Effective email communication is an important part of modern business. Reaching out to a new client? Responding to an inquiry? Whatever your email is for, how you start and end it sets the tone and can influence the recipient’s response.
This guide will help you master salutations and the subtle differences between valedictions (sign-offs), such as “Kind regards” and “Best regards,” so you always strike the right note in your professional correspondence.
A salutation is the greeting at the beginning of your email or letter. This is your first opportunity to create a positive impression and demonstrate professionalism. Unless you’re emailing someone you know very well, a thoughtful salutation is always recommended.
The right salutation depends on your relationship and the situation.
Dear Ms. Taylor, I’m writing to discuss next quarter’s strategy…
Hi Jamie, Can you review the attached report?
If you don’t know the recipient’s name, do your best to find it. If that’s not possible, you can use a job title (for example, “Dear Hiring Manager”) or a general phrase such as “To Whom It May Concern” or “Dear Sir/Madam.”
Choose a salutation that fits your organization’s tone of voice and the expectations of your industry.
A valediction is the phrase you use to close your email or letter. This is your final impression, so choose a sign-off that matches your relationship with the recipient and the tone of the conversation.
Common sign-off options include:
Select your sign-off based on the situation and your familiarity with the recipient.
If you know the recipient well, you might skip the valediction entirely and sign off with just your name, but in most business scenarios, a proper closing phrase is recommended.
One of the most common questions in professional email etiquette is whether to use “Kind regards” or “Best regards.” Here’s what sets them apart.
“Kind regards” signals politeness and respect. “Regard” refers to your wishes or thoughts toward the recipient, so this phrase conveys that you think highly of them and wish them well.
It’s a semiformal sign-off and a great default for first-time business contacts, external partners, or senior colleagues.
Use it when you want to maintain a respectful and courteous tone or if you’re unsure about the level of formality required.
If you usually use a more relaxed style, such as “Cheers,” and suddenly switch to “Kind regards,” it may seem formal or distant. Context and consistency are important.
“Best regards” means courtesy and esteem, but it is slightly less formal than “Kind regards.”
Use “Best regards” with clients you have worked with before or anyone with whom you have a familiar business relationship.
If in doubt, lean toward the more formal option, “Kind regards.” Using just “Regards” can sound abrupt or unfriendly.
Sign-Off
Formality
When to Use
Kind regards
Semiformal/formal
First contact, senior colleagues, external
Best regards
Informal
Familiar colleagues, ongoing relationships
Yours faithfully
Formal
Unknown recipient (UK English)
Yours truly
Unknown or less familiar recipient (US English)
Sincerely yours
Formal/friendly
Established business relationships
Best wishes
Informal/friendly
Both formal and informal, warm tone
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Yes. “Kind regards” is generally more formal and should be used for first-time contacts or senior colleagues, while “Best regards” works better for familiar relationships.
“Kind regards,” “Yours sincerely,” or “Yours faithfully” are all appropriate for formal correspondence.
Yes, if your relationship is friendly and ongoing. For initial or highly formal communications, stick with a more standard sign-off.
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