Alternative Closings: Beyond ‘Best Regards’ in Formal English

Mastering the art of professional communication involves more than just crafting clear and concise messages. The closing of an email or letter is crucial for leaving a lasting positive impression.

While “Best Regards” is a common and acceptable sign-off, it’s beneficial to have a repertoire of alternatives to suit different contexts and relationships. This article delves into various ways to say “Best Regards,” exploring their nuances, appropriate usage, and practical examples.

This comprehensive guide is designed for English language learners, professionals, and anyone looking to enhance their written communication skills.

By understanding the subtle differences between these closings, you can tailor your correspondence to reflect the specific situation and your relationship with the recipient. This not only demonstrates your attention to detail but also helps build stronger professional relationships.

This article will provide you with the knowledge and tools necessary to confidently choose the most appropriate closing for any business communication.

Table of Contents

1. Introduction
2. Definition and Context
3. Structural Breakdown
4. Types of Alternative Closings
   • Formal Closings
   • Semi-Formal Closings
   • Informal Closings (Use with Caution)
5. Examples
   • Formal Examples
   • Semi-Formal Examples
   • Informal Examples
6. Usage Rules
7. Common Mistakes
8. Practice Exercises
9. Advanced Topics
10. FAQ
11. Conclusion

Definition and Context

The phrase “Best Regards” is a common closing salutation used in formal and semi-formal written communication. It serves as a polite and respectful way to end a letter or email, conveying a sense of goodwill and consideration towards the recipient.

The function of “Best Regards,” and its alternatives, is to provide a courteous and appropriate concluding statement, leaving a positive final impression.

The context in which you use “Best Regards” or its alternatives is crucial. Factors such as your relationship with the recipient, the purpose of the communication, and the overall tone of the message should influence your choice.

In highly formal settings, such as communications with senior executives or in official documents, a more formal closing may be preferred. In less formal settings, such as emails to colleagues or clients you know well, a semi-formal or even slightly informal closing might be more appropriate.

Understanding these nuances is key to effective professional communication.

Structural Breakdown

The structure of a closing salutation is relatively simple. It typically consists of a closing phrase followed by a comma and then your name on the subsequent line.

For example:

Best Regards,

John Smith

The closing phrase acts as a bridge between the body of your message and your signature. It’s essential to ensure that the closing phrase aligns with the overall tone and formality of your communication.

Using an overly casual closing in a formal context, or vice versa, can be perceived as unprofessional or inappropriate.

The closing salutation is followed by a comma. This is a standard grammatical convention and should always be observed.

The name is then placed on the next line, providing clear identification of the sender. In some cases, you might also include your title or company name below your name, depending on the context and your professional role.

Types of Alternative Closings

There are various categories of alternative closings, each with its own level of formality and appropriateness. These categories can be broadly classified as formal, semi-formal, and informal.

Understanding these categories will help you choose the most suitable closing for any given situation.

Formal Closings

Formal closings are typically used in official correspondence, such as letters to senior executives, government officials, or individuals you don’t know well. These closings convey a high level of respect and professionalism.

They should be reserved for situations where a formal tone is required.

Examples of formal closings include:

• Sincerely,
• Respectfully,
• Yours Sincerely,
• Yours Respectfully,

Semi-Formal Closings

Semi-formal closings are appropriate for a wide range of professional communications, including emails to colleagues, clients, and acquaintances. They strike a balance between formality and warmth, conveying a sense of professionalism while also being approachable.

Examples of semi-formal closings include:

• Best Regards,
• Kind Regards,
• Warm Regards,
• Best Wishes,
• With Appreciation,
• Thank you,

Informal Closings (Use with Caution)

Informal closings are generally reserved for communications with close colleagues, friends, or family members. They should be used with caution in professional settings, as they can be perceived as unprofessional or disrespectful if used inappropriately.

Examples of informal closings include:

• Cheers,
• Thanks,
• Take care,
• All the best,

Examples

The following tables provide a more comprehensive list of examples, categorized by formality, to help you choose the most appropriate closing for your specific needs.

