Kind Regards: Meaning, When to Use & Alternatives [2026]

What Is “Kind Regards”? Understanding the Basics

“Kind regards” is a formal valediction used to close professional emails and business correspondence. It functions as a polite expression of goodwill toward the recipient before your name and signature appear. In the hierarchy of professional closings, it sits comfortably in the middle zone between overly formal phrases like “Yours faithfully” and casual sign-offs like “Cheers.”

The phrase emerged as standard business practice in the late 20th century, gaining widespread adoption as email replaced traditional business letters. Before email became ubiquitous in the 1990s, business correspondence relied heavily on more rigid closing formulas. Letters required “Yours sincerely” if you knew the recipient’s name, or “Yours faithfully” if you were addressing them as “Dear Sir/Madam.”

As email communication evolved, professionals needed closings that felt less stuffy while maintaining appropriate respect. “Kind regards” filled this gap perfectly. It carries enough formality to signal professionalism while avoiding the stiffness of traditional letter closings. The phrase acknowledges the recipient with warmth (“kind”) while maintaining professional distance (“regards”).

Today, “kind regards” appears in millions of business emails daily across industries, geographies, and professional contexts. It’s particularly prevalent in British English, where it functions as the default professional closing. American English speakers use it frequently too, though they tend to rotate between more sign-off variations depending on context and personal preference.

The closing serves a crucial function beyond mere politeness. In professional communication, especially in multi-channel outreach that combines email with platforms like LinkedIn, maintaining consistent tone and professionalism across touchpoints builds credibility. Tools like La Growth Machine help sales teams coordinate messaging across email and LinkedIn channels, ensuring that professional tone remains consistent whether you’re sending a cold email or a LinkedIn message.

The Meaning Behind “Kind Regards”

Breaking down “kind regards” reveals why this phrase works so effectively in professional settings. The word “kind” functions as an adjective modifying “regards,” adding a layer of warmth and goodwill to what would otherwise be a more neutral closing. “Regards” itself comes from the French word “regarder,” meaning “to look at” or “to consider.” When you send someone your regards, you’re essentially saying “I hold you in consideration” or “I think well of you.”

The combination creates a closing that says: “I’m thinking of you with kindness and consideration.” It’s warmer than a simple “Regards” but more restrained than “Warm regards” or “Warmest regards.” This emotional positioning makes it incredibly versatile.

The tone of “kind regards” strikes a careful balance. It’s professional enough for first-time communication with senior executives, yet friendly enough for ongoing correspondence with colleagues. The formality level sits at approximately 7 out of 10 on the business communication spectrum, where 10 represents highly formal legal correspondence and 1 represents casual text messages to friends.

This moderate formality makes “kind regards” the Swiss Army knife of email closings. You can deploy it confidently in most business situations without overthinking the relationship dynamics or formality requirements. Unlike more casual closings that might seem presumptuous with new contacts, or overly formal phrases that might create unnecessary distance with established relationships, “kind regards” rarely misses the mark.

The emotional connotation leans slightly positive. The inclusion of “kind” prevents the closing from feeling cold or perfunctory, which is particularly important in written communication where tone can be easily misinterpreted. Research on email communication shows that written messages are interpreted more negatively than intended about 50% of the time. Adding that small touch of warmth helps counteract negative bias without crossing into informal territory.

Kind Regards vs Best Regards vs Warm Regards

Understanding the nuances between common “regards” variations helps you choose the right closing every time. While these phrases might seem interchangeable, they carry distinct connotations that affect how recipients perceive your message.

Best regards is the most neutral option in the regards family. It’s the vanilla ice cream of email closings: safe, widely acceptable, and rarely offensive. The word “best” adds a slight positive spin without introducing warmth or emotion. This makes it ideal for general business correspondence where you want to maintain professionalism without overthinking the relationship dynamics. American professionals tend to favor “best regards” slightly more than their British counterparts.

Kind regards introduces more warmth than “best regards” while maintaining strong professionalism. The word “kind” humanizes the closing in a way that “best” doesn’t. This makes it particularly effective for first contacts, client-facing communication, and situations where you want to be approachable without being casual. British professionals heavily favor this closing.

Warm regards increases the warmth significantly. Use this when you’ve established some rapport with the recipient, when expressing gratitude, or when delivering positive news. The explicit mention of warmth can feel excessive in purely transactional emails or first contacts. Save it for situations where that extra warmth serves a purpose.

Regards stands alone as the most stripped-down version. This brevity makes it useful for quick, efficient communication within established professional relationships. However, there’s a critical warning here: if you’ve been using “kind regards” or “best regards” with someone and suddenly switch to plain “regards,” it often reads as passive-aggressive or indicates displeasure. The perceived downgrade signals emotional distance.

Warmest regards sits at the high end of professional warmth. Reserve this for relationships where you’ve built genuine connection, for expressing deep gratitude, or for special occasions. Using it too early in a relationship can seem overly familiar or even insincere.

The formality spectrum isn’t just about the words themselves but also about context. A “warm regards” closing in a thank-you email after someone helped you land a major client feels perfectly appropriate. The same closing in a first-contact cold email might feel presumptuous. Context always matters more than rigid rules.

When to Use “Kind Regards” (10 Specific Scenarios)

First Professional Contact: When reaching out to someone for the first time, “kind regards” strikes the perfect balance. It’s formal enough to show respect and professionalism, yet approachable enough to invite a response. Whether you’re sending a cold email to a potential client or introducing yourself to a new stakeholder, this closing signals that you’re professional without being stuffy.

