When you’re sending an email, it’s important to choose the right salutation.

Do you use Best Regards vs Kind Regards? And when should you use each one?

In this blog post, we’ll explain the difference between Best Regards and Kind Regards and give you some tips on when to use each one in professional correspondence.

We’ll also give you some examples for cold emails, post-meeting emails and cold email follow ups.

Best Regards Meaning

The term "best regards" is a relatively formal way to end a letter or email.

It is generally used when the person writing is unknown to the person receiving, or when the relationship is professional rather than personal.

While "best regards" can be used in both formal and informal correspondence, it is important to match the level of formality in your greeting to the overall tone of your message.

For example, if you are sending a friendly note to a colleague, beginning with "Dear" and ending with "Best Regards" would likely come across as overly formal.

On the other hand, if you are applying for a job, using a more formal sign-off such as "Sincerely" would be appropriate.

In general, err on the side of caution when using "best regards" in correspondence,  and only do so if you are confident that it fits the tone of your message.

Kind Regards Meaning

The term "kind regards" is a polite, formal way to say goodbye.

It is often used in business correspondence, such as email sign-offs and cover letters. While it is not as common in everyday conversation, it can occasionally be heard in more formal settings.

The word "regards" can be used on its own as a polite way to say goodbye, but it is often considered too brief and cold for most situations.

"Kind regards" is a warmer, more personal way to sign off a message. It conveys respect and goodwill, and is a good choice for any situation where you want to strike a balance between professionalism and friendliness.

Best Regards vs Kind Regards

It’s a minefield, this email sign-off business.

"Love, Mom" is fine if you’re writing to your teenage son to tell him his dinner’s on the table, but it’s not going to cut it when you’re trying to seal a business deal.

And "Cheers" just sounds a bit too chummy for comfort.

No, what you need is something that’s formal enough to show you’re taking the communi- cation seriously, but not so stiff that it comes across as unfriendly.

"Best regards" hits the sweet spot nicely. But then there’s "Kind regards", which some people see as being just a tad more sincere. "Warm regards" also lands nicely on the money.

Personally, I think it sounds a bit schmaltzy - like you’re about to burst into tears or something.

But maybe that’s just me. In any case, both are perfectly acceptable sign-offs, so use whichever one you feel comfortable with.

Just don’t go overboard with the exclamation marks and hearts and kisses. That really is taking things too far.

Other salutations you can try include: "best wishes" and "with kindest regards". 

How to structure your business email

Before you start flailing your hands around in blind panic, there are some basic rules you can follow to make sure your business email is up to scratch.

First things first: subject lines. Make them brief, accurate and to the point.

If your email is about a specific project or deal, include the name of the project in the subject line.

Next: the opening.  Keep it friendly but professional - no need to go into your whole life story.

Then: the body of the email. This is where you flesh out whatever it is you’re emailing about. Be clear, concise and - most importantly - polite.

Remember: this is a business email, not an opportunity to show off your insultingly witty sense of humour.

Finally: the sign-off. Thank the recipient for their time, and sign off with your name and job title. That’s it! You’re done.

Now go forth and conquer the world of business email like the modern day warrior you are.

1.   Greetings

Email salutations can be tricky. Do you go with a formal greeting like "Dear Sir or Madam" or something more casual like "Hi"?

And what if you don’t know the person you’re emailing very well? Here, we’ll take a look at some of the most commonly used email greetings and help you choose the right one for your needs.

"Dear Sir or Madam" is a classic email greeting that is appropriate for formal correspondence.

If you’re emailing someone for business purposes, this is usually a safe bet.

However, if you’re emailing someone you know personally, it might come across as overly formal.

"Hi" is a great all-purpose greeting that can be used in both formal and informal situations. If you’re not sure which salutation to use, "Hi" is always a good choice.

If you know the person you’re emailing well, "Hey" or "Hello" are always safe bets. These informal greetings are perfect for friends and family members.

2.   The Best Salutations for Business Emails

It’s always important to make a good first impression, and that’s especially true when it comes to business emails.

The salutation is your first opportunity to make a positive impression on the recipient, so it’s important to choose the right one.

There are a few different options when it comes to business email salutations, and the best one for you will depend on the situation.

If you’re emailing someone for the first time, "To Whom It May Concern" or "Dear Sir or Madam" are both perfectly appropriate.

If you know the name of the person you’re emailing, however, it’s always best to use that. "Dear [First Name]" is always appropriate, even if you don’t know the person well.

And if you’re emailing someone who you know well, you can use a more informal salutation like "Hi [First Name]" or "Hey [First Name]."

Whichever salutation you choose, make sure it’s appropriate for the situation and relation- ship. Using the wrong salutation can create a negative impression before your email has even begun.