Formal Examples

The following table provides examples of formal closings suitable for official correspondence. These should be used with individuals of high authority or in formal situations.

Consider the context and relationship before using these.

Closing	Example Sentence	Context
Sincerely,	Sincerely, I hope this matter can be resolved quickly.	Formal letter to a government official.
Respectfully,	Respectfully, I submit this proposal for your consideration.	Submitting a formal proposal to a board of directors.
Yours Sincerely,	Yours Sincerely, I look forward to your reply.	Formal letter to someone you don’t know well.
Yours Respectfully,	Yours Respectfully, I acknowledge your authority in this matter.	Addressing a superior officer in the military.
Very truly yours,	Very truly yours, we appreciate your continued business.	Formal business correspondence.
Cordially,	Cordially, I extend my invitation to the event.	Formal invitation to a conference.
Faithfully yours,	Faithfully yours, I remain committed to this project.	Formal commitment letter.
I remain, Sir/Madam, yours truly,	I remain, Sir, yours truly, awaiting your instructions.	Extremely formal, old-fashioned usage.
With deepest respect,	With deepest respect, I offer my condolences.	Expressing sympathy in a formal setting.
In anticipation,	In anticipation, I await your favorable response.	Expressing anticipation in a formal request.
I have the honor to be,	I have the honor to be, your obedient servant.	Very formal, almost archaic usage.
Pursuant to your request,	Pursuant to your request, I submit the following documents.	Responding to a formal request.
Under advisement,	Under advisement, I will review your proposal.	Indicating a formal review process.
Acknowledging receipt,	Acknowledging receipt, I confirm the delivery of the package.	Confirming receipt of important documents.
As requested,	As requested, I have attached the relevant files.	Fulfilling a formal request.
Per your instructions,	Per your instructions, I have completed the task.	Following formal instructions.
By order of,	By order of, the meeting is adjourned.	Official announcement in a formal setting.
Under the authority of,	Under the authority of, I declare this investigation closed.	Official declaration in a formal investigation.
In accordance with,	In accordance with, the policy will be enforced.	Referring to formal policies and regulations.
Pursuant to the law,	Pursuant to the law, the action is justified.	Referring to legal justifications.
With due diligence,	With due diligence, the research was conducted.	Referring to a formal research process.
Under penalty of law,	Under penalty of law, the statement is true and accurate.	Legal declaration with consequences.
With the utmost respect,	With the utmost respect, I disagree with the decision.	Disagreeing respectfully in a formal setting.
Acknowledging your expertise,	Acknowledging your expertise, I seek your guidance.	Seeking guidance from an expert.
In compliance with,	In compliance with, the standards have been met.	Ensuring compliance with standards.
Pursuant to regulations,	Pursuant to regulations, the report is submitted.	Submitting a report according to regulations.

Semi-Formal Examples

The following table provides examples of semi-formal closings suitable for most professional emails and letters. These closings are versatile and can be used in a variety of contexts, striking a balance between formality and friendliness.

Consider the context and relationship before using these.