Example: “I’d appreciate the opportunity to discuss how our services might benefit your team. Please let me know if you’re available for a brief call next week. Kind regards, Sarah Chen”

Client Communication: For established client relationships that remain professional, “kind regards” maintains appropriate boundaries while staying friendly. It works equally well for project updates, deliverable submissions, and routine check-ins. The closing reminds clients that you value the relationship without overstepping into overly casual territory.

Example: “I’ve attached the Q4 performance report for your review. The results exceeded our projections by 23%. Kind regards, Marcus Thompson”

Follow-Up Emails: After an initial meeting, conference encounter, or introduction, “kind regards” continues the professional tone established in your first interaction. It’s particularly useful when you’re not yet sure of the relationship’s trajectory but want to maintain connection.

Example: “Thank you for taking the time to meet with me at the conference yesterday. As discussed, I’m sending over the case study you expressed interest in. Kind regards, Jennifer Liu”

Job Applications and Networking: When applying for positions or networking with industry professionals, “kind regards” conveys professionalism and respect. It’s more polished than casual closings while avoiding the excessive formality of “Yours faithfully” or “Respectfully.”

Example: “I’m excited about the possibility of contributing to your team’s success. I look forward to discussing my qualifications further. Kind regards, David Martinez”

International Business Communication: For cross-border business dealings, especially with European or Commonwealth country contacts, “kind regards” is widely recognized and accepted. It translates well culturally and avoids American-specific casual phrases that might not land as intended.

Example: “We’re pleased to confirm that the shipment will arrive at your London office by March 15th. Kind regards, Priya Sharma”

Customer Service Responses: When responding to customer inquiries, complaints, or feedback, “kind regards” maintains professionalism while signaling that you care about their experience. It’s particularly effective after you’ve resolved an issue or provided helpful information.

Example: “I’ve processed your refund, and you should see the credit within 3-5 business days. Please don’t hesitate to reach out if you need anything else. Kind regards, Customer Support Team”

Internal Cross-Departmental Emails: When communicating with colleagues outside your immediate team, especially those at higher seniority levels, “kind regards” maintains professional respect. It’s more formal than how you might close emails with your direct team but avoids the stuffiness that would be inappropriate for internal communication.

Example: “Thank you for providing the data from your department. This will be extremely helpful for our Q1 planning. Kind regards, Alex Rivera”

Multi-Channel Outreach Context: When coordinating outreach across email and LinkedIn, maintaining consistent professional tone matters. Whether you’re using platforms like La Growth Machine to manage sequences across multiple channels or manually coordinating touchpoints, “kind regards” provides consistency. The closing works in cold emails, LinkedIn messages, and follow-up communications, helping maintain a cohesive professional brand.

Example: “I noticed you recently expanded your sales team. I’d love to share how multi-channel prospecting can increase your response rates by 3.5x. Kind regards, Robert Kim”

Post-Meeting Recaps: After calls, video conferences, or in-person meetings, “kind regards” works well for recap emails. It maintains the professional tone of your meeting while moving the conversation forward with documented action items.

Example: “Thank you for today’s productive discussion. As agreed, I’ll have the proposal ready by Friday. Kind regards, Michelle Anderson”

Formal Requests: When asking for time, information, introductions, or favors from professional contacts, “kind regards” adds appropriate formality to your request. It shows respect for the person’s time and position while remaining approachable.

Example: “Would you be willing to introduce me to your contact at TechCorp? I believe our services could benefit their team significantly. Kind regards, Thomas Wright”

When NOT to Use “Kind Regards”

Emails to Friends and Family: “Kind regards” creates unnecessary distance in personal relationships. Your friends don’t need formal closings, and using them can actually seem cold or sarcastic. Save your “kind regards” for professional contexts and use casual closings like “Cheers,” “Take care,” or simply your name for personal emails.

Wrong: “Thanks for hosting dinner last night! The lasagna was incredible. Kind regards, Jake”

Better: “Thanks for hosting dinner last night! The lasagna was incredible. See you next week! Jake”

Extremely Formal Legal or Official Documents: When dealing with legal correspondence, official complaints, or formal proceedings, “kind regards” isn’t formal enough. These situations call for traditional closings like “Yours faithfully,” “Respectfully,” or “Yours truly.” The stakes are too high for middle-ground closings.

Wrong: Legal demand letter ending with “Kind regards”

Better: “Yours faithfully” or “Respectfully”

Crisis Management or Emergency Communication: During crises, time-sensitive emergencies, or urgent problem-solving, “kind regards” can seem tone-deaf. The situation demands directness and action, not pleasantries. Either skip the closing entirely and just sign your name, or use a simple “Thanks” if you need something before your signature.

Wrong: “The server is down and we’re losing $10,000 per hour. We need all hands on deck immediately. Kind regards, IT Director”

Better: “The server is down and we’re losing $10,000 per hour. We need all hands on deck immediately. See you in the war room. – IT Director”

Sincere Apology Emails: When apologizing for significant mistakes, delays, or problems, “kind regards” feels perfunctory and insincere. Apologies require warmth and humanity. Use closings that convey genuine contrition like “Sincerely,” “With apologies,” or even just your name with a more personal tone throughout the email.

