanks is professional yet warm.
3. Which closing is inappropriate for a formal business letter?
- A) Sincerely
- B) Cheers
- C) Yours faithfully
- D) Respectfully
Answer: B – Cheers is too casual for formal correspondence.
Comparison Table: Top 10 Alternatives
| Phrase | Tone | Best Use |
|---|---|---|
| Sincerely | Formal, Genuine | Formal letters |
| Best regards | Professional, Neutral | Standard business emails |
| Warm regards | Warm, Friendly | Professional relationships |
| Yours faithfully | Formal, Traditional | Unknown recipients |
| Yours sincerely | Formal, Traditional | Known recipients |
| Respectfully | Formal, Deferential | Superiors, official use |
| With appreciation | Grateful, Professional | Thank-you messages |
| Best | Casual, Concise | Colleagues, brief emails |
| Cheers | Casual, Friendly | British/Australian contexts |
| All the best | Positive, Friendly | Professional and personal |
FAQs
1. What is the most professional way to say kind regards?
“Yours sincerely” and “Yours faithfully” are the most formal, while “Best regards” and “Sincerely” work well for most professional contexts. Choose based on recipient knowledge and formality level.
2. Can I use “kind regards” in a cover letter?
Yes, “kind regards” is appropriate for cover letters. However, “Sincerely” or “Yours sincerely” may appear more traditional and polished for job applications.
3. Is “cheers” professional in a business email?
“Cheers” is professional only in British, Australian, or informal contexts. Avoid it in formal or American business correspondence.
4. What’s the difference between “kind regards” and “best regards”?
Both are professional and similar in tone. “Best regards” is slightly more common in American English, while “kind regards” is more common in British English.
5. Should I always use a comma after the closing?
Yes, tradition calls for a comma after the closing. However, modern email style often omits it for brevity and a cleaner look.
Conclusion
Mastering alternatives to kind regards elevates your professional communication and builds stronger relationships. The 30 alternatives we’ve explored allow you to end emails professionally with the right tone for every recipient and context.
Remember that your email closing is your final impression. Choose words that reflect your relationship, the message’s purpose, and the recipient’s expectations. Practice using these alternatives to kind regards in different situations until they feel natural. A thoughtful sign-off can make your email memorable for all the right reasons.
