When and How to Use “Best Regards” (Plus, Alternative Phrases)

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Etiquette coach Christine Ferrera explains what "Best regards" means and how to use it

Co-authored by Melanie Whitney and Maryana Lucia Vestic, MFA, M.Phil.

Last Updated: November 14, 2025 Fact Checked

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• Meaning
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• When to Use It
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• How to Use It
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• Variations
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• Alternatives
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• Writing Tips
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• Video

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“Best regards” is considered a polite yet professional way to close an email or letter. But, are you sure it’s the best phrase for the email you’re writing? If you’re confused, keep reading to learn what “Best regards” means and when and how to use it, along with examples. We'll also share variations and alternatives you can use instead, plus give you writing tips for closing an email or letter correctly, with help from career and etiquette coaches.

Meaning & Usage of "Best Regards"

Etiquette coach Christine Ferrera says “Best regards” is a polite phrase that conveys your respect and best wishes to the person you’re writing to. The phrase is best used as a semi-formal closing to convey a warm and professional tone.

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Section 1 of 6:

What does “best regards” mean?

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1. 
   “Best regards” expresses your “best wishes” to the person you’re communicating with. Ferrera says this “is a polite closing often used at the end of an email to express respect or goodwill. [It’s also] acceptable in friendly or ongoing correspondence.” The phrase is professional without coming across as too formal or stiff. It shows high regard for the recipient and conveys respect and warmth while maintaining a professional tone in your letter, email, or card.

   • “Best regards” is considered both a polite and professional way to sign off on an email or letter.
   • In professional situations, Ferrera suggests using this closing in a less formal way, like when you’re writing to colleagues you know personally. “In business or first-time correspondence, choose ‘Sincerely’ or ‘Respectfully’ instead,” Ferrera says. “These closings reinforce professionalism, [protect] your reputation in situations where tone and word choice matter, [and] may influence how others perceive your competence or credibility.”

   Meet the wikiHow Experts

   Christine Ferrera is an etiquette coach based in Fontana, California with over 12 years of experience. She’s also the founder of the training program Polished Message Etiquette (PME).

   Shannon O'Brien, MA, EdM, is a career coach who has been ranked as the #1 Career and Life Coach in Boston, MA by Yelp reviewers.

   Tami Claytor is an etiquette coach with over 20 years of experience teaching etiquette classes to individuals and companies.
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Section 2 of 6:

When to Use “Best Regards”

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   Use "Best regards” as a semi-formal closing to an email or letter. It’s considered a professional, polite way to end a communication where you have a pre-existing relationship with the recipient. It’s a popular way to maintain a polite but friendly tone for follow-up messages and regular interactions. “Best regards” can be used for interactions such as job applications, business client communications, and emails to a vendor or supplier. Ahead are more examples of when to use "Best regards”:

   • Cover letter for a job application
   • Emailing a work colleague or client
   • Closing a “thank you” message
   • Writing to a boss, manager, or supervisor
   • Resignation letter
   • Writing an email to a teacher, administrator, or healthcare professional
2. 2
   Avoid using "Best regards” in formal emails or letters. Ferrera notes that the phrase “can appear too casual in formal or business settings. Professionals often choose closings like ‘Sincerely’ or ‘Respectfully’ to maintain clarity, professionalism, and credibility.” If you’re writing to a senior supervisor or someone you don’t have a relationship with yet, "Best regards” may not feel as formal as it should. Some examples of when to avoid using “Best regards” follow here:

   • Very formal or sensitive communications
   • Legal letters or emails
   • Formal job application or inquiry
   • Email or letter to a senior supervisor
   • Email to someone you don’t know yet
3. 3
   Avoid using "Best regards” in casual communications. If you’re writing to a friend or family member using a friendly, warm tone, "Best regards” feels too formal. You might also be sending an email to team members at work, where you’d use more casual or informal closings, like “cheers,” “take care,” or “thanks.” Here are some more examples of when to avoid using “best regards”:

   • Internal team email
   • Ending an email to a friend or family member
   • Friendly letter that doesn’t focus on a project
   • Email about a sensitive topic
   • When using a humorous tone
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Section 3 of 6:

How to Use “Best Regards”

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1. 
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   Only capitalize the “B” when closing with "Best regards.” When using "Best regards” as a closing, only the first word (“Best”) is capitalized, because it starts the closing. The "r" in "regards" remains in lowercase. Capitalization rules state that only the first word of a sentence should be capitalized, and not every "important" word in a phrase.

   • Correct: Best regards
   • Incorrect: Best Regards
2. 2
   Add a comma after “Best regards.” By adding a comma after “Best regards,” you’re separating your closing from your signature. Standard grammar dictates that the ending salutation or closing and the sender’s identity should always remain separated. It also helps maintain a professional and polite etiquette for business emails and letters. It appears like this:

   • Best regards,
3. 3
   Place "Best regards” on its own line after your last sentence. Add one blank line after your last sentence and before "Best regards.” After typing “Best regards,” add another blank line. Place your name on the line below this blank line. It should look something like this:

   • Best regards,
     
     [Name]
   EXPERT TIP

   

   Tami Claytor

   Etiquette Coach

   Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification.