3.   Kind Gestures in Your Email Signature

Is there anything worse than a cold, impersonal email? An email that could have been sent by a robot, with no hint of human warmth or connection.

We’ve all seen them, and we’ve all cringed.

But it doesn’t have to be this way! You can add a little humanity to your emails simply by adding a kind gesture to your signature.

It could be something as simple as a smiley face, or a quote that inspires you.

Or you could go the extra mile and include a link to a charity that you support. Whatever you do, take care to choose something that reflects your personality and values.

By adding a personal touch to your email signature, you’ll make a lasting impression on your recipients - and who knows, you might even make their day.

4.   How to End an Email

So you’ve written an email. You’ve poured your heart and soul into it, and you’re just dying to hit send. But wait!

There’s one more thing you need to do: end the email. For some people, this is the hardest part.

But don’t worry, with a little practice, you’ll be a pro in no time. Here are a few tips to help you out.

When it comes to ending an email, there are a few different options.

"Sincerely" is always a safe bet, but if you’re feeling more adventurous, try "Best," "All the best," or even "Cheers."

If you’re corresponding with someone you know well, you can even go for a more informal option like "Talk to you soon" or "catch you later."

Just make sure to match the tone of your email - if it’s formal, stick with a formal sign-off, and if it’s casual, go for something more relaxed.

And finally, remember to proofread your email before hitting send - there’s nothing worse than ending on a typo!

Once you’ve decided on the perfect sign-off, and you’ve proofread your email, there’s just one more thing to do: hit send!

And that’s it - you’re done.

Should You Include A Call To Action in Every Email?

It’s a question that has plagued marketing experts for years: should you include a call to action (CTA) in every email?

On the one hand, a CTA gives recipients a clear path to follow-up and can lead to more conversions.

On the other hand, too many CTAs can come across as pushy or sales-y, and may cause recipients to unsubscribe from your list.

Ultimately, the decision of whether or not to include a CTA depends on the type of email you’re sending and your relationship with the recipient.

For example, if you’re sending a newsletter with helpful articles and coupons, including a CTA is a great way to encourage recipients to take advantage of your offers.

However, if you’re sending a personal email to a friend or family member, it’s probably best to skip the CTA.

In the end, use your best judgement and don’t be afraid to experiment to see what works best for your audience!

5 tricks to keep an email communication going

You know the feeling. You’re trying to have an email conversation, but it just goes nowhere.

The other person seems completely disinterested, or maybe they’re just too busy to keep up their end of the conversation.

Either way, it’s frustrating. But there are a few tricks you can use to keep the communica- tion going.

First, try asking open-ended questions that require more than a one-word answer. This will help to draw out more information from the other person.

Second, reply promptly to any messages you receive. If you can’t reply immediately, at least let the sender know that you’ve seen their message and will get back to them as soon as possible.

Third, be sure to keep your replies concise and to the point. No one wants to read a novel in their inbox. Also don’t make the recipient guess what you’re trying to say.

Fourth, if you’re stuck, ask a question. Sometimes all it takes is a simple question to get the other person talking again.

Finally, don’t be afraid to take the conversation offline if it’s going nowhere. Sometimes it’s just easier to pick up the phone or meet in person.

Business Email Examples

The cold introduction

Hello [First Name],

My name is [Your Name] and I am reached out to you because [Mutual Connection]. I hope this email finds you well. 

I am writing because [Reason for Reaching Out]. I think it would be beneficial for us to [Proposed Action]. I will follow up with you in a few days, but in the meantime, please let me know if you have any questions or if there is anything I can do for you.

Best,

[Your Name]

The cold email follow up

Subject line: Just touching base… Hello [name],

Just wanted to make sure my previous email wasn’t lost in the shuffle. I’ll be in touch again soon, but in the meantime, here’s my number if you’d like to chat by phone. Talk soon!

Best,

[Your name] OR

Subject line: Follow up on [previous subject]

Hi [name], did you have a chance to check out my previous email? I’m eager to hear your thoughts. Please let me know if there’s anything I can do for you.

Best Regards, [Your name]

To follow up on a meeting or phone call

Hello [Name],

Thank you for taking the time to meet/speak with me yesterday. I appreciate your time and input. As we discussed, I will follow up with you by [time/date]. If there is anything else you need from me in the meantime, please do not hesitate to let me know.

Thank you again for your time and have a great day! Best Regards,

[Your name]

So, what’s the verdict? What’s the best way to end an email - with Best Regards or Kind Regards?

The answer is... it depends. If you want to be formal and polite, go for Best Regards.

But if you want to sound friendlier, Kind Regards will do the trick. It all comes down to your relationship with the recipient and how much formality you want to show.

As always, it’s best to err on the side of caution and choose the more formal option until you get a sense of what the other person prefers.