Wrong: “We deeply apologize for missing your project deadline and the consequences this has caused. Kind regards, Project Manager”

Better: “We deeply apologize for missing your project deadline and the consequences this has caused. We’re committed to making this right. Sincerely, Tom Peterson”

Delivering Bad News: When terminating contracts, declining proposals, or delivering other bad news, “kind regards” can seem inappropriately cheerful or dismissive. The closing should match the gravity of your message. “Sincerely” or “Respectfully” work better for these difficult communications.

Wrong: “Unfortunately, we’ve decided not to move forward with your proposal. Kind regards, Selection Committee”

Better: “Unfortunately, we’ve decided not to move forward with your proposal. We appreciate the time you invested. Sincerely, Selection Committee”

Very Casual Work Cultures: In startups, creative agencies, or companies with explicitly casual cultures, “kind regards” might seem unnecessarily formal. Read the room. If your CEO signs emails “Cheers” and everyone uses first names from day one, match that energy. Using formal closings in casual environments can make you seem out of touch or stuffy.

Wrong: Email to your startup’s Slack-first culture that ends with “Kind regards”

Better: “Thanks!” or “Cheers” or just your name

Quick Back-and-Forth Email Chains: Once you’re several emails deep in a conversation, maintaining full closings becomes unnecessarily formal. After the third or fourth exchange in rapid succession, you can drop the closing entirely and just sign with your first name or even drop the signature altogether.

Wrong: Fifth email in a 10-minute exchange still using “Kind regards”

Better: Just your name or no closing at all

Thank You Notes After Interviews: While “kind regards” isn’t wrong here, “sincerely” or “with gratitude” better captures the tone of genuine appreciation you want to convey. “Kind regards” can feel slightly impersonal when you’re trying to make a memorable impression.

Wrong: “Thank you again for the opportunity to interview for the position. Kind regards, Candidate”

Better: “Thank you again for the opportunity to interview for the position. I look forward to hearing from you. Sincerely, Candidate Name”

Cultural Differences in Using “Kind Regards”

United Kingdom: British professionals use “kind regards” more than any other closing. It’s the default choice for professional correspondence, appearing in approximately 45% of business emails according to email tracking studies. The British preference for understated politeness makes “kind regards” ideal. It’s formal enough for British business culture’s respect for propriety while being warmer than “yours faithfully” or “yours sincerely.”

When emailing UK contacts, you’re almost always safe with “kind regards.” British professionals rarely view it as too formal or too casual. The phrase has become so standard that deviation from it sometimes draws more attention than using it.

United States: American professionals distribute their preferences more widely across multiple closings. “Best regards” slightly edges out “kind regards” in usage, with “best,” “thanks,” and “sincerely” also appearing frequently. American business culture’s tendency toward friendliness and informality means many professionals opt for warmer or more casual closings once a relationship is established.

That said, “kind regards” remains entirely appropriate for American business communication, particularly in more traditional industries like finance, law, and corporate environments. Tech startups and creative industries trend more casual.

European Countries: Continental European professionals writing in English generally favor “kind regards” or “best regards.” German business culture, known for formality, embraces “kind regards” as appropriately professional. French professionals writing in English tend toward “kind regards” as well, though they maintain more formal closings when writing in French.

Scandinavian countries, despite having relatively informal business cultures in their native languages, tend toward “kind regards” when writing in English to international contacts. The closing signals that they’re adhering to international business norms.

Asia-Pacific Region: Business cultures in Japan, South Korea, and China maintain higher formality levels than Western countries. When Asian professionals write in English, “kind regards” or “best regards” appear frequently, but you’ll also see more formal closings like “respectfully” or “sincerely.”

The key insight for communicating with Asian business contacts: err on the side of formality. “Kind regards” is almost always appropriate, while casual closings like “cheers” or “thanks” might be perceived as insufficiently respectful, especially in first contacts or with senior professionals.

Australian and New Zealand professionals trend slightly more casual than their British counterparts despite shared Commonwealth traditions. While “kind regards” is widely accepted and used, you’ll also see “cheers” and “regards” appearing frequently, even in relatively formal contexts.

Middle East: Business communication in Middle Eastern countries, when conducted in English, generally maintains high formality. “Kind regards” works well here, though you might also see “respectfully” or “with respect” used more frequently than in Western business communication.

Latin America: When conducting business in English with Latin American professionals, “kind regards” and “best regards” are both widely appropriate. Latin American business culture often values personal relationships and warmth, so once relationships are established, warmer closings become more common.

Adaptation Strategy: When you’re unsure of cultural preferences, mirror your recipient’s closing in your response. If someone from a different culture emails you using “kind regards,” reciprocate with the same. This mirroring shows respect and cultural awareness while avoiding missteps.

For cold outreach or first contacts where you have no prior correspondence to mirror, “kind regards” functions as the safest universal choice. It’s formal enough for high-formality cultures while remaining appropriate for moderate-formality contexts.

Common Mistakes with “Kind Regards”

The Downgrade Signal: The most damaging mistake with “kind regards” happens when you’ve been using it consistently with someone, then suddenly switch to plain “regards.” This downgrade signals displeasure, annoyance, or passive-aggressive frustration, whether you intend it or not.

Recipients notice consistency in your email patterns, even subconsciously. When you strip away “kind” from your usual closing, it reads as a deliberate removal of warmth. It’s the email equivalent of responding “Fine” when someone asks how you are.

If you’ve established a pattern of using “kind regards” with someone, maintain it unless you’re deliberately signaling a relationship change. The only acceptable reason to downgrade is if you’re both moving to a more casual email style where you’re dropping closings entirely.

