Best Regards vs Kind Regards – What’s the Difference?
You’re staring at your email, about to hit send, and you pause at the ending. Should you say “Best Regards” or “Kind Regards”? Or maybe just “Regards”? Does it even matter?
Short answer: Yeah, it kinda does. Different sign-offs give different vibes, and using the right one can make you sound more professional (or more friendly, depending on what you’re going for).
The Quick Breakdown
Best Regards: Professional but friendly. Works in most situations.
Kind Regards: A bit more formal and polite. Good for when you want to be extra courteous.
Regards: Neutral and professional. A safe choice when you’re not sure.
All three are perfectly fine to use. None of them are wrong. But they DO have slightly different feels.
When to Use “Best Regards”
This is probably the most popular one right now. It’s professional without being stuffy, and friendly without being too casual.
Use it when:
- You’re emailing someone you don’t know super well
- You want to sound professional but approachable
- You’re writing a business email but it’s not super formal
- You’re following up with someone
- You’re applying for a job or internship
Example:
“Thank you for considering my application. I look forward to hearing from you.
Best Regards,
Sarah”
Sounds good, right? Professional but human.
When to Use “Kind Regards”
This one’s a little more formal. It’s like the slightly fancier cousin of “Best Regards.”
Use it when:
- You’re writing to someone in a more senior position
- You want to be extra polite (like when asking for a favor)
- You’re writing a formal business letter
- You’re in a situation where you want to show respect
- You’re writing to clients or customers
Example:
“Thank you for taking the time to review my proposal. I appreciate your consideration.
Kind Regards,
James”
See how that feels a bit more polite? That’s the difference.
When to Use Just “Regards”
This is the shortest and most neutral option. It’s not warm, but it’s not cold either. Just… professional.
Use it when:
- You’re not sure what tone to use
- You’re writing a quick, straightforward email
- You’ve been emailing back and forth a lot
- You want to keep it simple and professional
- You’re writing to someone you work with regularly
Example:
“I’ve attached the report as requested. Let me know if you need anything else.
Regards,
Michael”
Clean and simple. Gets the job done.
What About “Warm Regards”?
This one’s friendlier than the others. It’s good if you want to add a bit of warmth to your email.
Use it when:
- You know the person pretty well
- You want to sound friendly and approachable
- You’re writing a thank-you email
- You’re reaching out to someone you haven’t talked to in a while
But honestly? It can sound a little old-fashioned. Some people love it, some think it’s outdated. Use your judgment.
Are There Wrong Choices?
Not really! But some sign-offs can sound weird in certain situations.
Avoid these in professional emails:
- Cheers – Too casual (fine for friends, weird for your boss)
- XOXO – Unless you’re emailing your grandma, no
- Sent from my iPhone – Not even a sign-off, just lazy
- Thx – Come on, spell it out
- Later – Save it for text messages
Other professional options:
- Sincerely – Very formal, good for cover letters
- Respectfully – Super formal, use for very serious situations
- Thank you – Great when you’re actually thanking someone
- Best – Short for “Best Regards,” common in quick emails
Does Your Industry Matter?
Yep! Different fields have different email cultures.
Law, Finance, Government: Stick with “Kind Regards” or “Sincerely.” These fields are more formal.
Tech, Startups, Creative Fields: “Best Regards” or even just “Best” works great. These industries are more casual.
Healthcare, Education: “Best Regards” or “Kind Regards” both work well. Professional but approachable.
Customer Service: “Best Regards” or “Warm Regards” helps you sound friendly and helpful.
What Do People Actually Use?
Based on what I see in my inbox every day:
- Most common: “Best Regards” and just “Best”
- Second place: “Kind Regards”
- Third place: “Regards”
- Also popular: “Thanks” or “Thank you”
Honestly, “Best” has become super popular because it’s quick and professional. You’ll see it a lot.
Can You Switch It Up?
Absolutely! You don’t have to use the same sign-off every single time.
Here’s what I do:
- First email to someone: “Best Regards”
- Following up: “Thanks” or “Best”
- Asking for a favor: “Kind Regards” or “Thank you”
- Quick back-and-forth emails: Sometimes no sign-off at all
Once you’ve been emailing someone back and forth a few times, you can drop the formality. But for that first email? Keep it professional.
British vs American English
Fun fact: British people LOVE “Kind Regards.” Americans tend to prefer “Best Regards.”
Neither is wrong! Just a cultural preference.
If you’re emailing someone in the UK, “Kind Regards” might feel more natural to them. If you’re in the US, “Best Regards” is probably more common.
Does Anyone Actually Care?
Here’s the truth: Most people don’t think too hard about email sign-offs. As long as you’re professional and polite, you’re fine.
BUT – a good sign-off can help set the tone. And a weird one (like “Cheers” to your CEO) can make you seem unprofessional.
So yeah, it’s worth thinking about. Just not stressing about.
My Personal Opinion
I use “Best Regards” about 80% of the time. It works for almost everything, sounds professional, and doesn’t feel stiff.
When I want to be extra polite (like asking someone for a big favor), I’ll use “Kind Regards.”
When I’m just sending a quick email to someone I work with all the time, I’ll use “Best” or “Thanks.”
Find what feels natural to you and stick with it. Nobody’s going to judge you for being consistent.
The Bottom Line
Here’s all you really need to know:
- Best Regards = Professional and friendly (use this if you’re not sure)
- Kind Regards = More formal and polite (good for important emails)
- Regards = Neutral and simple (safe choice for any situation)
All three are correct. Pick one that matches your style and the situation. Don’t overthink it.
Quick Decision Guide
If you’re emailing your boss: Best Regards or Kind Regards
If you’re emailing a potential employer: Best Regards or Sincerely
If you’re emailing a client: Best Regards or Kind Regards
If you’re emailing a coworker: Best or Thanks
If you’re not sure: Best Regards (always works)
One Last Thing
Whatever sign-off you choose, make sure you actually use one. Ending an email with nothing looks unfinished and kind of rude.
Even a simple “Thanks” is better than just stopping mid-email and hitting send.
So pick your favorite, use it consistently, and don’t stress too much. Your email content matters way more than your sign-off anyway.
Now go forth and end your emails like a pro!