The last line of an email is the line people remember. A sign-off that is too stiff can make you sound distant. One that is too friendly can sound unprofessional. “Best regards,” “kind regards,” and “warm regards” are three of the most common choices in business email, yet many senders use them interchangeably. They are not interchangeable. Each carries a different level of warmth, formality, and relationship expectation.
This guide explains exactly what each sign-off communicates, when to use it, and how to pick the right one based on your reader, your industry, and your region. It also covers common mistakes, capitalization rules, alternatives, and how your sign-off fits into the broader goal of email deliverability and professional communication.
What “Regards” Means in an Email Sign-Off
“Regards” comes from the idea of sending good wishes or respectful thoughts. In email, it works as a polite closing. It is neutral enough for business, but it still needs a modifier to set the right tone. “Best regards,” “kind regards,” and “warm regards” are the most common modifiers. Each one shifts the emotional temperature of the message.
The difference is small but meaningful. “Best” is the safest default. “Kind” adds a touch of courtesy. “Warm” adds personal warmth. Choosing the wrong one can create a small tonal mismatch that affects how your message is received.
Best Regards vs Kind Regards vs Warm Regards: Quick Comparison
The table below shows how the three sign-offs differ across the dimensions that matter most in business email.
| Sign-Off | Formality Level | Warmth Level | Best Used With | Typical Context |
|---|---|---|---|---|
| Best regards | Neutral to formal | Low to medium | Colleagues, clients, vendors, new contacts | General business email, follow-ups, introductions |
| Kind regards | Formal to very formal | Medium | New contacts, senior stakeholders, clients, officials | First emails, formal requests, customer service, cover letters |
| Warm regards | Informal to semi-formal | High | Known colleagues, warm leads, friendly clients, mentors | Thank-you notes, relationship-building emails, check-ins |
If you need a single default for uncertain situations, choose “best regards.” It is the most versatile. If you want to show extra respect or distance, choose “kind regards.” If you already have rapport and want to sound human, choose “warm regards.”
What Does “Best Regards” Mean?
“Best regards” is a standard professional sign-off. It means “I wish you well” without being too personal. It works for almost any business email because it sits in the middle of the formality scale. It is polite, brief, and unlikely to offend.
When to Use “Best Regards”
Use “best regards” when:
- You are writing to someone you do not know well.
- You want a safe, professional close for routine business email.
- You are following up after a meeting, call, or event.
- You are emailing clients, vendors, or external partners.
- The rest of your email is already warm and you do not want to overdo friendliness.
“Best Regards” Example
Hi Priya,
Thank you for the quick turnaround on the contract edits. I have reviewed the changes and everything looks good. Let me know if you need anything else before we finalize.
Best regards, Marcus
This message is warm but not overly personal. “Best regards” matches the professional, task-focused tone.
What Does “Kind Regards” Mean?
“Kind regards” is slightly more formal than “best regards.” It adds a note of courtesy and respect. The word “kind” signals that you are being considerate, which can help in situations where you need to be polite without being casual.
When to Use “Kind Regards”
Use “kind regards” when:
- You are writing to someone for the first time.
- You are making a formal request or asking for a favor.
- You are emailing senior executives, officials, or people outside your organization.
- You are in customer support and want to sound helpful but professional.
- The rest of the email is direct or contains instructions, and you want to soften the close.
“Kind Regards” Example
Dear Dr. Alvarez,
I am writing to request a letter of recommendation for my graduate school application. I have attached my CV and a summary of the programs I am applying to. I would be grateful for your support.
Kind regards, Jennifer Park
Here “kind regards” matches the respect and formality of the request.
What Does “Warm Regards” Mean?
“Warm regards” is the most personal of the three. It says that you have a friendly relationship with the reader or that you want to leave the conversation on a warm note. It is less formal than “best regards” and much less formal than “kind regards.”
When to Use “Warm Regards”
Use “warm regards” when:
- You know the reader well and have an established relationship.
- You are thanking someone, congratulating them, or checking in after a personal event.
- You want to add warmth to an otherwise brief or transactional email.
- You are writing to a mentor, long-term client, or close colleague.
