Best Regards and Other Ways To End an Email Professionally

What Does “Best Regards” Mean?

“Best regards” is a semiformal closing that communicates respect and good wishes. It is appropriate for many professional relationships because it sounds polite without being distant.

The phrase does not necessarily suggest a close personal connection. Instead, it shows that you value the recipient and want to end the conversation positively.

A typical email ending looks like this:

Best regards,
Taylor Morgan
Marketing Manager
Northbridge Solutions

Only the first word is normally capitalized. A comma follows the phrase, and the sender’s name appears on the next line.

When To Use “Best Regards”

“Best regards” works well when communicating with someone you already know professionally.

You might use it when emailing:

• A coworker or team member
• A supervisor
• An existing client
• A familiar vendor
• A business partner
• A recruiter after an initial conversation
• A professional contact in your network
• Someone you recently met at a business event

It is particularly suitable for routine workplace updates, follow-up messages and ongoing project communication.

When To Choose a Different Closing

Although “Best regards” is flexible, another closing may better reflect your message.

Consider a more formal option when:

• Applying for a job
• Writing an official letter
• Contacting a senior executive for the first time
• Submitting a legal or regulatory document
• Responding to a serious complaint

Choose a warmer or more casual alternative when:

• Writing to a close colleague
• Congratulating someone
• Sending holiday wishes
• Continuing a friendly conversation
• Thanking someone for personal support

A closing should reinforce the message rather than conflict with it. For example, “Warmly” may feel inappropriate after a formal disciplinary message, while “Respectfully” may sound unnecessarily distant in a casual team update.

How To Format a Professional Email Closing

A complete email ending usually contains three components.

1. A Closing Sentence

The final sentence summarizes the requested action, expresses appreciation or establishes the next step.

Examples include:

• Please let me know if you have any questions.
• I look forward to discussing the proposal.
• Thank you for reviewing the attached report.
• Please confirm your availability by Friday.
• I appreciate your assistance with this project.

2. A Sign-Off

Add a blank line after the closing sentence, followed by a professional sign-off.

For example:

Thank you for reviewing the proposal. I look forward to your feedback.

Best regards,

3. An Email Signature

Place your name and relevant professional details below the sign-off.

A business email signature may include:

• Full name
• Job title
• Company
• Telephone number
• Company website
• Professional profile
• Required legal disclaimer

Avoid overcrowding the signature with unnecessary quotations, multiple images or unrelated social media links.

Alternatives Similar to “Best Regards”

Several closings communicate a tone similar to “Best regards.”

Regards

“Regards” is concise and neutral. It can work for routine communication but may sound slightly less warm than “Best regards.”

Use it for:

• Internal updates
• Short professional replies
• Established business relationships

Kind Regards

“Kind regards” is polite and slightly more formal. It is appropriate for initial introductions, client communication and messages to senior colleagues.

Warm Regards

“Warm regards” creates a more personal tone. It works well when you have a positive, established relationship with the recipient.

All the Best

“All the best” is friendly and professional. It can be suitable for congratulatory messages, networking emails or communication with familiar coworkers.

Best Wishes

“Best wishes” expresses goodwill and can be used when someone is starting a new role, completing a project or celebrating an achievement.

Best

“Best” is a shortened, casual form of “Best regards.” It is common in quick communication between people who email each other regularly.

Formal Professional Email Closings

Use these options when the situation requires a more traditional tone.

Sincerely

“Sincerely” is appropriate for job applications, cover letters, formal requests and initial business correspondence.

Respectfully

“Respectfully” communicates significant consideration for the recipient. It may be appropriate when writing to a senior leader, government official, professor or authority figure.

Respectfully Yours

This is a highly formal variation. It is more common in official letters than everyday workplace emails.

Yours Sincerely

“Yours sincerely” is commonly used in British English when the recipient’s name is known.

Yours Faithfully

In British English, “Yours faithfully” is traditionally used when the recipient’s name is unknown, such as after “Dear Sir or Madam.” In modern business communication, addressing a specific team or role is often preferable.

Email Closings That Express Gratitude

A gratitude-based closing works well when the recipient has provided assistance or when your message includes a reasonable request.

Thank You

“Thank you” is direct, professional and suitable for many situations.

Many Thanks

“Many thanks” sounds slightly warmer and may be appropriate when someone has made a meaningful contribution.

