• 5-minute read
• 4th January 2017

Writing an Email: Salutations and Valedictions

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.

What Are Salutations?

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.

• Formal situations
  “Dear [Title] [Last Name],” is appropriate when extra respect is needed, including for initial contact and external stakeholders. For example:Dear Ms. Taylor,
  I’m writing to discuss next quarter’s strategy…

• Everyday business communication
  “Hi [First Name]” or “Hello [First Name]” is increasingly common, especially within teams or with familiar colleagues. For example: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.”  

Salutation Examples

• Dear Dr. Smith,
• Hello Priya,
• Hi Alex,
• Dear Hiring Manager,
• To whom it may concern,

Choose a salutation that fits your organization’s tone of voice and the expectations of your industry.

What Are Valedictions (Sign-Offs)?

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:

• Kind regards (polite and semiformal, ideal for new contacts or senior colleagues)
• Best regards (friendly and less formal, great for ongoing business relationships)
• Best wishes (warm and personable, suitable in both formal and informal settings)
• Yours faithfully (very formal, used when writing to someone whose name you do not know – mainly in UK English)
• Yours truly (formal, for people you don’t know well – mainly in US English)
• Sincerely yours (friendly yet formal, for established relationships)

How to Sign Off an Email

Select your sign-off based on the situation and your familiarity with the recipient.

• For formal or first-time business contact, use “Kind regards,” “Yours faithfully,” or “Yours truly”
• For familiar colleagues or established relationships, “Best regards,” “Best wishes,” or “Sincerely” are all excellent choices
• For internal emails among familiar team members, “Best” or “Thanks” can be suitable if the context is informal enough

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.

“Kind Regards” vs. “Best Regards”: What’s the Difference?

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.

When to Use “Kind Regards”

“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.

Can “Kind Regards” Be Rude?

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.

When to Use “Best Regards”

“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-Offs at a Glance

Tips for Professional Email Closings

• Match your sign-off to the relationship and context
• When in doubt, choose the more formal option
• Double-check your closing for typos and tone, as your sign-off is the last thing your reader sees

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Frequently Asked Questions

Is “Kind regards” more professional than “Best regards”?

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.

What’s a good sign-off for a cover letter or official inquiry?

“Kind regards,” “Yours sincerely,” or “Yours faithfully” are all appropriate for formal correspondence.

Can I use “Best wishes” in a business email?

Yes, if your relationship is friendly and ongoing. For initial or highly formal communications, stick with a more standard sign-off.