- The rest of the email is friendly and the sign-off should match.
“Warm Regards” Example
Hi David,
It was great catching up at the conference last week. I really enjoyed our conversation about the new email authentication standards. Let us find time to continue it soon.
Warm regards, Sarah
“Warm regards” fits because the email is relationship-focused, not task-focused.
How to Choose the Right Sign-Off: A Decision Guide
Choosing between these three sign-offs is easier when you answer two questions: How formal is the relationship? How warm do I want to sound?
Relationship-Based Guide
| Relationship | Recommended Sign-Off | Why |
|---|---|---|
| Cold outreach / first contact | Kind regards | Shows respect without assuming familiarity. |
| New client or vendor | Best regards | Safe, professional, and adaptable. |
| Ongoing client or colleague | Best regards or warm regards | Use warm only if the relationship is friendly. |
| Senior executive or official | Kind regards | Adds the appropriate level of deference. |
| Close colleague or friend | Warm regards | Matches the personal tone. |
| Customer support reply | Kind regards | Courteous and helpful. |
| Job application / cover letter | Kind regards or Sincerely | More formal than best regards. |
Context-Based Guide
| Email Context | Best Choice |
|---|---|
| First introduction | Kind regards |
| Follow-up after meeting | Best regards |
| Thank-you email | Warm regards |
| Request for information | Kind regards |
| Status update | Best regards |
| Apology or bad news | Kind regards |
| Congratulatory message | Warm regards |
| Routine team email | Best regards or Cheers |
Regional and Cultural Differences
The right sign-off can change depending on where your reader is based. English is not the same everywhere, and business cultures differ.
United States
“Best regards” is the default in American business email. “Warm regards” is also acceptable, especially in industries like media, consulting, and startups. “Kind regards” is less common in the US and can sound slightly formal or even British to American readers.
United Kingdom
“Kind regards” is extremely common in British business email and is often the default. “Best regards” is also fine. “Warm regards” is used less frequently and may sound more emotional than British business norms expect.
Australia and New Zealand
Australians and New Zealanders tend to be informal. “Best regards” works well, and “kind regards” is also common. “Warm regards” is acceptable with people you know.
Canada
Canadian business email usually follows American patterns, with “best regards” as the safest choice. Bilingual regions may see “Cordialement” or similar French closings when writing in French.
Non-Native English Contexts
In many international business settings, “best regards” is the safest choice because it is widely understood and does not carry strong regional flavor. “Kind regards” and “warm regards” may be interpreted literally, so choose based on the reader’s likely cultural background.
Industry-Specific Guidance
Different industries have different expectations for tone and formality.
Sales and Outreach
Sales emails need to feel human but not presumptuous. “Best regards” is usually the right choice for cold and warm outreach. “Warm regards” can work after a call or demo when rapport has been established. Avoid “kind regards” in aggressive sales sequences because it can sound distant. For more on outreach tone, read our guide to professional email closings.
Customer Support
Support emails should sound helpful and courteous. “Kind regards” is ideal because it conveys care without over-familiarity. “Best regards” also works for routine replies. “Warm regards” is best reserved for cases where you are celebrating a resolution with a long-term customer.
Legal, Finance, and Healthcare
These industries tend to prefer formality. “Kind regards” or “Sincerely” are safer than “best regards.” “Warm regards” is usually too casual for legal notices, billing discussions, or patient communications.
Recruiting and Human Resources
Use “best regards” for most candidate communication. Use “kind regards” for formal offer letters or rejections. Use “warm regards” only when you have built a friendly relationship with a candidate.
Startups and Tech
Tech culture is generally informal. “Best regards” is always safe. Many teams use “Cheers,” “Thanks,” or just a first name. “Warm regards” works well with investors, advisors, or partners you know well.
Capitalization and Punctuation Rules
Small formatting mistakes in your sign-off can make an otherwise polished email look careless.
Capitalization
- Capitalize the first word of the sign-off: Best regards, not best regards.
- Do not capitalize “regards” unless it starts a new line or is part of a title.
- The same rule applies to “Kind regards” and “Warm regards.”
