The phrase “Best regards” is a common and polite way to end a letter, email, or message. However, relying on it exclusively can make your communication sound repetitive and, at times, insincere.
Expanding your repertoire of closing phrases allows you to tailor your sign-off to the specific context, relationship with the recipient, and overall tone of your message. This article explores a variety of alternatives to “Best regards,” providing you with the knowledge and tools to choose the most appropriate and impactful closing for any situation.
Whether you’re writing a formal business letter, a casual email to a colleague, or a heartfelt note to a friend, mastering these alternatives will enhance your communication skills and leave a lasting positive impression.
This article is designed for English language learners of all levels, professionals seeking to refine their writing skills, and anyone who wants to add nuance and personality to their correspondence. By understanding the subtle differences in meaning and usage, you’ll be able to select the perfect closing phrase for every occasion.
Table of Contents
- Definition: Understanding Closing Phrases
- Structural Breakdown of Closing Phrases
- Types of Closing Phrases
- Examples of Alternative Closing Phrases
- Usage Rules for Closing Phrases
- Common Mistakes When Using Closing Phrases
- Practice Exercises
- Advanced Topics in Closing Phrases
- Frequently Asked Questions
- Conclusion
Definition: Understanding Closing Phrases
A closing phrase, also known as a complimentary close, is a short expression used to end a letter, email, or other form of written communication. It serves as a polite and customary way to signal the end of the message and express goodwill towards the recipient.
The choice of closing phrase depends heavily on the context of the communication, including the formality of the situation, the relationship between the sender and the recipient, and the overall tone of the message.
Closing phrases are typically placed after the body of the message and before the sender’s signature. They are an essential component of professional and personal correspondence, contributing to the overall impression the sender creates.
Using an appropriate closing phrase demonstrates respect, professionalism, and consideration for the recipient.
In essence, a closing phrase is more than just a formality; it’s a subtle yet powerful tool for shaping the recipient’s perception of you and your message. Mastering the art of choosing the right closing phrase can significantly enhance your communication effectiveness.
Structural Breakdown of Closing Phrases
Closing phrases generally follow a simple structure, typically consisting of one or two words followed by a comma. While the structure is straightforward, the impact of the chosen words can be significant.
Let’s break down the typical components:
- The Closing Phrase: This is the core of the sign-off, expressing your sentiment. Examples include “Sincerely,” “Best,” “Warmly,” and “Cheers.”
- The Comma: A comma almost always follows the closing phrase. This punctuation mark indicates a pause before the signature.
- The Signature: Your name, typed or handwritten, follows the comma. This identifies you as the sender.
For example, consider the closing “Sincerely, John Doe.” Here, “Sincerely” is the closing phrase, followed by a comma, and then “John Doe” is the signature.
The placement of the closing phrase is also important. It’s typically aligned left or right, depending on the overall formatting of the letter or email.
In most modern business communication, left alignment is standard.
The capitalization of the closing phrase is also crucial. Only the first word of the closing phrase is capitalized.
For example, “Best regards,” not “Best Regards.” This rule applies to almost all closing phrases.
Types of Closing Phrases
Closing phrases can be categorized based on their level of formality and the relationship between the sender and the recipient. Understanding these categories will help you choose the most appropriate phrase for any given situation.
Formal Closings
Formal closings are typically used in professional correspondence, such as business letters, official reports, and communications with individuals you don’t know well or with whom you need to maintain a high level of respect. These closings convey professionalism and decorum.
Examples of formal closings include:
- Sincerely,
- Respectfully,
- Yours sincerely, (British English)
- Yours faithfully, (British English – when the recipient’s name is unknown)
These closings are suitable for job applications, formal requests, and communications with senior executives or clients.
Semi-Formal Closings
Semi-formal closings strike a balance between professionalism and friendliness. They are appropriate for communications with colleagues, supervisors, and clients with whom you have an established working relationship.
These closings convey a sense of respect while also being approachable.
Examples of semi-formal closings include:
- Best regards,
- Kind regards,
- Regards,
- Best,
- With appreciation,
These closings are versatile and can be used in a wide range of professional settings.
Informal Closings
Informal closings are reserved for personal communications with friends, family, and close colleagues. They convey warmth, familiarity, and affection.
Using an informal closing in a formal setting can be perceived as unprofessional, so it’s important to use them judiciously.
