10 Better Ways to Sign Off Your Emails: What to Say Instead of Regards in an Email

In our digital age, email has become an essential form of communication for professionals. It’s quick, efficient, and effective in most cases. However, have you ever found yourself struggling to find the perfect closing statement for an email? “Regards” may be the most commonly used closing phrase, but it can come across as unenthusiastic and bland.

Fortunately, there are plenty of alternatives that you can use to spice up your email correspondences. And the great news is that the options are diverse enough to suit different occasions and interactions.

If you’re wondering what to say instead of “regards” in an email, this article has got you covered with some creative and professional alternatives. We’ll also provide you with useful tips on how to use these closing phrases effectively. And as an added bonus, we’ll offer some examples that you can edit or model to suit your specific email needs.

So without further ado, let’s dive into the world of email closings and get you sounding like a pro in no time!

What to Say Instead of Regards: The Best Email Sign-Off Structure

Emails are a crucial part of modern communication. Whether you’re applying for a new job, reaching out to potential clients, or simply keeping in touch with a colleague, email communication has become a necessity. And while the body of the email is important, the sign-off is equally essential – it’s the last thing the recipient sees before they close the message.

Traditionally, “Regards” has been the go-to sign-off for emails. It’s simple, professional, and easy to use. However, as email culture continues to evolve, “Regards” may come off as too generic or impersonal. So, what can you say instead of “Regards”?

Here’s the best structure for what to say instead of “Regards”:

1. Start with a Personalization
Begin with a personalized opening statement that is relevant to the email’s content. Choose a phrase that shows you’ve read and understood the email’s purpose. For instance, if someone has requested a favor or information, you may start with “I’m happy to help.” If it’s a casual email exchange, simply any phrase that shows you recall their previous discussion is okay.

2. Show Your Appreciation
If the email’s purpose requires a response or you want to thank a colleague for sending information, express gratitude. You may write, “Thank you for your prompt response” or “I appreciate the time you took to respond.”

3. State Your Sign-Off
After your opening statement and appreciation, it’s time to sign-off. For an informal email, you may end with “Cheers,” “Take care,” or “All the best.” On the other hand, if you’re sending a professional email, “Sincerely,” “Best regards,” or “Yours truly” show professionalism and respect.

4. Signature Line
Your email should have a simple and clear signature line, including your name, job position, phone number, and any other essential contact information.

Ultimately, determining the sign-off for your email depends on the context of the message, the recipient, and the relationship you have with them. Whether it’s a formal or casual email, make sure to personalize it, show appreciation, and sign-off appropriately. Use a structure that reflects your tone and the message’s purpose.

In conclusion, knowing what to say instead of “Regards” is vital for effective email communication. Use this structure, tailor it to your specific situation, and you’ll make a great impression on your recipient.

Email Templates

Thank You for Your Kindness and Support

Dear [Name],

I just wanted to take a moment to express my heartfelt gratitude for your kindness and support during this difficult time. Your unwavering friendship and encouragement have been a source of strength and comfort for me, and I cannot thank you enough.

I truly appreciate all that you have done, and I look forward to continuing our friendship and working together in the future.

Warmest regards,

Wishing You All the Best in Your Future Endeavors

Dear [Name],

As you embark on your next adventure, I just wanted to take a moment to let you know how much you will be missed. Your hard work, dedication, and positive attitude have been an inspiration to everyone around you, and I am honored to have had the opportunity to work with you.

Although we will miss you, I am confident that you will go on to accomplish great things, and I wish you all the best in your future endeavors.

With warmest regards,

Congratulations on Your Well-Deserved Promotion

Dear [Name],

I wanted to take a moment to congratulate you on your recent promotion. This opportunity is a testament to your hard work, dedication, and exceptional skills, and I am truly thrilled to see you recognized for all that you do.

As you take on this new role, I have no doubt that you will excel and continue to make a meaningful impact.

Warmest congratulations,

Thank You for Your Prompt Assistance

Dear [Name],

I just wanted to reach out and express my sincere thanks for your prompt assistance with [problem/situation]. Your quick action and expert advice helped to resolve the issue quickly and efficiently, and I am grateful for your support.

Your professionalism and expertise are truly appreciated, and I look forward to working with you again in the future.