Punctuation Errors: The correct punctuation places a comma after “kind regards” before your name on the next line. Some professionals incorrectly use periods, colons, or semicolons. Others skip punctuation entirely.

Correct:

Kind regards,

Sarah Chen

Incorrect variations:

• “Kind regards.” (period creates unnecessary finality)
• “Kind regards:” (colon is grammatically wrong)
• “Kind regards” (missing comma looks incomplete)

Capitalization Confusion: “Kind regards” should be written with “Kind” capitalized and “regards” in lowercase. Both words capitalized (“Kind Regards”) is technically acceptable but less common and slightly more formal. Never write it as “kind regards” with both words lowercase at the start of your closing.

Correct: “Kind regards,”

Acceptable: “Kind Regards,”

Wrong: “kind regards,”

Overuse in Email Threads: When you’re exchanging multiple emails in quick succession, maintaining “kind regards” in every single email becomes tediously formal. After the first few exchanges, transition to simpler closings or just your name.

In a thread with 5+ rapid exchanges, structure it like this:

• First email: “Kind regards,”
• Second email: “Kind regards,”
• Third email: “Thanks,”
• Fourth email onward: Just your name

Mismatched Tone: Using “kind regards” after a casually written email creates jarring inconsistency. If your email body uses contractions, casual language, and friendly tone throughout, then ends with “kind regards,” the closing feels tacked on rather than integrated.

Mismatched example:

“Hey! Just wanted to give you a quick heads up that the report’s gonna be a day late lol. No biggie though, right? Kind regards, Mike”

The casual tone of the email clashes with the formal closing. Either maintain formality throughout or match a casual closing to casual content.

Copy-Paste Without Personalization: Using “kind regards” as a robotic closing in clearly templated emails diminishes its effectiveness. When recipients can tell you’ve sent the same message to 50 people without personalization, the “kind” rings hollow.

This is particularly relevant in sales outreach and cold email campaigns. If you’re using email automation tools or managing multi-channel sequences through platforms like La Growth Machine, ensure that personalization extends beyond just dynamic fields in the body. Even automated emails benefit from tonal consistency that makes the closing feel genuine rather than robotic.

Using It With Wrong Relationship Level: Pulling out “kind regards” with your best friend from college who you grab beers with weekly creates weird artificial distance. Similarly, using it in texts or instant messages feels out of place. “Kind regards” belongs in email and formal written communication, not in Slack messages, texts, or social media DMs.

Forgetting It Entirely: On the opposite end, forgetting to include any closing and just abruptly ending with your signature makes emails feel incomplete and cold. Even in quick emails, a simple closing provides necessary social grace. If “kind regards” feels too formal for the context, use something simpler, but include something.

Regional Spelling Variations: While less common, “kindest regards” sometimes gets misspelled as “kind est regards” or confused with “warmest regards.” Stick to the standard phrase without modification unless you’re intentionally using “kindest regards” as a warmer variation.

Modern Alternatives to “Kind Regards”

Professional communication evolves constantly, with new generations and industries developing preferences that reflect their values and communication styles. While “kind regards” remains reliably professional, understanding modern alternatives helps you adapt to different contexts and audiences.

Industry-Specific Preferences

Technology and Startups: Tech culture increasingly favors efficient, casual closings. “Best,” “Thanks,” and “Cheers” appear more frequently than “kind regards” in Silicon Valley emails. Remote-first companies particularly trend toward brevity. However, when tech companies communicate with enterprise clients or traditional industries, they often shift back to “kind regards” or “best regards” to match client expectations.

Finance and Banking: Traditional financial services maintain formality. “Kind regards,” “best regards,” and “sincerely” dominate. Even as younger professionals enter finance, the industry’s regulatory environment and risk-averse culture preserve formal communication norms. When in doubt in finance, err formal.

Creative Industries: Advertising, design, and media companies use the widest variety of closings. “Cheers,” “Thanks,” “Best,” and even unconventional closings like “Stay creative” appear regularly. “Kind regards” isn’t wrong in creative industries, but it might make you seem less culturally integrated.

Healthcare: Medical professionals and healthcare administrators tend toward “sincerely,” “best regards,” and “kind regards.” The industry’s focus on professionalism and patient trust favors conventional, reliable closings.

Legal: Law firms maintain the most formal standards. “Sincerely,” “respectfully,” and “kind regards” dominate. Casual closings are rare even in internal communication. Legal writing prioritizes precision and formality above all else.

Education: Academic institutions split between formal and moderately casual. Professors often use “best regards” or “kind regards” with colleagues and students. Administrative staff trend slightly more formal.

Generation-Based Differences

Baby Boomers (born 1946-1964): Prefer traditional closings including “sincerely,” “best regards,” and “kind regards.” This generation values formality and established business etiquette. Using conventional closings with Boomer contacts signals respect and professionalism.

Generation X (born 1965-1980): Bridge traditional and modern styles. Comfortable with “kind regards” and “best regards” but also adopt simpler closings like “thanks” or “best” depending on context. Gen X professionals tend to match their closing to the recipient’s style.

Millennials (born 1981-1996): Trend toward efficiency and authenticity. “Best,” “thanks,” and “cheers” appear more than “kind regards” unless communicating with senior executives or external clients. Millennials often view overly formal closings as unnecessary bureaucracy but understand when formality serves a purpose.

