When was the last time you stared at the blank space under your email draft, cursor blinking, trying to decide whether “best regards” was too stiff, too casual, or just right? If that sounds familiar, you are in good company. Millions of people pause at that exact spot every day, second-guessing a two-word phrase that carries more social weight than it has any right to.
Best regards is one of the most common email closings in the English-speaking business world. It sits in a comfortable middle ground between the formality of “Sincerely” and the breeziness of “Cheers.” But that middle ground has shifted over the years, and what reads as polite in one office can feel cold or even oddly formal in another. Understanding where the phrase came from, how it functions today, and how it compares to its many cousins will help you close messages with confidence instead of doubt.
Where “Best Regards” Comes From
The word “regard” has carried the sense of a respectful greeting or expression of esteem since the 1700s, when the plural “regards” began appearing as a way to send good wishes to someone. The compound “best regards” as a fixed email closing is a much later development, a product of the twentieth and twenty-first centuries as written correspondence moved from paper to screen. It is worth keeping those two timelines separate: the greeting sense is centuries old, but the standard email sign-off is modern.
Traditional British letter writing had a strict system. “Dear [Name]” paired with “Yours sincerely,” and “Dear Sir or Madam” paired with “Yours faithfully.” American business writing settled on “Sincerely” or “Sincerely yours” as the standard formal close. “Best regards” grew up outside both systems. It is a modern, largely email-era alternative that borrowed the warmth of “regards” and added “best” to signal a little extra goodwill.
What “Best Regards” Actually Signals
Style guidance generally places “best regards” between formal and informal. It works well in business email where the writer knows the recipient’s name but the relationship is professional rather than intimate. Think of it as the closing equivalent of a firm handshake: respectful, warm enough, and unlikely to offend.
The phrase forms part of a rough warmth gradient that usage commentators often describe:
| Closing | Perceived tone | Typical context |
|---|---|---|
| Regards | Neutral, slightly cool | Routine business, minimal relationship |
| Best regards | Standard professional | Most workplace email |
| Kind regards | Warm professional | Common in UK and Australian usage |
| Warm regards | Friendly, personal | Closer colleagues, long relationships |
One important caveat: this gradient is convention, not a codified standard. No single authority has ruled that “kind regards” is warmer than “best regards.” The ordering reflects how readers tend to interpret these phrases, not a formal rulebook. Treat it as a helpful guide rather than gospel.
The Capitalization and Punctuation Rules
Getting the mechanics right matters more than people expect. A sloppy sign-off can undercut an otherwise polished message.
Only the first word is capitalized: “Best regards,” not “Best Regards.” In American style, the close is followed by a comma, then the writer’s name on the next line. British style often drops the punctuation entirely. Both approaches are acceptable as long as you are consistent within your organization.
“Best regards” is a closing, not an opening. It belongs after the body of the message and before the signature block. Using it mid-letter, or as a greeting, will confuse readers who expect it in its usual place. It should also stand on its own line, separated from the final paragraph by a blank line, so the eye can find it quickly.
Best Regards vs. the Alternatives
The real confusion usually starts when you compare “best regards” to the other options. Here is how the main contenders stack up.
| Closing | Formality | Best for | Watch out for |
|---|---|---|---|
| Sincerely | High | Formal letters, first contact, official matters | Can feel stiff in quick email threads |
| Best regards | Medium | General business email | Slightly generic if overused |
| Kind regards | Medium | UK/Commonwealth business email | May read as old-fashioned to some US readers |
| Warm regards | Medium-warm | People you know well | Too familiar for strangers |
| Thanks / Thank you | Low-medium | Requests, follow-ups, collaboration | Implies a favor was done |
| Best | Low | Fast internal email | Can feel abrupt to some readers |
| Cheers | Low | Informal, friendly teams | Wrong register for formal contexts |
A few practical observations from watching these closings in the wild: “Best” alone became common in American email during the 2000s and 2010s. Some people find it efficient; others find it curt. “Thanks” is a smart choice when you have actually asked for something, because it acknowledges the recipient’s effort. “Sincerely” still carries weight in formal correspondence, but in a quick internal thread it can land like a necktie at a beach party.
Regional Differences You Should Know
British and Commonwealth business writing tends to favor “Kind regards” and “Yours sincerely.” American writing leans toward “Best regards” and “Sincerely.” These are tendencies reported in style commentary, not hard rules, and plenty of exceptions exist on both sides of the Atlantic.
If you write across borders, the safest approach is to match the register of the person you are writing to. If a UK colleague signs off with “Kind regards,” mirroring that choice signals cultural awareness. If an American client uses “Best,” matching their brevity is usually welcome. When in doubt, “Best regards” is the low-risk default because it reads as professional almost everywhere.
Common Mistakes People Make
Even experienced writers trip over the same few pitfalls. Here are the ones that show up most often, along with what actually works in practice.
Mismatching the closing to the relationship. “Warm regards” to a hiring manager you have never met can feel presumptuous. “Regards” alone to a close colleague can feel chilly. Match the warmth to the relationship, not to your mood that day.
