When Should You Use 'Best Regards' in a Professional Email?

Using 'Best regards' is a safe and professional email sign-off for established business relationships, but the wrong choice can undermine your message's tone. Based on our assessment experience, 'Best regards' is most effective when you have an existing, respectful working relationship with the recipient.

What Does 'Best Regards' Mean and When is it Appropriate?

'Best regards' is a semi-formal valediction (the term for a closing phrase) that conveys respect and well-wishing. It sits comfortably between the formality of 'Sincerely' and the familiarity of 'Best'. The key to using it correctly lies in assessing your relationship with the recipient. It is ideally suited for scenarios where you have a history of positive, professional interaction.

Common professional situations where 'Best regards' is an excellent choice include:

• Communicating with a direct supervisor or manager about an ongoing project.
• Corresponding with a client with whom you have a developed a working relationship.
• Emailing a vendor or partner you've collaborated with previously.
• Writing to colleagues or internal team members.

What Are the Best Alternatives to 'Best Regards'?

Selecting the right email closing depends entirely on the context and desired level of formality. Here are some common alternatives and when to use them:

• Kind regards: A slightly more formal version of 'Best regards'. Use it when emailing a senior executive or a new business contact to show heightened respect.
• Regards: A shortened, more neutral option. It is less personal but remains professional, suitable for brief, transactional emails with colleagues.
• Sincerely: This is a highly formal closing, best for cover letters, initial outreach to someone you don't know, or formal complaints.
• Best: A friendly and concise option for recipients you communicate with frequently. It’s professional yet warmer.
• Thank you: An action-oriented sign-off perfect for messages where you are explicitly expressing gratitude for assistance.

The table below provides a quick reference for choosing the right closing based on the situation.

How Can You Ensure Your Email Closing is Always Professional?

Beyond the specific words, the overall professionalism of your email signature is critical. Based on industry standards, a complete signature should include your full name, title, company, and contact information. This not only provides clarity but also reinforces your professional brand. Avoid overly casual closings like "Yours truly" or "XOXO" in a business context, as they can be perceived as unprofessional. When in doubt, err on the side of slightly more formality, especially in initial communications.

To consistently choose the right email closing:

1. Assess the relationship: Consider your history and current dynamic with the recipient.
2. Match the email's tone: A serious email requires a more formal sign-off than a quick, positive update.
3. Review their sign-off: If the recipient emails you first, mirroring their level of formality is a safe and respectful strategy.

The most effective email communication is clear, respectful, and context-appropriate. By selecting a valediction like 'Best regards' for the right situations, you project professionalism and strengthen your business relationships.