   

   Tami Claytor
   Etiquette Coach

   The way you sign your email matters as much as your closing does. Always include your name when signing a letter. If it's someone you don't know, you want to give your full name; if it's someone you know, you can use just one name, depending on the level of intimacy.
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Section 4 of 6:

Variations For "Best Regards”

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1. 
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   Regards “Regards” is thought of as a more traditionally formal closing than “Best regards.” In contrast, “Best regards” is a slightly less formal email ending than “Regards” and is considered somewhat warmer.

   • Use “Regards” if you’re sending a professional email to someone you don’t know yet.
   • Use “Best regards” in an email with someone with whom you already have a relationship.
2. 
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   Kind regards “Kind regards” is considered a slightly more formal closing than “Best regards.” “Best regards” comes across as more neutral and versatile when closing an email. While “Kind regards” is very respectful professionally, “Best regards” is a touch more familiar, but still professional.

   • Use “Kind regards” if you’re writing to a member of senior staff or when inquiring about a job.
   • Use “Best regards” when writing to a manager or supervisor, or anyone you have an established relationship with.
3. 
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   Warm regards “Warm regards” is a more friendly, casual closing than “Best regards.” When closing a general professional email, “Best regards” is a more neutral, safe choice. “Warm regards” expresses a more familiar overall tone than “Best regards.”

   • Use “Warm regards” if you’re sending an email to a colleague, team member, or in personal emails.
   • Use “Best regards” when writing a formal letter or email.
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Section 5 of 6:

Alternatives to "Best Regards"

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   Formal Use formal alternatives to “Best regards” in cover letters or when writing a business or professional letter. Using a formal closing conveys a professional tone, shows respect, and makes a response from the recipient more likely. Here are some examples for other ways to say “Best regards” when writing a formal email:

   • Many thanks
   • Sincerely
   • Respectfully
   • With appreciation
   • Faithfully yours
   • Looking forward to hearing from you
   • In appreciation
   • Thank you for your time
   • Best wishes
   • With gratitude
   • Peace and blessings
   • To great days ahead
   • Yours truly
   • Career coach Shannon O'Brien, MA, EdM suggests choosing an email closing by “figuring out what you're comfortable with. You might decide on using 'sincerely' instead of ‘best regards’ if you've been sincere in your communication throughout the email or letter."
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   Informal Use an informal alternative to “Best regards” when you have already established a solid relationship with the recipient. It’s ideal for professional communication in a more relaxed workplace, communication with long-term clients, or coworkers on a team. Informal closings can foster a more friendly work relationship or build rapport with someone you work with. More examples are ahead:

   • Have a nice day
   • Thank you
   • All the best
   • Until next time
   • Wishing you the best
   • Have a great day
   • Forever grateful
   • Best
   • Until we meet again
   • Be safe and take care
   • Yours
   • Cheers
   • Etiquette coach Tami Claytor recommends getting creative with your closing, “depending on the context of your letter.” For example, “if you’re making a request, you could say, 'sending you wishes for a nice day' to mix it up a little bit."
3. 
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   Casual Use casual alternatives to “Best regards” for family, friends, and coworkers who you’re close to. They express a warm tone when ending a friendly letter and can help further strengthen relationships and encourage positivity between you and the recipient. Emailing close friends at work about day-to-day issues or someone you’re in a group with often calls for a more casual greeting and/or closing. Additional examples can be found here:

   • Thanks
   • Take care
   • See you soon
   • Looking forward
   • Be well
   • Later
   • Talk soon
   • ‘Til next time
   • Warmly
   • Warm wishes
   • Stay awesome
   • Have a good one
   • XOXO
   • Catch you later
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Section 6 of 6:

Tips for Closing an Email

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1. 1
   Remember your call to action. Before your closing, end a sincere email with a statement that will encourage your recipient to respond to your email or letter. By doing this, you’re letting them know that you anticipate a response. Some examples of a call to action sentence are ahead:

   • Please review the attached report and let me know if you have any questions.
   • Please let me know by next Friday EOD what your schedule looks like to meet.
   • I look forward to hearing from you about the position, and thank you for your time.
2. 2
   Choose a closing that matches the tone and context of your email. For instance, if you’re sending a cover letter with your resume to apply for a job, avoid ending a letter with friendly, casual closings like “Thanks” or “Take care.” Stick to formal closings that are more professional, like “Regards” or “Sincerely.” Likewise, avoid ending friendly emails to those you are close with using overly formal closings, like “Best regards” or “Thank you for your time.”
3. 3
   Double-check your closing to make sure it’s foolproof. Look for any minor, common mistakes when adding a closing to your email. Here’s a checklist you can consult when closing an email:

   • Have you included a call to action in your last sentence?
   • Is your closing appropriate to the tone and context of your email?
   • Have you made sure not to use abbreviations in your closing, like “Thx” for “Thanks?”
   • Is there any language that might be interpreted as passive-aggressive? For example, some people consider “Kind regards” as a passive-aggressive phrase.
   • Have you avoided any political or religious statements? For instance, avoid adding “Peace and blessings” to an email written to someone you don’t know yet.
   • Have you included a sign-off? Leaving out a closing altogether can come across as rude or abrupt, especially when you don’t have a relationship with the recipient yet.
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