Punctuation
- Use a comma after the sign-off.
- Put your name on the next line.
Example:
Best regards,
Alex Chen
Comma Before the Sign-Off
In American business email, a comma before the closing is standard:
Thank you for your help, Best regards, Alex
British usage sometimes omits the comma before the closing, but including it is always safe in international business email.
Common Mistakes With “Regards” Sign-Offs
Even experienced writers make small errors with these closings.
Using the Wrong Level of Warmth
“Warm regards” in a cold email to a stranger can feel presumptuous. “Kind regards” to a close teammate can feel cold. Match the sign-off to the relationship.
Confusing “Regards” With “Regarding”
“Regards” means good wishes. “Regarding” means about or concerning. Do not write “Best regarding” or use “regards” in the body of the email when you mean “regarding.”
Writing “Best Regard” Without the S
The correct form is always plural: Best regards, kind regards, warm regards. “Best regard” is incorrect.
Overusing the Same Sign-Off
If every email ends with “best regards,” your messages can start to feel robotic. Vary your sign-off based on context and relationship. A small change shows attention to detail. For more closing options, see our guide to professional email closings.
Forgetting the Comma
Skipping the comma after the sign-off is a minor error, but it makes the close look unfinished. Always include it.
Best Regards vs Best Wishes vs Sincerely
These three closings are often compared with “best regards,” but they serve different purposes.
| Sign-Off | Formality | When to Use |
|---|---|---|
| Best regards | Neutral professional | Routine business email |
| Best wishes | Warm, personal | Celebrations, farewells, personal milestones |
| Sincerely | Formal | Cover letters, formal requests, traditional business letters |
| Kind regards | Formal to neutral | First contact, customer support, formal email |
| Warm regards | Informal to neutral | Friendly follow-ups, thank-you notes |
“Best wishes” is more emotional than “best regards.” Use it when you genuinely want to wish someone well. “Sincerely” is the most formal of the group and works best in letters or very formal email.
Email Sign-Off Tone Checker
Use this quick decision tool when you are unsure which sign-off fits your email. Answer the three questions below and match your score to the recommendation.
The Three Questions
Have you emailed this person before?
- No = 0 points
- Yes, but only a few times = 1 point
- Yes, we have an established relationship = 2 points
How formal is the situation?
- Very formal (job application, legal matter, government official) = 0 points
- Standard business (client, vendor, colleague) = 1 point
- Casual or friendly (teammate, warm lead, mentor) = 2 points
What is the emotional tone of the message?
- Neutral or transactional = 0 points
- Appreciative or professional-courteous = 1 point
- Warm, grateful, or relationship-focused = 2 points
Your Score and Recommended Sign-Off
| Total Score | Recommended Sign-Off | Why |
|---|---|---|
| 0-1 | Kind regards or Sincerely | You need formality and distance. |
| 2-3 | Best regards | Safe, professional, and adaptable. |
| 4-5 | Warm regards or Thanks | You have rapport or the message is warm. |
| 6 | Warm regards, Best wishes, or a personalized close | Strong relationship or emotional message. |
This tool is a starting point, not a rule. Context, company culture, and regional norms still matter. If you are writing cold outreach, also review our guide to cold email outreach for startup founders for more on tone and deliverability.
40 Professional Alternatives to “Best Regards”
Sometimes you want something different. Here are alternatives grouped by tone.
Neutral and Safe
- Best
- Regards
- All the best
- Best regards
- Kind regards
- Warm regards
- Yours truly
- Sincerely
Friendly but Professional
- Thanks
- Thanks so much
- Thank you
- Many thanks
- Much appreciated
- Cheers
- Take care
- Talk soon
Formal
- Respectfully
- Yours respectfully
- With appreciation
- With gratitude
- Cordially
- Sincerely yours
Brief and Modern
- Best
- Regards
- Thanks
- Cheers
- Talk soon
Choose an alternative that matches the rest of your email. A casual “Cheers” after a formal request feels inconsistent.
Before-and-After Email Rewrites
Small changes to your sign-off can change the feel of a message. Here are three examples.
