Emails are the most used form of communication in the digital world, especially for formal messaging. This is why it is imperative to have a proper understanding of how to begin and end an email so that it conveys the appropriate tone and emotions of the message. Being proficient with proper email etiquette allows you to showcase your professionalism and communication skills.
In this blog, we will learn how to use Best Regards and Kind regards in an email to avoid bad first impressions or email faux pas.
Use of ‘Best Regards’ in Email:
Best regards is another way of saying “cordially” or “I wish you well”. So, when you write an email to a person you already know, be it a colleague, teammate, or manager. As it is a less formal way to close an email, it is ideal to use it when you have a close relationship with the person you are writing the email to.
Close the Email with Best Regards When:
- Writing an email to a person you already know
- Sending follow-up emails
- Writing to existing or new clients
- Informing the manager
Use of ‘Kind Regards’ in Email:
It is best to use Kind regards when you are writing an email to your company executive, or prospective client, or are introducing yourself to someone. As it is a more formal way of ending an email, by using this you tend to establish a professional tone while showing respect to the receiver.
Close the Email with Kind Regards When:
- Writing to the CEO/boss
- Messaging prospective client
- Writing for the first time to a coworker/friend
Examples of Using ‘Best Regards’ in Email:
As you have understood the difference between the two kinds of most used signing-off phrases, it is essential to note that these must be appropriately used based on the level of familiarity with the recipient. You can use best regards to end numerous emails, especially those where you have previously met or worked with the recipient.
Example 1:
Dear Rahul,
Thank you for taking the time to discuss the content writer role in your company. It was great to meet with you and learn more about this role. I am following up to see if you have any updates regarding the position now. Please let me know if you need anything else from my end that will assist in the decision-making process.
Best Regards,
Bina Bansal
Example 2:
Prinjal,
I just wanted to check with you regarding your action item from the last meeting about the PXY project requirements. Do you have a time frame you want to target for completion?
Please let me know if you require any further clarifications or wish to raise an issue.Best Regards,
Bharti Bhawani
Examples of Using ‘Kind Regards’ in Email:
Example 1:
Hello Lakshay,
I have submitted the latest update on the WNC project to your assistant during lunch hours. I have tried to bring in as much data as I could. Let me know what other things you need for the completion of this project.
Kind Regards,
Bhavesh Kumar
Example 2:
Greetings for the day, Sir
I am glad to inform you that the client has approved our designs and would like to meet you in person. The details are yet to be decided. Besides, the client is also ready to sign on future projects with our company. Let me know how to proceed now.
Kind Regards,
Mansi Tiwari
Best Regards or Kind Regards in Email Signature – Match the Tone When in Doubt
If you are still confused or have doubts even after reading the use and example, we would suggest you go with the flow. It is best to match the tone of the receiver. You ask, how to find the tone? Well, just check your inbox and see how they sign off in their last email. And when you are writing an email to a person for the first time, it is best to go with the content of the email. Remember, the purpose of the email is to convey your feelings along with the important message for which you are writing the mail. So, when in doubt just use your intuition and sign off using the phrases such as “best regards”, “sincerely”, “kind regards”, “best wishes” or just “best”.
Other Phrases and Their Uses For Email Signature:
Some other alternatives to best regards or kind regards for email signature are listed below:
- Sincerely – Best used when you are writing a job application, inquiry email, or any mail where you would like to express professionalism without being too formal.
- Thank you – You use this phrase when you want to express gratitude. So, when you wish to thank someone for the time they have given in reading your mail. Therefore, it is mainly used when you do not know the person much and like to maintain a formal tone.
- Respectfully – Used when writing an email to a person in a position be it a government official, your boss, or someone you would like to express reverence to.
- Yours Faithfully – Used when you are relying on a trust-based relationship with the recipient. It gives a formal tone to the email.
- Warm Regards – It is used in more informal emails. Especially used in emails sent to friends, colleagues, and people at work with you who share a close bond.
- Best – Used as a shortened version of ‘best regards’ and is considered less formal in professional communication. However, it is still acceptable with people you write frequently to.
Some Informal Email Sign-off Phrases:
- Cheers – To celebrate/congratulate
- Onward and upwards – a positive note/motivate the receiver
- You’ve got this – Motivate the reader
- See you soon – expresses eagerness to meet the receiver
Conclusion:
In the 21st century, writing emails that convey the message effectively is a must-have professional skill. As you know how to sign off your emails like a pro now, make sure you use them to make your receiver get the tone of the entire mail appropriately!