Best Regards Alternatives: 20 Professional Email Sign-Offs That Get Results
Your email closing is more than a polite formality—it’s a chance to make a lasting impression. While “Best regards” is a widely accepted choice, it can often feel generic or overused. Whether you’re writing a formal business proposal, a friendly follow-up, or a quick team update, choosing the right sign-off matters.
This guide explores powerful alternatives to “Best regards,” explains when and how to use each one, and gives actionable tips for ending emails professionally—along with real stats, expert-backed advice, and signature branding insights from Ge-Sign.
What Does "Best Regards" Mean and When to Use It
“Best regards” is a semi-formal sign-off commonly used in professional emails. It signals respect, neutrality, and a positive tone—making it a safe choice when you’re unsure of the relationship level. It’s ideal for clients, colleagues, or anyone you want to stay professional with, without sounding stiff.
However, in 2025, readers are increasingly looking for personalized, tone-appropriate closings. A study from Purdue University found that a message’s closing tone influences how recipients perceive both professionalism and trust.
Top Best Regards Alternatives
Here are 20 email sign-offs you can use depending on tone, audience, and intent:
- Thanks in advance: Shows appreciation before the recipient takes action, encouraging a response.
- Thank you: Polite and universally accepted for almost any context.
- Thanks: More relaxed and conversational, perfect for internal or ongoing conversations.
- Kind regards: Polished and professional, with a touch of warmth.
- Cheers: Friendly and informal; ideal for creative or international teams.
- Warm regards: Slightly more personal than “Kind regards,” still business-appropriate.
- All the best: Supportive and neutral, works well in both formal and informal situations.
- Sincerely: A traditional, formal sign-off used in official letters or job applications.
- Respectfully: Reserved for formal emails, especially when addressing authority figures.
- Best wishes: Positive and pleasant; suitable for personal or semi-professional messages.
- With appreciation: Expresses gratitude in a professional tone.
- Looking forward: Great for emails expecting a response or continued communication.
- Gratefully: Emotionally warm, often used when expressing sincere thanks.
- Many thanks: Slightly more enthusiastic than a plain “Thanks.”
- Take care: Casual and empathetic; good for colleagues or contacts you know well.
- Be well: Warm and personal, especially relevant in wellness-focused contexts.
- Yours truly: A formal sign-off for traditional letters, still used in legal or official contexts.
- Faithfully: Used in formal UK English when the recipient is not known by name.
- Stay safe: Empathetic and timely, especially suitable in sensitive or health-related messages.
- Until next time: Friendly and open-ended, ideal for recurring interactions or follow-ups.
Professional and Friendly Email Sign-Offs to Use Instead of "Best Regards"
- Warm regards: for supportive messages or client relationships
- Cheers: when writing to colleagues or international teams
- With appreciation: after receiving help or support
“After switching from ‘Best regards’ to ‘Kind regards,’ my client response rate improved noticeably. It felt just warm enough without crossing any lines.”
Kevin F., Realtor
Formal vs. Informal Email Closings
Here’s a quick cheat sheet to help you choose the right closing based on your context:
Use formal closings like:
- Sincerely
- Yours truly
- Respectfully
When you’re:
- Writing job applications
- Sending official company correspondence
- Emailing a superior or client you don’t know well
Use informal or semi-formal closings like:
- Cheers
- All the best
- Take care
When you’re:
- Collaborating with internal teams
- Following up casually
- Ending a thread with someone you know
Switching to more personable closings like “Take care” can make your emails feel warmer and encourage faster, more genuine responses.
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How to End an Email Professionally
Ending an email is more than just a sign-off—it’s a final nudge to engage your reader. To close powerfully, consider these tips:
- Add a short, polite final sentence such as, “Let me know if you have any questions.”
- Use consistent formatting and spacing throughout your email.
- Match your closing phrase to the overall tone and message.
- Cap it with a personalized signature that reflects your brand identity.
Crafting the perfect email closing is an art in itself. As highlighted by Grammarly, the choice of sign-off should reflect the relationship and tone you want to establish with your recipient.
Email Etiquette Tips for Better Communication
Practicing proper email etiquette is essential for making a positive impression and ensuring your message is clear and respectful. According to Indeed’s guide on email tone, using the right tone and sign-off can greatly influence how your email is received.
- Use a Clear and Descriptive Subject Line
Your subject line is the gatekeeper of your email. Make it concise, relevant, and informative—avoid vague headers like “Hi” or “Question.” Instead, write: “Meeting Agenda for August 5” or “Follow-Up: Q3 Proposal Review.” This helps the recipient prioritize your email and improves open rates. - Greet Your Recipient Appropriately
Always begin with a greeting that suits the level of formality. Use “Dear [Name]” for formal contexts and “Hi [Name]” or “Hello [Name]” for more casual or internal communications. Avoid skipping the greeting altogether—it can come off as abrupt or impersonal. - Keep It Short, Clear, and Purposeful
Respect your recipient’s time. Stick to one topic per email whenever possible, and make your point within the first few sentences. Bullet points and short paragraphs make content easier to scan—especially helpful when you’re writing to busy professionals. - Match Your Tone to the Relationship
Your tone sets the mood. If you’re writing to a long-time colleague, a friendly and relaxed style works. If you’re contacting a potential client or responding to a complaint, maintain a more neutral, professional tone. Think of tone as a mirror of your business values. - Be Mindful of Timing and Response Windows
Avoid sending non-urgent emails outside of working hours unless it’s expected in your industry. When possible, reply within 24–48 hours. Delays can lead to missed opportunities—or worse, appear dismissive. - Always Proofread Before Hitting Send
Typos and grammar errors can cost you credibility. Use spell-checkers and read your email out loud before sending. Small mistakes may seem minor, but they can impact how seriously you’re taken—especially in high-stakes communication. - Avoid All Caps, Emojis, and Overused Exclamations
ALL CAPS looks like shouting, and excessive punctuation (!!!) can feel overly emotional or unprofessional. Emojis are fine in very casual or internal messages, but they don’t belong in official business communication. Keep it clean, calm, and clear. - Use a Professional Signature and Sign-Off
End your emails with a clean, informative signature including your full name, title, company, and contact information. Choose an appropriate email sign-off based on the tone and recipient (e.g., “Kind regards” for formal, “Thanks” for friendly). For a more polished touch, consider a custom-designed email signature—something we specialize in at Ge-Sign.
Final Thoughts
With Ge-Sign, you can go beyond generic closings and create a personalized, handcrafted signature that adds authenticity and elegance to your communication. Choose from expertly designed options like a signature logo or signature watermark maker to reinforce your visual identity across emails, documents, and branded content.
Whether you’re a business owner, freelancer, or executive, a custom signature helps you stand out, build trust, and leave a lasting impression. Combine thoughtful sign-offs with a unique visual touch, and turn every email into a reflection of your brand’s voice and values.
Sources: Purdue University, Indeed’s guide on email tone, Grammarly.