Example 1: Too Cold
Hi Rina,
Attached is the invoice for Q2. Please review and confirm receipt.
Regards, Tom
Improved:
Hi Rina,
Attached is the invoice for Q2. Please review and let me know if everything looks correct.
Best regards, Tom
The change from “Regards” to “Best regards” adds a small amount of warmth without losing professionalism.
Example 2: Too Friendly for the Context
Dear Hiring Manager,
I am excited to apply for the marketing role. My experience in email campaigns and analytics matches the job description closely.
Warm regards, Jordan
Improved:
Dear Hiring Manager,
I am excited to apply for the marketing role. My experience in email campaigns and analytics matches the job description closely.
Kind regards, Jordan
“Warm regards” assumes familiarity. “Kind regards” is more appropriate for a first contact with a recruiter.
Example 3: Just Right
Hi Dr. Lee,
Thank you for taking the time to meet with me yesterday. I enjoyed learning about your team’s approach to deliverability.
Best regards, Sam
This is already balanced. “Best regards” fits the professional but appreciative tone.
How Your Sign-Off Connects to Email Deliverability
Your sign-off does not directly affect whether your email lands in the inbox, but the overall tone and professionalism of your message do. Spam filters look at engagement signals. Recipients mark messages as spam when they feel impersonal, misleading, or inappropriate. A thoughtful sign-off is part of a thoughtful email.
If you send outreach or marketing email, also pay attention to authentication records, list hygiene, and sender reputation. Our guide to email deliverability explains how these factors work together. You can also use our blacklist check to see if your sending domain or IP has reputation issues.
For cold outreach specifically, the sign-off is only one part of the message. The from line, subject line, and first sentence all affect whether the email gets read. Learn more in our guides to writing irresistible cold email subject lines and mastering cold email outreach best practices.
Key Takeaways
- “Best regards” is the safest default for most business email.
- “Kind regards” is more formal and works well for first contact, support, and formal requests.
- “Warm regards” is the most personal and should only be used when you have rapport.
- Match your sign-off to the reader’s relationship, industry, region, and the email’s purpose.
- Always capitalize the first word, keep “regards” plural, and use a comma after the sign-off.
- Avoid confusing “regards” with “regarding” or using “best regard” without the S.
- Vary your sign-off so your emails do not sound robotic.
- A professional sign-off supports your credibility, but deliverability depends on authentication, engagement, and list quality too.
- Use the sign-off tone checker when you are unsure which closing fits the relationship and context.
Frequently Asked Questions
Is it “best regards” or “best regard”?
It is always “best regards,” with an S. The same applies to “kind regards” and “warm regards.” The plural form is the standard convention in English email closings.
Is “best regards” formal enough for a job application?
“Best regards” is acceptable for most job applications, but “kind regards” or “sincerely” are slightly more formal and often preferred for cover letters. If the company culture is conservative, choose “sincerely.”
Can I use “warm regards” in a business email?
Yes, but only when you already know the reader or have established rapport. Using “warm regards” in a cold email can sound too familiar or even unprofessional.
What is the most professional email sign-off?
“Sincerely” is traditionally the most formal sign-off for letters and formal email. In modern business email, “best regards” and “kind regards” are the most widely accepted professional choices.
Is “kind regards” too formal?
“Kind regards” is formal but not stiff. It is appropriate for first contact, senior stakeholders, customer support, and any email where you want to show courtesy. In very casual internal teams, it may sound distant.
Should I use a comma after “best regards”?
Yes. Place a comma after the sign-off, then put your name on the next line. For example: “Best regards,nAlex Chen.”
Are “best regards” and “kind regards” the same?
No. “Best regards” is neutral and versatile. “Kind regards” is slightly more formal and emphasizes courtesy. They are close, but the difference matters in tone-sensitive contexts.
Which sign-off is best for cold email?
For cold email, “best regards” is usually the safest choice. It is professional without being cold. “Kind regards” also works, especially in formal industries. Avoid “warm regards” in cold outreach because it assumes a relationship that does not yet exist. Combine the right sign-off with a strong subject line and a clean from line for the best results.