Closing	Example Sentence	Context
Best Regards,	Best Regards, I hope to hear from you soon.	Standard closing for professional emails.
Kind Regards,	Kind Regards, thank you for your assistance.	Expressing gratitude in a professional setting.
Warm Regards,	Warm Regards, it was a pleasure speaking with you.	Following up after a positive interaction.
Best Wishes,	Best Wishes, for your continued success.	Offering encouragement and support.
With Appreciation,	With Appreciation, for your hard work and dedication.	Acknowledging someone’s efforts.
Thank you,	Thank you, for your time and consideration.	Expressing thanks directly.
Sincerely,	Sincerely, I value our partnership.	Expressing sincerity in a business relationship.
Regards,	Regards, let me know if you have any questions.	A slightly less formal alternative to “Best Regards.”
Looking forward,	Looking forward, to our next meeting.	Expressing anticipation for future collaboration.
In anticipation,	In anticipation, of your response.	Expressing anticipation while remaining polite.
Gratefully,	Gratefully, for your prompt attention to this matter.	Showing gratitude for quick action.
Respectfully,	Respectfully, I await your feedback.	Showing respect while awaiting feedback.
With gratitude,	With gratitude, I acknowledge your contribution.	Acknowledging contributions with gratitude.
Appreciatively,	Appreciatively, I thank you for your guidance.	Showing appreciation for guidance.
Hoping to hear from you,	Hoping to hear from you, at your earliest convenience.	Expressing hope for a response soon.
Awaiting your reply,	Awaiting your reply, with great interest.	Expressing interest in a reply.
Eagerly awaiting,	Eagerly awaiting, the results of the study.	Expressing eagerness for results.
With keen interest,	With keen interest, I read your report.	Expressing interest in a report.
Thanking you in advance,	Thanking you in advance, for your cooperation.	Thanking beforehand for cooperation.
Many thanks,	Many thanks, for your support.	Expressing significant gratitude.
With sincere thanks,	With sincere thanks, I acknowledge your efforts.	Acknowledging effort with thanks.
Deeply grateful,	Deeply grateful, for your unwavering support.	Expressing deep gratitude.
Most sincerely,	Most sincerely, I appreciate your consideration.	Showing utmost sincerity.
Very sincerely,	Very sincerely, I value our partnership.	Valuing a partnership sincerely.
Warmly,	Warmly, I wish you all the best.	Offering warm wishes.
Kindly,	Kindly, let me know your thoughts.	Requesting feedback kindly.

Informal Examples

The following table provides examples of informal closings. These should ONLY be used with people you know well and in casual settings.

Using these in formal situations can be seen as unprofessional.

Closing	Example Sentence	Context
Cheers,	Cheers, see you next week!	Informal email to a close colleague.
Thanks,	Thanks, for your help!	Quick thank you to a friend.
Take care,	Take care, have a great weekend!	Friendly sign-off to a peer.
All the best,	All the best, with your new project!	Wishing someone well in an informal setting.
Best,	Best, talk soon!	Short and sweet informal closing.
Later,	Later, catch you on the flip side!	Extremely informal and casual (use with caution).
Talk soon,	Talk soon, looking forward to our chat.	Anticipating a future conversation.
See you soon,	See you soon, at the party!	Acknowledging a future meeting.
Bye for now,	Bye for now, have a good one!	A casual farewell.
Best wishes,	Best wishes, for the holidays!	Offering informal best wishes.
Warmly,	Warmly, thinking of you!	Expressing warmth to a close friend.
Take it easy,	Take it easy, enjoy your vacation!	Wishing someone relaxation.
Kind regards,	Kind regards, to your family.	Sending regards to family members.
Hope this helps,	Hope this helps, let me know if you need more.	Offering assistance.
Looking forward to it,	Looking forward to it, see you then!	Anticipating an event.
Much appreciated,	Much appreciated, for your input.	Expressing appreciation casually.
Gratefully,	Gratefully, for your support.	Showing gratitude informally.
Thanks a bunch,	Thanks a bunch, you’re a lifesaver!	Expressing strong thanks informally.
Cheers mate,	Cheers mate, catch you later!	Very informal and colloquial (primarily British).
Ciao,	Ciao, have a great evening!	Informal Italian farewell.
Yours,	Yours, always.	Intimate and informal.
Later Gator,	Later Gator, see you around!	Very informal and playful.
Peace out,	Peace out, have a good one!	Extremely informal and slang.
Smiles,	Smiles, hope you have a lovely day!	Friendly and lighthearted.
Best of luck,	Best of luck, with the tournament!	Wishing luck in an informal setting.

