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Knowledge of email etiquette provides you with an opportunity to create messages that are clear, professional, or appropriately casual. It can also prevent you from sounding like a robot or an accidental jerk when you’re sending emails.
Knowing which closing sentence to choose when talking to different people is crucial, as each of them gives off a different vibe. If you are emailing a potential client, you don’t want to end with “later!” unless you’re aiming for instant confusion. While when you’re writing to a colleague, “best” or “thanks” might be just fine.
In the end, email etiquette boils down to matching the tone to the relationship and situation. You would not want to show up at a business meeting wearing shorts (unless it’s a beachside startup). Same goes for email closings: picking the right one helps you stay appropriate to the context and thus perceived as professional.
Let’s explore some “best regards” vs. “kind regards” differences and look into some real-life “best regards” examples.
“Best Regards” vs. “Kind Regards”: Key Differences
“Best regards”: When to use it and why
What does “best regards” mean in an email? “Best regards” is a go-to sign-off for professional, business-like communication. It is ideal when you want to maintain a professional boundary while still sounding polite.
This closing works best when:
- You’re emailing new clients, executives, or business contacts for the first time.
- You want to keep a respectful but neutral tone—especially in cold outreach or formal business communication.
- You’re sending official updates, corporate memos, or reports where warmth isn’t necessary.
The key thing to remember is that while “best regards” is undeniably professional, it can sometimes feel a bit detached.
“Kind regards”: When to use it and why
“Kind regards” carries a similar level of professionalism but with a softer, more personable touch. It’s still business-appropriate, but it adds a hint of politeness and warmth, making your email feel more engaging.
This sign-off is great when:
- You’re following up on a conversation and want to keep the tone warm yet professional.
- You’re reaching out to long-term clients, colleagues, or partners—people you already have a working relationship with.
- You want to build rapport and sound friendly without being too casual.
So, is “kind regards” a good sign off? Yes, and in the “kind regards” vs. “best regards” dilemma, the first one shall be your preferred choice if you want to stay professional but approachable and more casual.
“Best Regards” vs. “Kind Regards” in Different Types of Emails
1. Cold email
Importance of professionalism and building trust
Cold emails inherently come with a challenge: you’re reaching out to someone who doesn’t know you, and they have every reason to ignore you. While your content does most of the heavy lifting for sure, your sign-off is yet another chance to convey your professionalism.
Closing in cold emails is a small detail. Nonetheless, it has a powerful impact on how your message is perceived—and that is a scientifically proven fact. According to the recency effect, the things you mention last are recalled better than those you say in the beginning, which means your sign-off counts.
Which closing works best? “Best regards” for a neutral but respectful tone
If you want to play it safe, “best regards” is generally the sign-off to go for in cold emails. It maintains professionalism and keeps the tone neutral, which is ideal when you’re reaching out for the first time and want to make a good impression without sounding too familiar.
Want to know more ways of closing an email? Click here.
Alternative sign-offs that may work better
“Sincerely”
“Sincerely” is formal and respectful, which makes it suitable for cold emails. It’s particularly effective in B2B contexts or traditional industries where credibility and authority are crucial.
“Thank you”/“Thanks in advance”
These words are good for expressing gratitude and politeness, which can soften the approach and make your request more appealing. It’s particularly useful when you’re asking for something—like feedback, a meeting, or assistance—as it implies appreciation and subtly encourages a response.
“Looking forward to your response”
This one gently nudges the recipient to reply, showing that you anticipate and value their input. This sign-off creates a sense of continuity and keeps the conversation open-ended, which is useful for fostering engagement.
“Regards”
“Regards” is a useful sign-off that works well in cold emails. It provides a solid middle ground in the “regards” vs. “best regards” debate. If “best regards” feels too stiff, but “kind regards” is too warm, simply using “regards” can be a safe, neutral choice.
Example
Subject: Boosting Lead Conversion for BrightEdge
Hi Sarah,
I hope you’re doing well. My name is Alex Thompson, and I’m with GrowthSpark Solutions. We specialize in optimizing lead generation strategies for SaaS companies.
I’ve been following BrightEdge’s impressive work in content performance analytics. I believe our lead nurturing tools could help you convert more visitors into qualified leads, boosting your sales pipeline.
Would you be open to a quick call next week to explore this? I’d be glad to adjust to your schedule.
Looking forward to your response.
Best regards,
Alex Thompson
Business Development Manager
GrowthSpark Solutions
Check out free HTML cold email templates here.