Generation Z (born 1997-2012): As Gen Z enters the workforce, they bring the most casual communication style. Many skip closings entirely, especially in rapid-fire communication. When they do use closings, “thanks” and “best” dominate. However, Gen Z professionals quickly learn to code-switch to more formal styles when communicating with senior executives or clients.

15 Modern Alternatives with Contexts

1. “Best” – Ultra-efficient, appropriate for most business contexts, favored by tech professionals. Use for quick correspondence and established relationships.

1. “Thanks” – Implies the recipient will take action or has provided value. Use when you’re genuinely grateful or requesting something.

1. “Cheers” – Casual and friendly, common in UK, Australia, and tech culture. Avoid in very formal contexts or with executives you don’t know well.

1. “Sincerely” – Traditional and earnest, appropriate for serious matters, apologies, or very formal correspondence. More formal than “kind regards.”

1. “Best regards” – Slightly more neutral than “kind regards,” widely acceptable across all professional contexts. The safe choice when uncertain.

1. “Warm regards” – Friendlier than “kind regards,” use with established relationships or when expressing gratitude.

1. “Looking forward to connecting” – Action-oriented, good for networking or when requesting meetings. More specific than generic closings.

1. “Take care” – Warm and personal, appropriate with colleagues you know well. Too casual for client communication or first contacts.

1. “Talk soon” – Implies ongoing conversation, use with people you communicate with regularly. Too presumptuous for new contacts.

1. “All the best” – Friendly but professional, works well for final emails in a project or when parting ways with professional contacts.

1. “Respectfully” – Very formal, use when addressing very senior executives, government officials, or in situations requiring deference.

1. “Gratefully” – Emphasizes appreciation, use when someone has gone significantly out of their way to help you.

1. “In partnership” – Emphasizes collaboration, use with long-term business partners or when working on joint ventures.

1. “Here to help” – Customer service oriented, appropriate for support roles or when offering assistance.

1. “Stay well” – Caring and human, gained popularity during COVID-19. Appropriate for most professional relationships.

When to Innovate vs. Stick with Standards

Innovation in email closings works best when you’ve established a relationship and understood the recipient’s communication style. With first contacts, traditional closings like “kind regards” protect against missteps. As relationships develop, you can adjust to more personal or efficient styles.

The key question: Does this closing serve my communication goal better than “kind regards”? If yes, use it. If you’re innovating just to be different, stick with proven standards.

Best Practices for Email Sign-Offs

Match Tone Throughout: Your closing should feel like a natural extension of your email’s tone, not a jarring shift. If you’ve written formally throughout, “kind regards” fits perfectly. If you’ve been conversational and used contractions, “best” or “thanks” might work better.

Consider this tonal consistency check: Read your email aloud including the closing. Does the transition feel smooth? If the closing makes you mentally shift gears, adjust either the email’s tone or the closing.

Maintain Consistency in Professional Branding: Your email closing becomes part of your professional brand. If you use “kind regards” with a client in your first email, maintain it throughout that relationship unless circumstances change. Random closing variations create unnecessary cognitive load for recipients who track patterns even unconsciously.

This consistency extends beyond individual relationships to your overall professional presence. If you’re the “kind regards” person in your organization, own it. Consistency builds recognition.

Adapt to Email Thread Progression: Email closings should evolve as threads develop. The first email warrants a full closing. The fifth rapid-fire email in 20 minutes doesn’t. Follow this general progression:

• Email 1-2: Full closing (“Kind regards,”)
• Email 3-4: Simplified closing (“Thanks,”)
• Email 5+: Name only or no closing
• Return to full closing if conversation pauses and restarts later

Use Email Signatures Effectively: Your email signature sits below your closing and provides essential contact information. The closing and signature work together as your email’s footer. A good signature includes:

• Full name
• Job title
• Company name
• Phone number
• Professional email address
• Relevant links (LinkedIn, company website)

Keep signatures concise. The closing provides the warmth; the signature provides the information. Don’t let an overly long signature diminish the impact of your closing.

Multi-Channel Communication Consistency: In today’s business environment, conversations rarely stay confined to email. A prospect might receive your cold email, connect with you on LinkedIn, then respond via LinkedIn message. Maintaining consistent tone and professionalism across these touchpoints builds trust and recognition.

This becomes particularly important for sales teams and business development professionals managing outreach across multiple channels. When you’re coordinating email sequences with LinkedIn engagement, consistent sign-offs help create a cohesive experience. Platforms like La Growth Machine help teams manage multi-channel outreach while maintaining this consistency, ensuring that whether a prospect encounters you via email or LinkedIn, they experience the same professional tone.

The consistency principle applies regardless of channel. If you use “kind regards” in emails, maintain similar professionalism in LinkedIn messages. You might adjust the specific closing to match platform norms (LinkedIn messages trend slightly more casual), but the underlying professional tone should remain consistent.

Consider Mobile Reading: Over 50% of emails are now opened on mobile devices. This affects closings because mobile screens show less text at once. Keep closings concise and ensure they display well on small screens. “Kind regards” works perfectly for mobile because it’s brief and clear.

Avoid elaborate multi-line closings with quotes, inspirational messages, or lengthy postscripts. These create scrolling fatigue on mobile and diminish rather than enhance your message.

Proofread Your Closing: It sounds basic, but closing-related typos damage credibility disproportionately. “Kind regads” or “Kin regards” in your closing creates a poor final impression. Because closings are formulaic, recipients notice errors more prominently than typos in body text.