Usage Rules

Choosing the appropriate closing salutation is crucial for maintaining a professional and respectful tone in your written communication. Here are some key usage rules to consider:

• Know your audience: The most important factor in choosing a closing salutation is your relationship with the recipient. Consider their position, level of formality, and your previous interactions.
• Match the tone: The closing salutation should align with the overall tone of your message. If your message is formal and serious, use a formal closing. If your message is friendly and casual, use a semi-formal or informal closing.
• Consider the context: The context of the communication also plays a role in choosing the appropriate closing. For example, a formal business proposal requires a more formal closing than a quick email to a colleague.
• Be consistent: Maintain consistency in your closing salutations when communicating with the same person over time. If you typically use “Best Regards,” stick with that unless the relationship evolves.
• Avoid overly casual closings in formal settings: Using informal closings like “Cheers” or “Take care” in formal communications can be perceived as unprofessional and disrespectful.
• Use “Sincerely” only when you know the recipient’s name: “Sincerely” is typically used when you have addressed the recipient by name in the salutation (e.g., “Dear Mr. Smith”). If you are using a generic salutation (e.g., “To Whom It May Concern”), use “Yours Faithfully” instead.
• When in doubt, err on the side of formality: If you are unsure about which closing to use, it’s generally safer to choose a more formal option. This demonstrates respect and professionalism.
• Always use a comma: Remember to always place a comma after the closing salutation.

Common Mistakes

Here are some common mistakes to avoid when using closing salutations:

Incorrect	Correct	Explanation
Cheers, John	Best Regards, John	“Cheers” is too informal for most professional settings.
Sincerely John Smith	Sincerely, John Smith	A comma is required after the closing salutation.
Yours Faithfully, Dear Mr. Smith	Sincerely, Dear Mr. Smith	“Yours Faithfully” is used when you don’t know the recipient’s name.
Best, To Whom It May Concern	Yours Faithfully, To Whom It May Concern	“Best” is too informal for use with “To Whom It May Concern.”
Respectfully, John,	Respectfully, John	Do not include a comma after your name.
Thank You for your time. Best Regards, John.	Thank you for your time. Best Regards, John	The closing salutation should be on a new line, separated by a blank line.

Practice Exercises

Test your understanding of closing salutations with the following practice exercises.

Exercise 1: Choose the best closing salutation for each scenario.

Scenario	Possible Closings	Correct Closing
Email to your manager regarding a project update.	a) Cheers, b) Best Regards, c) Yours Faithfully	b) Best Regards
Formal letter to a government official.	a) Take care, b) Sincerely, c) Respectfully	c) Respectfully
Email to a close colleague you often work with.	a) Yours Sincerely, b) Cheers, c) Kind Regards	c) Kind Regards
Thank you note to a new client.	a) Warmly, b) With Appreciation, c) Later	b) With Appreciation
Email to a potential investor you’ve never met.	a) Best, b) Yours Sincerely, c) All the best	b) Yours Sincerely
Letter of complaint to a company.	a) Regards, b) Sincerely, c) Peace out	b) Sincerely
Email to a friend asking for a favor.	a) Respectfully, b) Thanks, c) Kind Regards	b) Thanks
Formal application letter for a job.	a) Cheers, b) Yours Faithfully, c) Warm Regards	b) Yours Faithfully
Email to a professor regarding a course question.	a) Take care, b) Sincerely, c) Best Wishes	b) Sincerely
Email to your team after a successful project.	a) Later, b) With Gratitude, c) Best Regards	c) Best Regards

Exercise 2: Correct the following closing salutations if they are incorrect.

Incorrect Closing	Corrected Closing
Best, Mr. Smith	Best Regards, Mr. Smith
Sincerely John Doe	Sincerely, John Doe
Cheers, To Whom It May Concern	Yours Faithfully, To Whom It May Concern
Respectfully. Jane	Respectfully, Jane
Kind Regards Team	Kind Regards, Team
Thanks a lot, Dear Sir	Yours Faithfully, Dear Sir
All the best, Dr. Lee,	All the best, Dr. Lee
Yours Truly, Manager	Yours Sincerely, Manager
Take care John	Kind Regards, John
Warmly HR Department	Kind Regards, HR Department

Advanced Topics

For advanced learners, consider these more complex aspects of closing salutations:

• Cultural differences: Closing salutations can vary across different cultures. Research the appropriate conventions for specific regions or countries.
• Industry-specific conventions: Certain industries may have their own preferred closing salutations. Be aware of these conventions within your field.
• Personal branding: Your choice of closing salutation can contribute to your personal brand. Consider how you want to be perceived and choose a closing that reflects your desired image.
• Evolution of language: Language is constantly evolving, and closing salutations are no exception. Stay updated on current trends and best practices.