Examples of informal closings include:
- Cheers,
- Thanks,
- Take care,
- All the best,
- Warmly,
These closings are suitable for emails, texts, and handwritten notes to people you know well.
Relationship-Based Closings
These closings are tailored to the specific relationship between the sender and the recipient. They can express gratitude, affection, or a shared understanding.
Choosing a relationship-based closing demonstrates thoughtfulness and strengthens the connection between the individuals.
Examples of relationship-based closings include:
- With love, (for family or close friends)
- Thinking of you, (when someone is going through a difficult time)
- Looking forward to hearing from you, (when anticipating a response)
- Gratefully, (when expressing sincere gratitude)
These closings add a personal touch to your communication and make the recipient feel valued.
Examples of Alternative Closing Phrases
This section provides a comprehensive list of alternative closing phrases, categorized by formality level, to help you choose the most appropriate option for any situation. Each table below provides a wide range of examples, offering versatility and precision in your communication.
The following table showcases a variety of formal closing phrases suitable for professional and official communications. These phrases emphasize respect and decorum.
| Formal Closing Phrase | Example Sentence |
|---|---|
| Sincerely, | Sincerely, I appreciate your time and consideration. |
| Respectfully, | Respectfully, I submit this report for your review. |
| Yours sincerely, | Yours sincerely, I look forward to your response at your earliest convenience. |
| Yours faithfully, | Yours faithfully, I trust this information is helpful. |
| Very truly yours, | Very truly yours, I remain available for any further questions. |
| Cordially, | Cordially, I extend my best wishes for your continued success. |
| With great respect, | With great respect, I acknowledge your contributions to the field. |
| Faithfully yours, | Faithfully yours, I assure you of my unwavering commitment. |
| I remain, | I remain, your obedient servant. |
| Best regards, | Best regards, I hope to hear from you soon. |
| Kind regards, | Kind regards, I trust this message finds you well. |
| With kindest regards, | With kindest regards, I wish you a pleasant week. |
| Yours respectfully, | Yours respectfully, I value your insights and guidance. |
| Most sincerely, | Most sincerely, I thank you for your understanding. |
| I am, sincerely, | I am, sincerely, grateful for your assistance. |
| Humbly yours, | Humbly yours, I am honored to be part of this project. |
| In anticipation, | In anticipation, I await your favorable reply. |
| Thank you for your time, | Thank you for your time, I look forward to our future collaboration. |
| Awaiting your reply, | Awaiting your reply, I remain at your service. |
| With sincere appreciation, | With sincere appreciation, I acknowledge your support. |
| Thanking you in advance, | Thanking you in advance, I am confident in your expertise. |
| I appreciate your consideration, | I appreciate your consideration, and I hope to hear from you soon. |
| I remain available, | I remain available should you need any further assistance. |
| I trust this is satisfactory, | I trust this is satisfactory, and I look forward to your confirmation. |
| With every good wish, | With every good wish, I hope you have a successful venture. |
The following table offers a range of semi-formal closing phrases suitable for professional communications where a slightly more relaxed tone is appropriate. These phrases balance respect with approachability.
| Semi-Formal Closing Phrase | Example Sentence |
|---|---|
| Best, | Best, I hope this information is helpful. |
| Regards, | Regards, let me know if you have any questions. |
| Kind regards, | Kind regards, I look forward to our next meeting. |
| Warm regards, | Warm regards, I hope you have a great week. |
| With appreciation, | With appreciation, thank you for your help on this project. |
| Thank you, | Thank you, I appreciate your assistance. |
| Best wishes, | Best wishes, I hope you have a successful event. |
| Looking forward, | Looking forward, to our collaboration on this project. |
| Sincerely yours, | Sincerely yours, I am always here for you. |
| Respectfully yours, | Respectfully yours, I value your guidance. |
| All the best, | All the best, I hope you have a wonderful vacation. |
| Take care, | Take care, and I hope to see you soon. |
| Cheers, | Cheers, and thanks for everything. |
| Many thanks, | Many thanks, for your quick response. |
| Gratefully, | Gratefully, I appreciate your support. |
| With gratitude, | With gratitude, I acknowledge your contributions. |
| Appreciatively, | Appreciatively, I thank you for your time. |
| Faithfully, | Faithfully, I assure you of my continued commitment. |
| Yours truly, | Yours truly, I am here to help. |
| As ever, | As ever, I appreciate your assistance. |
| Best wishes for the future, | Best wishes for the future, and I hope to stay in touch. |
| Looking forward to hearing from you, | Looking forward to hearing from you, at your earliest convenience. |
| Hoping to hear from you soon, | Hoping to hear from you soon, regarding this matter. |
| Thanking you for your consideration, | Thanking you for your consideration, and I hope to hear from you. |
| With sincere thanks, | With sincere thanks, I acknowledge your support. |
The following table provides a selection of informal closing phrases suitable for personal communications with friends, family, and close colleagues. These phrases convey warmth and familiarity.