Set up email signature templates in your email client to ensure consistent, error-free closings. Most email platforms allow you to save multiple signature templates for different contexts.

How to Choose the Right Sign-Off Every Time

Selecting the perfect email closing doesn’t require elaborate analysis for every message. Use this decision framework to choose confidently in seconds.

Step 1: Assess Relationship Stage

Ask: Have I communicated with this person before?

• First contact: Default to “Kind regards” or “Best regards”
• Established relationship, professional boundaries: “Kind regards,” “Best regards,” or “Best”
• Close professional relationship: “Warm regards,” “Thanks,” “Best,” or “Cheers”
• Personal relationship: Skip formal closings, use casual alternatives

Step 2: Evaluate Formality Requirements

Ask: How formal does this situation demand?

• Very formal (legal, official, serious issues): “Sincerely,” “Respectfully,” or “Yours faithfully”
• Moderately formal (client communication, first contacts, professional requests): “Kind regards” or “Best regards”
• Moderately casual (team emails, established relationships): “Thanks,” “Best,” or “Cheers”
• Very casual (close colleagues, friendly contacts): First name only or skip closing

Step 3: Consider Cultural Context

Ask: Where is my recipient located?

• UK/Commonwealth: “Kind regards” (preferred default)
• US: “Best regards,” “Best,” or “Kind regards”
• Asia: Err toward formality – “Kind regards,” “Best regards,” or “Sincerely”
• Continental Europe: “Kind regards” or “Best regards”
• Uncertain: Default to “Kind regards”

Step 4: Match Industry Norms

Ask: What industry am I communicating within?

• Traditional (finance, law, healthcare): “Kind regards,” “Best regards,” or “Sincerely”
• Moderate (general corporate, education): “Kind regards,” “Best regards,” or “Best”
• Casual (tech, startups, creative): “Best,” “Thanks,” or “Cheers”

Step 5: Check Message Content

Ask: What’s the emotional tone of my message?

• Gratitude: “Thank you,” “Thanks,” “Gratefully,” or “Warm regards”
• Request: “Thanks in advance,” “Best regards,” or “Kind regards”
• Bad news: “Sincerely” or “Respectfully”
• Neutral information: “Kind regards” or “Best regards”
• Positive news: “Warm regards” or “Best regards”

Step 6: Review Thread History

Ask: How have we closed previous emails?

• Mirror established patterns unless deliberately changing formality level
• If uncertain, match the recipient’s most recent closing
• Don’t downgrade from “kind regards” to “regards” without good reason

Practical Application Examples

Scenario 1: Cold email to potential client in financial services

• First contact + traditional industry + professional request = “Kind regards”

Scenario 2: Fifth email today with your project teammate

• Established relationship + rapid exchange + casual context = Name only or skip closing

Scenario 3: Thank you email to someone who introduced you to a valuable contact

• Gratitude + established relationship = “Warm regards” or “Gratefully”

Scenario 4: Declining a vendor proposal

• Bad news + professional relationship = “Sincerely” or “Best regards”

Scenario 5: First LinkedIn message to UK-based executive

• First contact + UK location + professional context = “Kind regards”

The framework becomes intuitive with practice. After applying it a few dozen times, your brain automates the process. You’ll instinctively know when “kind regards” fits versus when another closing serves better.

Examples of “Kind Regards” in Real Professional Emails

Seeing “kind regards” in context helps solidify when and how to use it effectively. These examples span different scenarios with explanations of why the closing works.

Example 1: First Contact Cold Email

Subject: Quick question about your sales development strategy

Hi Jennifer,

I noticed on LinkedIn that your company recently expanded its SDR team from 5 to 15 reps. Congratulations on the growth.

I’m reaching out because many sales leaders I work with face a common challenge during rapid team expansion: maintaining consistent message quality across their growing team while improving response rates.

At La Growth Machine, we help sales teams coordinate outreach across email and LinkedIn, which typically generates 3.5x more responses than email alone. Our platform makes it easy for new SDRs to follow proven sequences while adapting messaging to their style.

Would you be open to a brief 15-minute call next week to discuss how we’ve helped similar companies?

Kind regards,

Robert Kim

Senior Account Executive

La Growth Machine

Why it works: This cold outreach uses “kind regards” to maintain professionalism while being approachable. The closing matches the email’s professional yet personalized tone. For first contacts in B2B sales, “kind regards” signals respect without being overly formal.

Example 2: Client Project Update

Subject: Q4 Campaign Results – Exceeded Targets

Hi Marcus,

I’m excited to share the final results from your Q4 email campaign.

We achieved a 34% open rate and 8.2% click-through rate, significantly exceeding our initial targets of 25% and 5% respectively. The LinkedIn component of the multi-channel approach contributed to a 3.1x increase in qualified meetings compared to your previous email-only campaigns.

I’ve attached the full analytics report. The data shows particularly strong performance in the enterprise segment, which might inform our Q1 strategy.

I’d like to schedule a call this week to discuss scaling these results. Are you available Thursday afternoon?

Kind regards,

Sarah Chen

Client Success Manager

Why it works: For established client relationships that remain professional, “kind regards” maintains appropriate boundaries. The closing matches the positive, professional tone of delivering good news while keeping the relationship business-focused.

Example 3: Post-Conference Follow-Up

Subject: Great meeting you at SaaStr Annual

Hi David,

It was a pleasure meeting you at yesterday’s networking session. Your insights on scaling sales development in European markets were incredibly valuable.