Capitalizing every word. “Best Regards” with two capitals is a common error. Only the first word takes a capital.
Stacking closings. “Best regards and thanks” or “Thanks and best regards” muddles the message. Pick one and commit.
Using it as a greeting. “Best regards” opens nothing. If you need an opening, use “Dear [Name]” or “Hello [Name].”
Repeating it in every single email. When every message ends the same way, the closing becomes wallpaper. Varying it occasionally, especially with “Thanks” when you have made a request, keeps it meaningful.
Forgetting the signature block. The closing is not the end. Your name, title, and contact details should follow, separated by a line break.
When “Best Regards” Is the Wrong Choice
The phrase is versatile, but it is not universal. It tends to be the wrong call in a few specific situations.
For a cover letter or a formal application, “Sincerely” remains the safer choice because it signals seriousness and respect for protocol. For a message to someone who has just suffered a loss or a setback, a warmer, more personal closing works better than a businesslike one. For a quick message to a teammate you talk to ten times a day, “Best regards” can feel like wearing a suit to a barbecue; “Thanks” or “Best” fits the register better.
The phrase is also sometimes flagged as overused in email-writing advice, with recommendations to vary closings or choose “Thanks” when appropriate. That criticism is opinion rather than a standard, but it contains a useful kernel: a closing should feel chosen, not automatic.
Practical Tips That Actually Work
A few habits make the whole sign-off decision easier.
First, decide your default. Most people benefit from a single go-to closing for external email, with one or two alternatives for internal messages. Fewer choices mean faster sending and fewer awkward pauses.
Second, read the thread before you reply. If the other person signed off with “Kind regards,” mirroring it is a small but effective rapport builder. If they used “Best,” matching their brevity respects their time.
Third, keep the closing consistent with the rest of the message. A formal, carefully structured email pairs well with “Best regards.” A two-line reply to a colleague pairs better with “Thanks.”
Fourth, remember that the closing is not the whole message. A warm, specific final sentence (“Looking forward to Thursday’s call”) does more for the relationship than any particular sign-off. The closing is a courtesy, not a personality test.
Finally, do not overthink it. The people reading your email are far more focused on what you are asking for or telling them than on whether you chose “best” or “kind.” A clear message with a clean, correctly punctuated closing will always beat a perfect sign-off attached to a confusing email.
How the Phrase Fits Into Hair and Beauty Content
Here is a surprising angle. Writers in the beauty and lifestyle space often sign off newsletters and brand emails with “Best regards,” and the same register rules apply. A brand writing to a subscriber list about a new curl-care guide might close with something warmer than a corporate note. Publications that cover texture and styling, from tight coils to looser waves, tend to use friendly but professional closings when they send editorial updates. If you write for an audience that reads about 4c hair or follows styling trends like the row, matching the tone of your content matters as much as the sign-off itself. A piece about 2b hair might invite a breezy “Cheers,” while a formal brand partnership announcement calls for “Best regards.” The closing should sound like the publication, not like a template.
Conclusion
“Best regards” earns its place as a reliable, middle-of-the-road email closing. It is professional without being stiff, warm without being familiar, and understood almost everywhere English is written. Its history stretches back to an eighteenth-century sense of “regards” as greetings, but its modern role is pure email-era pragmatism: a small, polite signal that the message is ending and the writer means well.
The phrase works best when it is chosen deliberately rather than reached for by reflex. Match it to the relationship, punctuate it correctly, capitalize only the first word, and vary it when the situation calls for something warmer or more casual. Do that, and the blinking cursor at the bottom of your draft will stop being a source of doubt and start being what it should be: a quick, confident finish.
Frequently Asked Questions
Is “Best regards” formal or informal?
It sits in the middle. Style guidance generally treats it as semi-formal, suitable for business email where you know the recipient’s name but the relationship is professional. It is less formal than “Sincerely” and more formal than “Thanks” or “Cheers.”
Should “regards” be capitalized in “Best regards”?
Only the first word takes a capital: “Best regards.” Writing “Best Regards” with two capitals is a common error. Follow the closing with a comma in American style, or no punctuation in British style, then put your name on the next line.
What is the difference between “Best regards” and “Kind regards”?
Both are professional closings with similar warmth. “Kind regards” is especially common in UK and Australian business writing, while “Best regards” is the more typical American choice. The warmth gradient that places one above the other is convention rather than a codified rule.
Can I use “Best regards” in a cover letter?
It is better to use “Sincerely” for a cover letter or formal application. “Best regards” is designed for general business email, and formal hiring correspondence still tends to expect the more traditional close.
Is “Best regards” too formal for internal email?
It depends on your workplace. In a fast-moving internal thread with close colleagues, “Thanks” or “Best” often fits better. In a message to a senior leader or a different department, “Best regards” remains a safe, respectful choice.
What should I write instead of “Best regards”?
Good alternatives include “Kind regards” for a slightly warmer British tone, “Warm regards” for people you know well, “Thanks” when you have made a request, and “Sincerely” for formal correspondence. Choose based on the relationship and the purpose of the message, not habit.