2. Marketing email
Tone can vary depending on audience and brand voice
There’s no one-size-fits-all tone for marketing emails. So, it all boils down to two things: whom you’re talking to and how you want to present yourself. If you reach out to busy executives at Fortune 500 companies, your tone should be professional and authoritative. But if you’re a lifestyle brand targeting Gen Z, you can forget those formalities. This audience wants something fun and conversational (maybe even a little cheeky). So, you have to speak their language if you want them to engage. Regardless of your target audience, your brand voice needs to match your audience’s expectations without sounding fake.
“Best regards” may feel too formal, while “kind regards” adds warmth.
A lot of people think “best regards” and “kind regards” are interchangeable. Well, they are wrong. So, what’s the difference between the two?
“Best regards” in email is great for cold outreach when you want to maintain a business-like tone. But let’s be honest—sometimes it can come off as a bit stiff. If you’re trying to build a more personal connection, it might feel too robotic. That’s why people often debate between “best regards” vs. “kind regards” when deciding how to end their email.
“Kind regards,” on the other hand, adds a touch of warmth. It’s still professional, but it feels more personable. It works well when you want to sound polite without being too formal. So, is kind regards a good sign-off? Absolutely, especially when you’re following up or trying to build a connection.
Other friendly closings that might be more engaging
“Cheers”
If you want to sound more relatable and less corporate, consider swapping out the usual sign-offs for something like “cheers.” This one is great if your brand has a casual, laid-back vibe and works especially well for tech startups or creative agencies.
“All the best”
“All the best” is your choice if you want to keep it positive but still professional. It’s light, friendly, and leaves the conversation on a positive note.
“Thanks for being part of our community”
If you want to be less traditional or leave your recipients with a sense of appreciation, try something like “thanks for being part of our community.” This one is warm, grateful, and appreciative, so it is a fantastic option for nurturing customer loyalty.
Example
Subject: Boost Your Sales with Personalized Promotions
Hi Lisa,
I’m Daniel Brooks from ShopSphere, and I’ve been following Bloom & Vine’s online store—your home decor collection is stunning!
I believe our personalized promotion tools could help you drive even more sales. We use AI-driven product recommendations and advanced customer segmentation to boost conversions. A similar store recently saw a 30% increase in just two months.
Would you be open to a quick call next week to explore how this could work for you? Let me know what time suits you.
Kind regards,
Daniel Brooks
Digital Marketing Strategist
ShopSphere
daniel.brooks@shopsphere.com
Check out free HTML marketing email templates here.
3. Business email
The difference between internal and external emails
Not all business emails follow the same rules. Whether you’re sending an internal email to a colleague or an external email to a client, your tone—and your sign-off—should match the situation.
For internal emails, formality is usually tuned down. You’re speaking with coworkers, so a simple “thanks,” “best,” or just your name often works. In more casual workplaces, even “cheers” can be acceptable.
For external emails, professionalism is more important. So, when you are sending a client update or a cold outreach email, using “regards” in the email appropriately is crucial. That’s where the “best regards” vs. “kind regards” debate comes in.
“Best regards” for corporate communication
“Best regards” is a standard, professional closing often used in corporate settings. If you’re sending a formal email, this is a strong choice. But some people wonder: is “best regards” professional enough? The answer is yes—it’s one of the most commonly used email sign-offs in business communication.
If you are looking for email etiquette tips, read this article.
“Kind regards” when maintaining a friendly but professional tone
If “best regards” feels a bit stiff for your taste, “kind regards” is a great alternative. The “kind regards” meaning leans toward friendliness while still maintaining professionalism. This close-off is your choice when you want to be polite but not too formal. Similarly, if you’re emailing someone you already have a working relationship with, using “kind regards” in your email might be the better option.
Example
Subject: Follow-Up on Our Recent Discussion
Dear Michael,
I hope you’re having a great week. I wanted to follow up on our conversation about potential collaboration between Nexus Consulting and Sterling Innovations. Let me know if you had a chance to review the proposal—I’d be happy to answer any questions or discuss the next steps.
Looking forward to your thoughts.
Regards,
Emma Reynolds
Business Development Manager
Nexus Consulting
Email sign-offs based on formality
| Formal | Semi-formal | Informal | |
| Cold email | Best regards | Kind regards | Cheers |
| Marketing email | Yours sincerely | Warm wishes | Take care |
| Business email | Best regards | Best wishes | All the best |
To Sum Up
While “best regards” vs. “kind regards” might be less of a dilemma than Shakespeare’s famous to be or not to be, it still holds some weight in professional communication. And while the content of your email is what matters most, the way you sign off leaves a lasting impression—it’s the final note your reader takes away.
So, whether you go with “best” or “kind regards,” or something more casual like “cheers” or “thanks a lot,” it all depends on the situation, the recipient, your business, and the relationship you’re building. In professional communication, even the smallest details—like your closing signature—can contribute to a much bigger impact.