As I mentioned, we’ve worked with several companies expanding into EMEA territories, and we’ve developed specific playbooks for navigating the multi-language, multi-channel challenges you described.

I’m attaching the case study we discussed about the UK fintech company that achieved 47% response rates using localized LinkedIn + email sequences.

If you’d like to continue the conversation, I’m happy to schedule a call at your convenience.

Kind regards,

Jennifer Liu

EMEA Sales Director

Why it works: After meeting someone at an event, “kind regards” continues professional momentum without presuming familiarity. It’s warmer than “sincerely” but more professional than “cheers” or “best,” making it ideal for converting networking connections into business relationships.

Example 4: Job Application Cover Email

Subject: Application for Senior Sales Engineer Position

Dear Hiring Manager,

I’m writing to express my strong interest in the Senior Sales Engineer position at TechCorp. With six years of experience in SaaS sales engineering and a track record of supporting deals worth $50M+ in ARR, I believe I can contribute significantly to your team’s success.

My experience spans both enterprise and mid-market segments, with particular expertise in multi-channel sales strategies. At my current company, I’ve supported the sales team in achieving a 67% win rate on technical evaluations.

I’ve attached my resume for your review. I’d welcome the opportunity to discuss how my background aligns with TechCorp’s needs.

Kind regards,

Alex Martinez

Why it works: Job applications require formality and professionalism. “Kind regards” is more polished than casual alternatives while avoiding the excessive formality of “Yours faithfully.” It positions the candidate as professional and approachable.

Example 5: Customer Service Resolution

Subject: Your Refund Has Been Processed

Hi Michael,

Thank you for your patience while we resolved the billing issue you reported.

I’ve processed a full refund of $149.99, which should appear in your account within 3-5 business days. I’ve also added three months of premium features to your account at no charge as an apology for the inconvenience.

If you have any other questions or concerns, please don’t hesitate to reach out. We value your business and want to ensure you have a positive experience.

Kind regards,

Customer Support Team

La Growth Machine

Why it works: Customer service communications benefit from “kind regards” because it conveys care and professionalism simultaneously. After resolving an issue, this closing reinforces that you value the customer relationship.

Example 6: Internal Cross-Department Request

Subject: Q1 Marketing Data Request

Hi Rachel,

I hope you’re having a good week. I’m reaching out from the Sales team because we’re planning our Q1 strategy and could use some insights from your department.

Would you be able to share the following data from your recent campaign:

• Email open rates by segment
• LinkedIn engagement metrics
• Lead scoring breakdown

This will help us align our outreach approach with the prospects who’ve shown interest through marketing channels. I’d ideally need this by Friday, but let me know if that timeline doesn’t work.

Kind regards,

Thomas Wright

Sales Operations Manager

Why it works: For internal cross-department communication, especially when making requests, “kind regards” maintains professionalism without being stuffy. It’s more formal than how you’d email your direct team but appropriate for colleagues you don’t work with daily.

Example 7: Partnership Proposal

Subject: Partnership Opportunity – Integration Proposal

Hi Laura,

I’ve been impressed by DataSync’s growth in the CRM integration space. Your recent product updates caught my attention, and I see potential synergy with La Growth Machine’s multi-channel outreach platform.

Our users frequently request better CRM data syncing, and your API capabilities could solve this perfectly. Meanwhile, our 5,000+ customers could benefit from your integration tools.

I’d love to explore a potential partnership. Would you be open to a preliminary discussion about integration possibilities?

Kind regards,

Priya Sharma

Partnerships Director

La Growth Machine

Why it works: Business development and partnership discussions require professional respect. “Kind regards” strikes the right balance for first-contact business proposals, showing you’re serious while remaining approachable for collaboration discussions.

Example 8: Meeting Recap with Action Items

Subject: Today’s Meeting Recap + Next Steps

Hi everyone,

Thank you for the productive discussion this morning. Here’s a quick recap of our decisions and action items:

Decisions:

• We’ll launch the multi-channel campaign on March 1st
• Budget approved at $50K for Q1
• Target is 500 qualified leads

Action Items:

• Tom: Finalize LinkedIn ad creative by Feb 20
• Sarah: Set up email sequences by Feb 22
• David: Configure tracking and reporting by Feb 25

I’ll send a progress update next Monday. Please flag any concerns before then.

Kind regards,

Michelle Anderson

Project Manager

Why it works: Meeting recaps with action items benefit from “kind regards” because it maintains professional accountability while keeping the tone collaborative. The closing matches the organized, action-oriented nature of the email.

Frequently Asked Questions

Is “Kind regards” capitalized?

Yes, capitalize the first word (“Kind”) and leave “regards” in lowercase: “Kind regards,” This is the standard format for email closings. Some people capitalize both words (“Kind Regards”), which is technically acceptable but less common and slightly more formal. Never write both words in lowercase when starting your closing.

Can I use “Kind regards” in a text message?

“Kind regards” is too formal for text messages. Texting is inherently casual, and formal closings create awkward tone mismatch. In texts, simply sign your name if needed, or use casual alternatives like “Thanks” or “Talk soon.” Reserve “kind regards” for email and formal written correspondence.

What if someone uses “regards” instead of “kind regards” with me?

If someone switches from “kind regards” to plain “regards” in their emails to you, they may be signaling displeasure or frustration. However, they might also just be moving to a more efficient communication style. Context matters. If the email content remains professional and friendly, they’re probably just being concise. If the tone throughout the email seems colder, the downgraded closing reinforces that shift.