With Appreciation

“With appreciation” emphasizes genuine gratitude and is useful when recognizing significant support.

Thank You for Your Consideration

This closing is common in job applications, proposals and formal requests.

Thanks in Advance

“Thanks in advance” may be used when asking the recipient to complete an action. However, it can sometimes imply that the person has already agreed. Use it only when the request is expected and reasonable.

Action-Oriented Email Closings

These endings emphasize the next stage of a conversation.

Looking Forward to Your Reply

Use this when a response is necessary. Avoid it if the recipient is not expected to answer.

Looking Forward to Speaking With You

This is useful before an interview, meeting or scheduled call.

Please Let Me Know if You Have Any Questions

This closing invites clarification and is suitable when sending instructions, reports or proposals.

I Look Forward to the Next Steps

Use this after a productive conversation when a process is moving forward.

Talk Soon

“Talk soon” is informal and should generally be reserved for familiar colleagues or contacts.

Friendly Workplace Email Closings

These options work best when the relationship is established and the message is not highly formal.

• Have a great day
• Have a good weekend
• Take care
• Cheers
• Until next time
• Speak soon
• Thanks again
• Warmly

“Cheers” is common in some countries and workplace cultures but may sound too casual in others. Consider the recipient’s communication style.

Professional Email Closing Examples

Email to a Client

Dear Ms. Patel,

I have attached the updated campaign proposal, including the revised timeline and budget. Please let me know if you would like us to adjust any of the deliverables before Friday’s meeting.

Best regards,
Jordan Lee
Account Manager
Westbridge Media

Job Application Email

Dear Hiring Manager,

Please find my resume and cover letter attached for the operations coordinator position. Thank you for considering my application. I would welcome the opportunity to discuss how my administrative experience could support your team.

Sincerely,
Morgan Chen
(555) 014-8720

Email to a Coworker

Hi Daniel,

I have added the latest sales figures to the shared report. The regional summaries are ready for review, but the final forecast still needs to be updated.

Thanks,
Priya

Follow-Up After a Meeting

Dear Alex,

Thank you for meeting with us this morning. I have attached the action items and proposed launch schedule. We will begin preparing the first draft once you confirm the campaign scope.

Kind regards,
Jamie Wilson
Partnerships Manager

Email Closing Mistakes To Avoid

Avoid common mistakes that can weaken an otherwise professional message.

Using No Closing

A one-line reply may not require a formal sign-off, but longer business emails usually benefit from a clear ending.

Choosing an Overly Casual Phrase

Closings such as “Love,” “XOXO” or “Catch you later” are generally unsuitable for formal workplace communication.

Making the Sign-Off Too Formal

“Respectfully yours” can feel distant in a routine message to a close coworker. Match the level of formality to the relationship.

Adding the Sign-Off to Your Automatic Signature

If “Best regards” appears automatically, it may conflict with the tone of some messages. Keep the automatic signature limited to your contact information and select the closing manually.

Combining Several Closings

Do not write “Thank you and best regards and sincerely.” Select one phrase that best represents the message.

Forgetting To Proofread the Recipient’s Name

A professional closing cannot correct a misspelled name or incorrect title. Review the entire email before sending it.

Create Professional Business Presentations With Dokie

Professional communication often extends beyond emails. When a proposal, project update or business request needs to be presented visually, Dokie can turn your documents, notes, URLs and other source materials into a structured, business-ready presentation.

Dokie is an AI presentation maker that supports custom templates and editable PPTX export. Teams can use it to create client proposals, executive reports, meeting decks and internal updates that remain aligned with their organization’s visual identity and communication standards.

Frequently Asked Questions

Is “Best regards” formal or informal?

“Best regards” is semiformal. It is professional enough for most workplace emails while remaining warmer than traditional closings such as “Sincerely.”

Should both words in “Best regards” be capitalized?

Normally, only the first word is capitalized: “Best regards.” Follow the phrase with a comma and place your name on the next line.

Can I use “Best regards” in a job application?

Yes, although “Sincerely” or “Thank you for your consideration” may create a slightly more formal tone. Any of these options can be appropriate when used consistently.

Should “Best regards” be included in an automatic email signature?

It is usually better to exclude the sign-off from your automatic signature. This allows you to choose a closing that matches each recipient and message.