10 Polite Alternatives: What to Say Instead of Regards in an Email

Do you find yourself typing “Regards” at the end of every email, but wishing there was a more dynamic way to sign off? Look no further! In this article, we’ll explore some unique and professional alternatives to “Regards” that you can start using in your daily correspondence. Not only will we provide you with some examples, but we’ll also show you how to tailor them to fit your tone and style. So, whether you’re looking to spice up your emails or simply increase your overall level of professionalism, read on for some great ideas.

The Best Structure for What to Say Instead of Regards in an Email

Sending emails is a daily routine for most people. And when it comes to ending an email, we often default to using “Regards, Best Regards, Kind Regards” or similar variations. However, sometimes we need to switch it up and use a more personalized closing that matches the email’s context.

If you find yourself in this situation, consider the following structure for what to say instead of regards in an email:

1. Begin with a polite greeting.

The first line of your email should always start with a greeting, even if you have already been engaged with the person. Using their name is a great way to personalize the email and show that you value them. Depending on the level of familiarity, you can use their first name, last name, or a combination.

For example, “Hi John,” “Dear Mr. Smith,” or “Hello Dr. Patel,” are all excellent greetings to start an email.

2. Show appreciation.

If you are writing an email to someone and want to express thanks, show some appreciation for their time or efforts. This will reflect positively on you and your relationship with them. Remember, acknowledging other people’s work is always a great way to show your gratitude.

You might say something like, “Thank you for your help with this project” or “I appreciate the time you have taken to provide me with this information.”

3. Provide a call-to-action.

When writing emails, it is essential to be clear about your intentions. State what you need, what you are looking for or what you want them to do for you in a specific sense. In this step, you can ask for their feedback or input, request a meeting, or even request an update on a project.

For instance, “Please let me know your thoughts on the matter by Friday” or “Can we schedule a meeting next week to discuss this further?”

4. Closing sentence.

After providing your call to action, close the email with a positive statement that encourages a prompt response. It could be something simple like, “I look forward to hearing from you soon,” or a more targeted statement like, “I’m excited to see what we can accomplish together.”

5. Professional closing.

The final step to ensure you wrap up your email correctly is to choose a complimentary closing. Remember that the closing you choose should be a good match to the contents of the email. For example, if you are reaching out to someone for the first time, you might use “Best regards,” but if you are following up, you might opt for “Thank you.”

Putting all these steps together creates a structured, yet personalized way of ending your emails. With coherence, validation, and a clear call-to-action, your emails will be concise, effective, and make the recipient feel appreciated.

Therefore, it is now up to you to decide on the appropriate closing for your email based on the structure. Depending on the context of the email and the recipient, picking the right closing will show your professionalism while positively impacting your brand.

Alternative Closing Statements for Professional Emails

Thank You for Your Business

Dear [Client Name],

I would like to take this opportunity to express my gratitude for your business. Your continued patronage is a great source of motivation to us. We will continue to strive to provide you with the best possible service and products.

Best Regards,

[Your Name]

Apologizing for Inconvenience

Dear [Recipient Name],

I sincerely apologize for any inconvenience caused to you. We take all complaints very seriously and we are working on resolving the issue as soon as possible. We appreciate your patience and understanding during this difficult time.

Kind Regards,

[Your Name]

Offering Assistance

Dear [Recipient Name],

If there is anything else I can do to assist you, please do not hesitate to let me know. I am always here to help in any way I can.


[Your Name]

Bidding Farewell

Dear [Recipient Name],

It has been a pleasure working with you, and I appreciate all the support that you have given me over the years. I wish you all the best in your future endeavors.

Warmest Regards,

[Your Name]

Celebrating Success

Dear [Recipient Name],

I would like to take this opportunity to congratulate you on your great achievement. Your hard work and dedication have finally paid off, and you deserve to view your success with pride. Keep up the good work!

Yours Sincerely,

[Your Name]

Expressing Sympathy

Dear [Recipient Name],

My deepest sympathies go out to you and your family at this difficult time. Please know that you are not alone, and that I will be here to offer you support and comfort in any way I can.

With Deepest Sympathy,

[Your Name]

Encouraging Action

Dear [Recipient Name],

I encourage you to take the necessary steps to rectify the situation. It will not only improve the current circumstances, but also lead to better results in the long run.

Sincerely Yours,

[Your Name]

Tips for What to Say Instead of Regards in an Email

When sending an email, the closing line is just as important as the opening line. While regards is a standard and safe way of closing a professional email; however, it can become repetitive and mundane. Here are some tips for what to say instead of regards in an email:

  • Thank You: If the email was about a meeting or someone provided you with information, it’s always a great option to thank them. You can write “Thank you for your help” or “Thank you for your time and consideration.”
  • Best: This is a simple and professional option. You can simply sign off with “Best, [Your Name]”
  • Take Care: In these current times, a lot of people are ending their emails with “Take Care” or “Stay Safe.” It’s a thoughtful way to show that you are thinking about the other person’s wellbeing.
  • Sincerely: Another classic professional closing line is “Sincerely.” It exudes politeness, gratitude, and professionalism.
  • Warm Regards: If you want to keep it professional yet friendly, you can sign off with “Warm Regards.” It’s a perfect option if you have built a relationship with the recipient.
  • Looking Forward: If the email was about a future event or meeting, you can end with “Looking forward to hearing from you” or “Looking forward to meeting you.”
  • Yours Truly: This closing line is old-school but still holds an air of sophistication. You can end with “Yours Truly” to demonstrate respect and appreciation.

It’s important to remember that the closing line can depend on the relationship between you and the recipient, the tone of the email, and the purpose of the email. Always ensure that the closing line reflects the intent of the email. These tips provide alternatives to regards that can personalize and improve your email communication.

Alternative Phrases to Regards in an Email

What are some other ways to end an email besides regards?

Other options include: best wishes, sincerely, all the best, thank you, kind regards, take care, warmly, cheers, and respectfully.

Is it necessary to include a closing phrase in my email?

No, it is not necessary but it is considered polite and can help to finalize the tone of your message.

What should I consider before choosing a closing phrase?

You should consider your relationship with the recipient, the formality of the email, and the purpose of the message.

Can I use emojis as a closing phrase?

It is generally not recommended to use emojis as a closing phrase in professional settings. It can be seen as unprofessional and detract from the message.

Is it appropriate to use casual phrases like “take care” in a professional email?

It depends on the level of formality and the relationship with the recipient. In some cases, using a casual phrase can help to create a friendly tone, but in others, it may be perceived as disrespectful.

Can I use multiple closing phrases in one email?

It is not necessary and can be seen as confusing. Choose one closing phrase that best fits the tone and purpose of the email.

What are some common mistakes to avoid when choosing a closing phrase?

Avoid using overly casual or informal phrases in professional settings, using offensive language, or using phrases that are not culturally appropriate for the recipient.

What if I don’t know the recipient’s name or gender?

You can use a generic phrase such as “best regards” or “sincerely” if you are unsure of the recipient’s name or gender.

What if I want to customize my closing phrase for a specific recipient?

You can use a personalized phrase based on your relationship with the recipient and the purpose of the email. For example, “looking forward to working together” or “hope to hear from you soon.”

So long, farewell, auf Wiedersehen, good-bye!

We hope you found some useful alternatives to the standard “Regards” phrase in your email correspondence. Remember, a simple change can make a huge difference in the impression you leave on someone. It’s always worth taking an extra moment to thoughtfully consider your closing line. Thanks for reading, and we invite you to check back again soon for more tips and tricks on improving your communication skills. Have a great day!