FAQ

1. Is “Best Regards” always appropriate?

   While “Best Regards” is a versatile and generally safe option for many professional communications, it might not always be the *most* appropriate choice. In highly formal situations, a more formal closing like “Sincerely” or “Respectfully” might be preferred. Conversely, when communicating with close colleagues or friends, a slightly more informal closing like “Kind Regards” or “Best Wishes” might be more suitable. Ultimately, the best closing depends on the specific context and your relationship with the recipient.

2. When should I use “Yours Faithfully” vs. “Sincerely”?

   “Yours Faithfully” is used when you *don’t* know the name of the person you are writing to and have used a generic salutation like “To Whom It May Concern.” “Sincerely” is used when you *do* know the recipient’s name and have addressed them by name in the salutation (e.g., “Dear Mr. Smith”). This is a fundamental rule in formal English correspondence.

3. Can I use “Regards” instead of “Best Regards”?

   Yes, “Regards” is a perfectly acceptable and slightly less formal alternative to “Best Regards.” It’s suitable for most professional communications where you want to maintain a polite and respectful tone without being overly formal. It’s a good option for emails to colleagues, clients, and acquaintances.

4. Is it okay to use abbreviations in closing salutations?

   In general, it’s best to avoid abbreviations in closing salutations, especially in formal communications. Using full words conveys a sense of professionalism and attention to detail. However, in very informal settings, abbreviations like “BR” for “Best Regards” might be acceptable among close colleagues, but use them sparingly and with caution.

5. What if I don’t know the gender of the recipient?

   If you don’t know the gender of the recipient, avoid using gender-specific salutations like “Dear Sir” or “Dear Madam.” Instead, use a generic salutation like “To Whom It May Concern” or “Dear Sir/Madam.” In this case, your closing should be “Yours Faithfully.” Alternatively, try to find out the recipient’s name through research or by contacting the organization.

6. How important is the comma after the closing salutation?

   The comma after the closing salutation is a standard grammatical convention and is considered essential. Omitting the comma can be seen as a sign of carelessness or lack of attention to detail. Always remember to include a comma after your closing salutation.

7. Can I use an exclamation mark instead of a comma?

   No, you should *never* use an exclamation mark after a closing salutation in professional communication. An exclamation mark conveys excitement or informality, which is generally inappropriate for business correspondence. Always use a comma.

8. What’s the difference between “Kind Regards” and “Warm Regards”?

   Both “Kind Regards” and “Warm Regards” are semi-formal closings that convey a sense of goodwill and consideration. “Warm Regards” is slightly more personal and conveys a bit more warmth and friendliness than “Kind Regards.” Choose “Warm Regards” when you want to express a slightly closer connection with the recipient.

9. Is it acceptable to use only my first name in the closing?

   Using only your first name in the closing is generally acceptable only in informal communications with close colleagues or friends. In most professional settings, it’s best to use your full name to ensure clear identification and maintain a professional image.

10. How do I choose a closing when writing to multiple recipients?

    When writing to multiple recipients, especially in professional settings, it’s best to use a closing that is generally appropriate for all recipients. “Best Regards” or “Kind Regards” are good choices. Avoid using closings that might be too informal or personal for some recipients.

Conclusion

Mastering the art of professional communication involves careful consideration of every aspect, including the closing salutation. While “Best Regards” serves as a reliable default, expanding your repertoire with alternative closings allows you to tailor your message to the specific context and audience.

By understanding the nuances of formal, semi-formal, and informal closings, you can convey the appropriate level of respect, warmth, and professionalism in your written communication.

Remember to always consider your relationship with the recipient, the tone of your message, and the overall context when choosing a closing salutation. Pay attention to grammatical conventions, such as the use of a comma, and avoid common mistakes.

By applying these principles, you can confidently choose the most effective closing for any situation, leaving a positive and lasting impression on your readers and reinforcing your professional image. Practice and awareness will refine your ability to select the perfect closing, enhancing your overall communication effectiveness.