| Informal Closing Phrase | Example Sentence |
|---|---|
| Cheers, | Cheers, see you soon! |
| Thanks, | Thanks, for everything! |
| Take care, | Take care, and stay safe. |
| All the best, | All the best, I hope you have a great time. |
| Warmly, | Warmly, thinking of you. |
| Love, | Love, miss you tons. |
| Best wishes, | Best wishes, for your new job. |
| Talk soon, | Talk soon, can’t wait to catch up. |
| See you, | See you, on Saturday! |
| Later, | Later, have a good one! |
| Best regards, | Best regards, to your family. |
| Hugs, | Hugs, and kisses! |
| Lots of love, | Lots of love, from us all. |
| Thinking of you, | Thinking of you, during this difficult time. |
| Yours, | Yours, always. |
| Sincerely, | Sincerely, your friend. |
| Best always, | Best always, to you and your family. |
| Have a great day, | Have a great day, and enjoy the weather. |
| Have a good one, | Have a good one, and stay safe. |
| Kind regards, | Kind regards, to everyone at home. |
| Catch you later, | Catch you later, give me a call sometime. |
| Until next time, | Until next time, stay in touch. |
| Keep in touch, | Keep in touch, I’d love to hear from you. |
| Miss you, | Miss you, can’t wait to see you again. |
| XOXO, | XOXO, sending lots of love. |
The following table presents closing phrases tailored for specific situations or relationships, adding a personal touch to your communication.
| Relationship-Based Closing Phrase | Example Sentence |
|---|---|
| With love, | With love, from your daughter. |
| Thinking of you, | Thinking of you, during this challenging time. |
| Looking forward to hearing from you, | Looking forward to hearing from you, soon. |
| Gratefully, | Gratefully, for your incredible support. |
| In sympathy, | In sympathy, during this time of loss. |
| With deepest sympathy, | With deepest sympathy, I offer my condolences. |
| Eagerly awaiting your response, | Eagerly awaiting your response, to this proposal. |
| In anticipation, | In anticipation, of your positive reply. |
| With heartfelt gratitude, | With heartfelt gratitude, for your generosity. |
| Sincerely thankful, | Sincerely thankful, for all you’ve done. |
| Hoping to connect soon, | Hoping to connect soon, for further discussions. |
| Looking forward to our meeting, | Looking forward to our meeting, next week. |
| Awaiting your feedback, | Awaiting your feedback, on this presentation. |
| With sincere appreciation, | With sincere appreciation, for your hard work. |
| Thank you for everything, | Thank you for everything, you’ve been a great help. |
| Keep up the great work, | Keep up the great work, I’m proud of you. |
| Best of luck, | Best of luck, with your new venture. |
| Wishing you well, | Wishing you well, in all your endeavors. |
| Warmest congratulations, | Warmest congratulations, on your achievement. |
| Sending my best, | Sending my best, to you and your family. |
| With kindest regards, | With kindest regards, from all of us. |
| Thanks again, | Thanks again, for your prompt response. |
| Grateful for your support, | Grateful for your support, during this project. |
| In appreciation of your efforts, | In appreciation of your efforts, I acknowledge your dedication. |
| Thanking you profusely, | Thanking you profusely, for your unwavering commitment. |
Usage Rules for Closing Phrases
While closing phrases may seem straightforward, there are specific rules and considerations to ensure their proper use. Adhering to these guidelines will enhance your communication and avoid potential misinterpretations.
- Formality: Choose a closing phrase that matches the formality of the context. Avoid informal closings in formal settings and vice versa.
- Relationship: Consider your relationship with the recipient. A close friend warrants a different closing than a senior executive.
- Punctuation: Always use a comma after the closing phrase. This is a standard convention in English writing.
- Capitalization: Capitalize only the first word of the closing phrase. For example, “Best regards,” not “Best Regards.”
