When To End An Email With Regards

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When to end an email with regards? When it comes to writing emails, knowing when and how to end them properly can be the difference between a message that is well received, or one that falls flat. Ending an email with regards requires careful consideration, especially when corresponding with a business contact. Depending on the situation and tone of the email, you may choose to use either a professional salutation such as “Warm regards,” or something more casual like “Cheers.

Either way, good communication practices should be a priority in any digital correspondence you exchange. Think about the relationship dynamic and whether your recipient expects a formal or informal approach before ending your emails with regards.

When to end an email with regards

What is the Purpose of Signing off with Regards?

When signing off an email, people usually use words or phrases such as “kind regards”, “best wishes”, “sincerely” or simply just their name at the end. One option many choose to use is the word “regards.” This term can be used in various ways in writing and speaking but when it comes to professional emails, the correct usage and timing can be a bit tricky.

When to Use Regards in Email Sign-Offs

The term “regards” expresses an appropriate level of politeness when signing off an email. It is generally more formal than other sign-off words like “thanks” or “cheers” but not as formal as phrases such as “yours sincerely” or “with respect.” Therefore, it is best used for emails sent to people with whom you have a good working relationship but do not know particularly well. For example, if you are corresponding with colleagues who work in another department or feel comfortable enough addressing informally without using their full name and title

When Should You End Your Email with Regards?

When creating an email, it’s important to consider how you will close the message. Politely using “kind regards” or “best regards” is often a good choice, as it implies respect for the reader and sets a positive tone. However, these closings may come across as overly formal in certain situations, such as if you are emailing with a close friend or colleague.

Another polite option is to simply use your name, such as “John Doe” at the end of your message. This provides a personal touch but can still be professional if needed. Ultimately, the choice of words should fit with the content and formality of the rest of your email for maximum effect.

5 Benefits of Ending Emails with Regards

Ending an email with regards can have a number of benefits.

  1. It establishes politeness and respect between the sender and the recipient.
  2. It can set a positive tone in an email exchange.
  3. It is versatile, as it can be used for professional emails as well as more informal correspondence.
  4. It is brief but still conveys a polite sentiment.
  5. It is universally understandable and recognizable, making it suitable across language barriers or cultural divides.

How to Write a Professional “Regards”

Writing professional “regards” at the end of your communication is a great way to add a more personal touch. It can be as simple as saying, “Warm Regards” or, if you want to sound even more professional, “Best Regards.” You can also take it up one notch and phrase it in a way that reinforces the message you are trying to convey, such as “With Gratitude and Regards” or “With Appreciation and Gratitude for Your Time.” Using this type of expression offers just the right note to end any communication and is sure to leave a lasting impression.

Examples of Different Ways to Sign Off a Professional Email

Knowing how to sign off a professional email is an essential communication skill in the workplace, especially if you want to maintain a positive relationship with the recipient. There are many ways to end an email that connotes respect, gratitude, and politeness—including basic closings such as “Best,” “Regards,” or “Sincerely.”

If you have interacted with the recipient before, it’s courteous to use their name in your email closing; for example, you could use something like “all the best,” or “kind regards” followed by their first name. You can also be creative and choose more distinct closings such as “until next time,” or “warm wishes.” Having a variety of options at your disposal demonstrates savvy communication skills and helps set a friendly yet professional tone.

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Tips for Knowing When to End an Email With Regards

Sending an email that ends with “regards” can be tricky to get right. It’s often important to keep the recipient informed, but it is also important not to overstep your boundaries. A good rule of thumb is that if you have something else worth saying, then don’t end with such a formal salutation.

On the flip side, if you are sending emails to customers or clients in a professional setting, it’s best to go with something more polite like “regards.” Keep in mind that when you use “regards,” you don’t want to come off as cold or distant. Make sure you evoke feelings of respect and appreciation, while still keeping things light and conversational.

Making Sure Your Tone is Appropriate in Your Response

Making sure your tone of voice is appropriate when you respond to someone or in any communication is essential. It’s important to assess the situation and the individual before you begin crafting your message, as this can help ensure that you convey the information without giving offense.

Being aware of the preferences of those around you is important, as it can help tailor your words and make them more impactful. If needed, take extra time when responding – allowing for a pause to rethink your response, correct mistakes, or refine what you want to get across. In short, being aware of tone and tuning it accordingly will help create a more constructive dialogue!

Considerations Before Choosing to End an Email with ‘Regards’

When it comes time to sign off an important email, people have to decide just how formal they should be. In most corporate settings, ‘regards’ is a perfectly acceptable way of ending an email since it has a more polite and less casual feel than simply saying ‘byes. However, this isn’t always the best option as it may seem overly prescriptive or falsely familiar. Choosing to end with ‘regards’ should depend on how well the recipient knows you and the formality desired for what you wrote.

If it is a professional contact or one-off email, then ‘regards’ can be appropriate if it feels right for the context. If, however, there is a personal touch involved or an existing relationship with the recipient then something more specific like ‘warm regards’ can leave them feeling more engaged and respected.

Examples on How Not to End an Email With Regards

Ending an email can be tricky, and it’s important to set the right tone. The phrase ‘with regards’ can come off as distant and unenthusiastic. More specifically, if you’re dealing with a customer or client relations matter, this phrase can lead to miscommunication or confusion. Instead of going with an overused phrase like ‘with regards’ it’s generally accepted to use something more informal like ‘all the best’ or ‘cheers’ when ending emails in a casual setting.

When corresponding with a professional, go for something more formal such as ‘sincerely’ or ‘kindly yours’. As always, it’s important to keep the context of your message in mind when finishing off an email.


When you’re ending an email, ‘regards’ can be an appropriate way to sign off. However, it is important to bear in mind that context and tone are key when deciding how to properly close out your message. As a rule of thumb, if the situation calls for something more formal then ‘regards’ can be used as a polite and respectful way of signing off.

On the other hand, if you are sending emails with acquaintances, customers or clients then something more informal would be better suited. Ultimately, being aware of the recipient’s preferences and having knowledge of when it is proper to use ‘regards’ in emails will ensure that all written communication remains professional yet friendly!


Q: Is it appropriate to end emails with regards?

A: Yes, ending your email with “Regards” is a professional way of closing the conversation. It shows respect for the recipient and acknowledges that their time was valuable.

Q: Should I end emails with “Best Regards” or just “Regards”?

A: The choice between these two depends on how formal you want to be in your communication. Generally, if you are writing to someone senior at work or a business partner, it would be more suitable to use “Best Regards.” For all other recipients, using just “Regards” is more than acceptable.

Q: Is it ever inappropriate to end an email with regards?

A: Yes, there are times when ending an email with regards may be considered too formal or even impolite. For example, if you are emailing a close friend or family member, “Regards” may seem overly professional and off-putting. In these cases, it’s better to use something more casual like “Take Care” or “Cheers.” However, it is always best to gauge the tone of the conversation before deciding on which sign-off phrase you should use.

Q: Are there any alternatives for ending emails?

A: Absolutely! Depending on the context of your email, you may choose to use a more friendly sign-off phrase like “All the Best” or “Take Care.” You can also opt for something more humorous such as “Yours Truly” or “Cordially.” If you are unsure which phrase is most suitable, take cues from the recipient’s language in their emails to you.

By understanding when it is appropriate and beneficial to end emails with regards, readers can build relationships based on mutual respect and professionalism. A simple yet meaningful closing line can leave a lasting impression and ensure that future conversations run smoothly.

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