Best regards,

Expressing Apologies for the Inconvenience

Dear [Name],

I wanted to take a moment to express my sincerest apologies for any inconvenience that [situation] may have caused. I understand how frustrating [situation] can be, and I want to assure you that we are doing everything in our power to [resolution].

Your satisfaction is our top priority, and we appreciate your patience and understanding as we work to resolve this issue.


Offering Condolences for Your Loss

Dear [Name],

I am deeply sorry to hear of the passing of [deceased person]. I know that this is a difficult time, and I want you to know that you have my heartfelt sympathies and support.

[Deceased person] will be greatly missed, but their memory will continue to live on through all those whose lives they touched.

Please know that I am here for you, and my thoughts and prayers are with you and your family during this difficult time.


Thank You for Your Business, Looking Forward to Future Collaborations

Dear [Name],

I just wanted to take a moment to express my sincere thanks for your business. It has been a pleasure working with you, and I appreciate the opportunity to provide [product/service] to meet your needs.

We are committed to providing the highest quality products and services, and we look forward to collaborating with you in the future.

Warmest regards,

Effective alternatives to “Regards” for your email endings

Emails have become an integral part of our professional communication, and it’s essential to ensure that the tone and language of your messages align with your intent. One of the most commonly used email closings is “Regards.” However, this phrase can come across as unoriginal and impersonal, leaving your recipient with a lackluster impression of your message. Here are some effective alternatives to “Regards” that can enhance your email communication:

1. Best regards: This option adds a personal touch to your email ending while still being professional. It communicates well wishes and shows appreciation for your recipient.

2. Sincerely: This classic email closing choice is appropriate for formal or more business-oriented communications. It conveys a sense of formality and respect for the recipient, enhancing your professionalism.

3. All the best: This phrase is versatile and can be used in a variety of contexts. It conveys goodwill, friendliness, and genuine care for the recipient.

4. Warmly: This option adds a touch of warmth to your email ending, conveying a personal connection or a more casual tone. It could be a great choice for emails to colleagues with whom you share a good working relationship.

5. Take care: This simple yet effective phrase can be used to say farewell to someone you have a close relationship with and want to offer a final note of care and concern.

In conclusion, taking a moment to consider your email ending can help you convey the right tone and leave a positive impression on your recipient. Using these alternative closings can help you maintain a professional yet personal tone in your email communication, making it more effective and impactful.

What to Say Instead of “Regards” in an Email

What are some alternatives to “Regards?”

Some alternatives to “Regards” include “Best regards,” “Sincerely,” “Warmly,” “Thanks,” and “Take care.”

Is it necessary to use a closing in an email?

While it is not necessary to use a closing in an email, it is considered polite and professional to do so.

What if I don’t know the recipient well enough to use a personal closing?

If you don’t know the recipient well enough to use a personal closing, you can use a neutral closing such as “Best” or “Best regards.”

Are there any situations where it would be inappropriate to use a closing?

It would be inappropriate to use a closing if the email is informal and the recipient is someone you know well, such as a friend or family member.

Can I use an emoji as a closing?

While it’s not necessarily inappropriate to use an emoji as a closing, it’s not considered professional in a business setting.

Should I tailor my closing based on the recipient’s culture?

It’s a good idea to research the cultural norms of the recipient’s country and tailor your closing accordingly. For example, in some cultures, it’s customary to use a more formal closing.

What if I want to sign off with something unique?

If you want to sign off with something unique, consider using a quote or a line from a favorite song or movie. Just be sure to keep it professional.

Is it okay to leave off a closing altogether if I’m in a hurry?

While it may be tempting to leave off a closing if you’re in a hurry, it’s still important to be polite and professional. Consider using a shortened closing like “Best” or “Thanks” if you’re tight on time.

Can I use a closing that reflects my personality?

Absolutely! Your closing should reflect your personality, but make sure it’s still appropriate for the context of the email.

What if I’m not sure what kind of closing to use?

If you’re not sure what kind of closing to use, keep it simple and use a neutral closing like “Best regards.”

Wrap it Up

Well, there you have it. A plethora of alternatives to “regards” to help you sound more friendly and approachable in your emails. Experiment with them and find the ones that fit best with your tone and personality. Just remember to keep it natural and try not to force anything too hard. Thanks for taking the time to read this article, and I hope you found it helpful. Don’t forget to visit us again for more tips and tricks to make your life a little easier. Until next time, happy emailing!