- Alignment: Align the closing phrase with the rest of your text. In most modern business communication, left alignment is preferred.
- Consistency: Maintain consistency in your closing phrases. If you use “Best regards” in one email to a client, stick with that closing in subsequent emails unless the relationship evolves.
- Authenticity: Choose a closing phrase that reflects your genuine sentiment. Avoid using a closing that feels insincere or forced.
- Context: Consider the overall tone and content of your message. A closing phrase should complement the message, not contradict it.
Exceptions to these rules are rare, but they may occur in highly personalized or creative communications where the sender deliberately deviates from convention to achieve a specific effect. However, in most professional and personal settings, it’s best to adhere to these guidelines.
Common Mistakes When Using Closing Phrases
Even experienced writers can make mistakes when using closing phrases. Being aware of these common errors can help you avoid them and ensure your communication is clear and effective.
- Using the wrong level of formality: Choosing an informal closing in a formal setting or vice versa.
- Forgetting the comma: Omitting the comma after the closing phrase.
- Incorrect capitalization: Capitalizing more than the first word of the closing phrase.
- Inconsistent usage: Using different closing phrases with the same recipient without a clear reason.
- Insincere closings: Choosing a closing phrase that doesn’t reflect your true feelings or the context of the message.
- Overusing the same closing phrase: Relying on “Best regards” exclusively, making your communication sound repetitive.
Here are some examples of correct and incorrect usage:
| Incorrect | Correct | Explanation |
|---|---|---|
| Sincerely I appreciate your help. | Sincerely, I appreciate your help. | Missing comma after the closing phrase. |
| Best Regards, John Doe | Best regards, John Doe | Incorrect capitalization. |
| Hey, see ya later! | Best regards, John Doe | Inappropriate formality for a business letter. |
| Best regards, John Doe, CEO | Best regards, John Doe CEO |
Signature should be on a new line. |
| Warmly. | Warmly, | Missing comma after closing phrase. |
By avoiding these common mistakes, you can ensure that your closing phrases enhance your communication and leave a positive impression.
Practice Exercises
Test your understanding of closing phrases with these practice exercises. Choose the most appropriate closing phrase for each scenario.
Exercise 1: Choosing the Right Closing
Select the most appropriate closing phrase for each of the following scenarios. Provide a brief explanation for your choice.
| Scenario | Possible Closing Phrases | Your Choice | Explanation |
|---|---|---|---|
| A formal letter to a potential employer. | Best, Sincerely, Cheers | ||
| An email to a close friend. | Respectfully, Warmly, Best regards | ||
| A thank-you note to a mentor. | Regards, With appreciation, Cheers | ||
| An email to a colleague you work with daily. | Sincerely, Kind regards, Thanks | ||
| A formal complaint letter to a company. | Yours faithfully, Best, Take care | ||
| A note to a family member. | Sincerely, Love, Best | ||
| An email to a client you have a good relationship with. | Regards, Warmly, Faithfully | ||
| A resignation letter to your manager. | Cheers, Respectfully, Warm regards | ||
| A follow-up email after a job interview. | Best wishes, Sincerely, Hugs | ||
| A thank you note for a wedding gift. | Best regards, With love, Respectfully |
Answer Key:
| Scenario | Your Choice | Explanation |
|---|---|---|
| A formal letter to a potential employer. | Sincerely | Formal and professional, suitable for a job application. |
| An email to a close friend. | Warmly | Informal and friendly, conveys affection. |
| A thank-you note to a mentor. | With appreciation | Expresses gratitude in a respectful manner. |
| An email to a colleague you work with daily. | Thanks | Casual and efficient, suitable for a working relationship. |
| A formal complaint letter to a company. | Yours faithfully | Formal and appropriate for a complaint. |
| A note to a family member. | Love | Informal and affectionate. |
| An email to a client you have a good relationship with. | Regards | Semi-formal, maintains professionalism while being friendly. |
| A resignation letter to your manager. | Respectfully | Formal and respectful, appropriate for a professional resignation. |
| A follow-up email after a job interview. | Sincerely | Formal and shows continued interest. |
| A thank you note for a wedding gift. | With love | Personal and appreciative. |
Exercise 2: Correcting Mistakes
Identify and correct the mistakes in the following closing phrases:
- Best Regards.