How do you respond to “kind regards”?

Mirror their closing, especially in first contacts. If someone uses “kind regards” with you, respond with “kind regards” in your reply. This mirroring shows respect and maintains consistent formality levels. As the relationship develops, you can adjust to more casual closings if the relationship naturally moves that direction.

Is “Kind regards” too formal for coworkers?

It depends on your workplace culture and your relationship with specific coworkers. For colleagues on your immediate team who you work with daily, “kind regards” might be unnecessarily formal. “Thanks” or “Best” usually work better. For cross-department communication or emails to senior leadership, “kind regards” maintains appropriate professionalism.

What’s the difference between “Kind regards” and “Best regards”?

“Kind regards” is slightly warmer and more personal than “best regards.” The word “kind” adds emotional warmth, while “best” is more neutral. British professionals favor “kind regards,” while Americans use both interchangeably. Choose “kind regards” when you want to add a touch of warmth, and “best regards” when you want safe, neutral professionalism.

Can I use “Kind regards” with clients?

Yes, “kind regards” is excellent for client communication. It maintains professional boundaries while showing that you value the relationship. It works for first contacts with potential clients, ongoing project updates with current clients, and final communications when wrapping up projects.

Is “Kind regards” outdated?

“Kind regards” is not outdated. It remains one of the most common professional email closings, particularly in UK business communication. While younger professionals and tech industries trend toward simpler closings like “Best” or “Thanks,” “kind regards” continues to be widely appropriate and expected in traditional industries and international business.

Should I use “Kind regards” in cover letters?

Yes, “kind regards” works well in cover letters and job application emails. It’s formal enough to show professionalism while avoiding the excessive formality of “Yours faithfully” or “Respectfully yours.” However, “Sincerely” is also excellent for job applications if you prefer a more traditional closing.

What does it mean when someone signs “Regards” without “kind” or “best”?

Plain “regards” is the most stripped-down version of this closing family. It’s efficient and professional but notably colder than “kind regards” or “best regards.” Some professionals use it as their standard closing, especially in rapid email exchanges. However, if someone previously used “kind regards” with you and suddenly switches to “regards,” it often signals displeasure.

Can you use “Kind regards” in formal letters?

“Kind regards” works in formal business letters, though traditional letters often use “Yours sincerely” (if you know the recipient’s name) or “Yours faithfully” (if addressing “Dear Sir/Madam”). For modern business letters that aren’t extremely formal legal or official documents, “kind regards” is perfectly appropriate.

Is “Kind regards” appropriate for international business?

Yes, “kind regards” is excellent for international business communication. It’s widely recognized across cultures and languages. It’s formal enough for high-formality business cultures (Asia, Middle East, Latin America) while remaining appropriate for moderate-formality contexts (North America, Europe, Australia).

How do you use “Kind regards” in an email?

Place “kind regards” on its own line after your email body, with a comma at the end. Then add your name on the next line, followed by your email signature. Example:

[Email body text]

Kind regards,

Your Name

[Email signature with contact details]

What’s more professional: “Kind regards” or “Sincerely”?

Both are professional, but “sincerely” is slightly more formal. Use “sincerely” for very formal correspondence, serious matters, or apologies. Use “kind regards” for standard professional communication. “Sincerely” carries more gravity and earnestness, while “kind regards” is versatile and widely applicable.

Can I use “Kind regards” after a complaint email?

It depends on the complaint’s severity. For minor complaints or polite expressions of concern, “kind regards” works fine. For serious complaints or formal grievances, “sincerely” or “respectfully” better matches the gravity of your message. The closing should align with your overall tone.

Conclusion

Email closings carry more weight than the few seconds they take to type. “Kind regards” has earned its place as one of the most reliable professional closings because it successfully balances formality with approachability, making it appropriate across industries, cultures, and professional relationships.

The key to using “kind regards” effectively lies in understanding not just the phrase itself, but the broader context of professional communication. Know when it’s appropriate, when alternatives serve better, and how to maintain tonal consistency throughout your email. Recognize that professional communication increasingly happens across multiple channels, requiring attention to consistency whether you’re writing an email, LinkedIn message, or other business correspondence.

Common mistakes like downgrading from “kind regards” to “regards” or mismatching your closing with your email’s tone can undermine your message. Cultural awareness matters too. British professionals expect “kind regards” as the default; American professionals accept it alongside other options; Asian business cultures appreciate its formality. Adapting to your audience improves communication effectiveness.

The landscape of professional communication continues evolving. Younger professionals trend more casual, tech industries favor efficiency, and traditional sectors maintain formality. Rather than rigidly applying rules, develop judgment about which closing serves your specific situation best. Use the decision framework in this guide: assess relationship stage, evaluate formality requirements, consider cultural context, match industry norms, and check message content.

Most importantly, remember that the closing supports your message but doesn’t replace strong content. “Kind regards” can’t save a poorly written email, but it can enhance a well-crafted one by leaving the recipient with the right impression. Your closing should feel like a natural extension of your message, not an afterthought.

Whether you’re sending cold outreach emails, coordinating multi-channel prospecting sequences, managing client relationships, or navigating internal corporate communication, mastering professional email closings improves your effectiveness. Start with “kind regards” as your reliable default, then adapt as relationships develop and contexts change. With practice, choosing the right closing becomes intuitive, freeing your mental energy for the more important work of crafting messages that achieve your communication goals.