Your email’s finishing touch is important.
Choosing the right email sign offs can make a significant impression on your recipient. While the choice may seem minor, it can convey your professionalism, formality, and relationship with the person you’re addressing. Two of the most frequently used sign-offs are best regards and sincerely. However, determining when to use each can sometimes be challenging. In this detailed guide, we dive deep into the differences and appropriate contexts for using these popular sign offs.
Understanding the Basics: Best Regards vs Sincerely
Best Regards: The Warm and Flexible Option
Best regards is a versatile sign-off that combines warmth with formality, making it suitable for a wide range of professional scenarios. Whether you’re building new business relationships or communicating with colleagues, “best regards” conveys a sense of politeness and goodwill without being overly formal.
In many professional contexts, using best regards conveys appreciation and respect toward the recipient, showcasing your good intentions. It’s perfect for closing emails in which you want to maintain a friendly yet professional tone, making it a preferred choice in corporate and client communications.
Sincerely: The Standard of Professional Correspondence
Sincerely is one of the most traditional and widely accepted email sign-offs, especially in formal communication. It is reserved for situations where you want to express genuine respect, sincerity, or formality. This makes it an excellent fit for cover letters, formal business proposals, or any correspondence where maintaining a professional tone is paramount.
Sincerely is best used when you have established some rapport with your recipient, or when you know the recipient well enough to introduce a touch of sincerity without sounding overly familiar.
Sincerely vs Best Regards: Which to Choose?
When deciding between sincerely and best regards, consider your relationship with the recipient and the context of your email. If you’re writing to someone you know only professionally, such as a new client or a company executive, opting for sincerely might suit the formal nature of the message. In contrast, if the interaction allows for a warmer tone, or if you have already established a friendly connection, best regards can help convey a positive and approachable attitude.
In persuasive or apologetic emails where ensuring sincerity is crucial, “sincerely” may reinforce your intent. On the other hand, “best regards” might be fitting for thank-you messages or follow-up emails where a lighter touch is adequate.
Let’s compare other terms which are used for Email Sign Offs.
Yours sincerely or Yours faithfully?
The choice between Yours sincerely and Yours faithfully depends on the formality of the email or letter.
- Yours sincerely is typically used for formal or semi-formal correspondence, such as business emails, letters to clients, or academic papers. It conveys a respectful and polite tone.
- Yours faithfully is used in highly formal situations, such as letters to government officials, royalty, or military personnel. It indicates a high level of respect and deference.
In most modern business contexts, Yours sincerely is the more common and appropriate choice. However, if you’re unsure, it’s always best to err on the side of formality and use “Yours faithfully.”
Yours sincerely or Sincerely yours?
Both Yours sincerely and Sincerely yours are correct and interchangeable. The choice is often a matter of personal preference or style.
In modern English usage, Yours sincerely is slightly more common, but either option is acceptable for formal or semi-formal correspondence.
Remember: The key is to choose a sign-off that is appropriate for the formality of the email or letter and conveys the desired tone.
Best regards or Kind regards?
Best regards and Kind regards are both suitable sign-offs for semi-formal emails or letters. They convey a friendly and respectful tone, making them appropriate for correspondence with colleagues, friends, or acquaintances.
The choice between the two is often a matter of personal preference or style. However, here are some general guidelines:
- Best regards is slightly more formal than “Kind regards.” It can be used in various business and personal contexts.
- Kind regards is a bit more informal and can be used in more casual settings, such as emails to friends or acquaintances.
Kind regards or Yours sincerely?
The choice between Kind regards and Yours sincerely depends on the formality of the email or letter.
- Yours sincerely is typically used for formal or semi-formal correspondence, such as business emails, letters to clients, or academic papers. It conveys a respectful and polite tone.
- Kind regards is a more casual sign-off and is often used in emails to colleagues, friends, or acquaintances. It conveys a friendly and positive tone.
Ultimately, the best sign-off depends on the specific context and the relationship you have with the recipient.
Real-World Email Sign-Off Examples
Here are some real-world examples of email sign-offs, categorized by their formality:
Formal:
- Sincerely, Best Regards, Thank you for your time and consideration.
Semi-Formal:
- Best regards, Kind regards, Thanks again,
Informal:
- Thanks, Cheers, Talk to you soon, See you around,
Is Kind Regards Capitalized?
A related question often arises: is kind regards capitalized? In email sign-offs, typically the first word is capitalized, so Kind regards would be the correct format. This rule applies consistently to other variations such as “Best regards”.
Remember: While these are general guidelines, there may be exceptions depending on cultural norms or personal preferences. Always strive to use a sign-off that is appropriate for the context and conveys the desired tone.
Also Read: 15 Free Confidential Email Disclaimer Examples & Templates
Conclusion
Choosing between best regards and sincerely boils down to assessing the relationship and the tone you wish to convey in your email. Both serve their unique purposes and convey professionalism, albeit in slightly different ways. Understanding when to use each can help ensure your email resonates appropriately with the recipient, enhancing both clarity and reception.
By keeping this guide handy and considering these pointers, you can master the art of email sign offs, ensuring effective and polished communication always.