- Sincerely,John Doe
- Warmly John Doe
- respectfully, John Doe
- Cheers! John Doe
- Kind Regards, John Doe
- Yours Truly John Doe
- Best! John Doe
- Faithfully Yours, John Doe
- Regards John Doe
Answer Key:
- Best regards. (Incorrect punctuation and capitalization) -> Best regards,
- Sincerely,John Doe (Missing space) -> Sincerely, John Doe
- Warmly John Doe (Missing comma) -> Warmly, John Doe
- respectfully, John Doe (Incorrect capitalization) -> Respectfully, John Doe
- Cheers! John Doe (Incorrect punctuation) -> Cheers, John Doe
- Kind Regards, John Doe (Incorrect capitalization) -> Kind regards, John Doe
- Yours Truly John Doe (Missing comma) -> Yours truly, John Doe
- Best! John Doe (Incorrect punctuation) -> Best, John Doe
- Faithfully Yours, John Doe (Incorrect capitalization) -> Faithfully yours, John Doe
- Regards John Doe (Missing comma) -> Regards, John Doe
Advanced Topics in Closing Phrases
For advanced learners, understanding the nuances of closing phrases can further enhance their communication skills. This section explores more complex aspects of choosing and using closing phrases effectively.
- Cultural Differences: Closing phrases can vary significantly across cultures. Research the appropriate closing for international correspondence.
- Industry Standards: Certain industries may have preferred closing phrases. Familiarize yourself with the norms of your profession.
- Personal Branding: Develop a signature closing phrase that reflects your personal brand and style.
- Subtleties of Tone: Understand how different closing phrases can subtly alter the tone of your message.
- Psychological Impact: Consider the psychological impact of your closing phrase on the recipient.
Mastering these advanced topics will allow you to use closing phrases strategically and effectively, enhancing your communication and building stronger relationships.
Frequently Asked Questions
Here are some frequently asked questions about closing phrases, along with detailed answers to help you further understand this important aspect of English communication.
- Q: Is it always necessary to use a closing phrase?
A: In most formal and semi-formal communications, a closing phrase is considered essential. It provides a polite and customary way to end the message. However, in very informal situations, such as a quick text message to a close friend, it may be omitted. - Q: What’s the difference between “Sincerely” and “Yours sincerely”?
A: “Sincerely” is a standard closing phrase used in both American and British English. “Yours sincerely” is more common in British English and is used when you know the name of the person you are writing to. - Q: When should I use “Yours faithfully”?
A: “Yours faithfully” is used in British English when you do *not* know the name of the person you are writing to. For example, if you are addressing a letter to “The Hiring Manager.” - Q: Can I use “Best” in a formal business email?
A: “Best” is generally considered semi-formal and can be used in business emails with colleagues or clients with whom you have an established working relationship. However, it may not be appropriate for initial communications or highly formal situations. - Q: Is it okay to use “Love” in an email to a family member?
A: Yes, “Love” is a common and appropriate closing phrase for personal communications with family members and close friends. It conveys warmth and affection. - Q: What if I don’t feel any of the closing phrases accurately reflect my feelings?
A: In such cases, you can tailor a closing phrase to better express your sentiment. For example, “With sincere gratitude,” or “Looking forward to connecting soon.” However, be mindful of maintaining the appropriate level of formality. - Q: Should I use a closing phrase in a cover letter?
A: Yes, a closing phrase is essential in a cover letter. It demonstrates professionalism and provides a polite way to end your application. “Sincerely” or “Respectfully” are good choices. - Q: How do I choose a closing phrase when writing to someone from a different culture?
A: Research the cultural norms for business communication in that particular culture. Some cultures may have specific closing phrases that are considered more appropriate than others. When in doubt, a more formal closing like “Sincerely” is generally a safe choice.
Conclusion
Mastering alternative closing phrases is an essential skill for effective communication. By understanding the nuances of formality, relationship, and context, you can choose the most appropriate closing for any situation.
This not only enhances your professionalism but also strengthens your personal connections.
Remember to consider the specific context, your relationship with the recipient, and the overall tone of your message when selecting a closing phrase. Practice using different closings in various situations to develop your confidence and intuition.
By diversifying your repertoire of closing phrases, you can add nuance, personality, and impact to your communication, leaving a lasting positive impression.
Continue to explore and experiment with different closing phrases to find those that resonate with your personal style and communication goals. With practice and attention to detail, you can master the art of closing phrases and elevate your communication skills to the next level.