Beyond Best Regards: Mastering Alternative Closing Phrases
Choosing the right closing phrase for an email or letter can be just as important as the body itself. “Best regards” is a common and generally safe option, but using it repeatedly can make your writing sound monotonous. Expanding your repertoire of closing phrases allows you to tailor your sign-off to the specific context, relationship, and tone of your communication. This article explores a wide range of alternatives to “best regards,” providing you with the knowledge and tools to choose the most appropriate and impactful closing for any situation. From formal to informal, professional to personal, we’ll cover the nuances of each phrase and offer practical examples to help you master the art of the perfect sign-off. This guide is ideal for anyone looking to improve their written communication skills, whether you’re a student, professional, or simply someone who wants to express themselves more effectively.
Table of Contents
- Introduction
- Defining Closing Phrases
- Structural Breakdown of Closing Phrases
- Types and Categories of Closing Phrases
- Examples of Alternative Closing Phrases
- Usage Rules for Closing Phrases
- Common Mistakes with Closing Phrases
- Practice Exercises
- Advanced Topics in Closing Phrases
- Frequently Asked Questions
- Conclusion
Defining Closing Phrases
A closing phrase, also known as a complimentary close or valediction, is a short expression used to end a letter, email, or other form of written communication. Its primary function is to signal the conclusion of the message and convey a final sentiment or level of respect towards the recipient. Closing phrases are classified as a type of formulaic language, meaning they follow established conventions and patterns. The choice of closing phrase depends heavily on the context of the communication, including the relationship between the sender and receiver, the formality of the situation, and the overall tone of the message. A well-chosen closing phrase can leave a positive impression and reinforce the intended message, while an inappropriate one can sound awkward or even disrespectful. The closing phrase is typically followed by a comma and the sender’s name.
Structural Breakdown of Closing Phrases
Closing phrases, while seemingly simple, follow a specific structural pattern. They typically consist of one to three words expressing a sentiment or level of respect. The phrase is then followed by a comma, which signals a pause and separates the closing phrase from the sender’s name. The sender’s name is placed on the line immediately below the closing phrase. The capitalization of the closing phrase is also important; only the first word is capitalized, unless the phrase contains a proper noun. Understanding this structure ensures that your closing phrases are grammatically correct and visually appealing.
For example, consider the phrase “Sincerely,”. The word “Sincerely” is capitalized, followed by a comma. Your name would then appear on the next line. A longer phrase, such as “Thank you for your time,” follows the same pattern. Capitalize the first word, include a comma, and then write your name on the subsequent line. The placement of the comma is not optional, as it is a standard convention in formal and semi-formal correspondence. This consistent structure helps to maintain a professional and polished appearance in your written communications.
Types and Categories of Closing Phrases
Closing phrases can be categorized based on their level of formality, the context in which they are used, and the relationship between the sender and the recipient. Here’s a breakdown of the different types:
Formal Closings
Formal closings are used in professional or official correspondence where a high level of respect and distance is maintained. These are suitable for communicating with superiors, clients, or individuals you don’t know well. Examples include:
- Sincerely,
- Respectfully,
- Yours sincerely,
- Yours faithfully, (when the recipient’s name is unknown)
Semi-Formal Closings
Semi-formal closings strike a balance between formality and friendliness. They are appropriate for colleagues, acquaintances, or professional contacts with whom you have a working relationship. Examples include:
- Best regards,
- Kind regards,
- Warm regards,
- Best,
- Regards,
Informal Closings
Informal closings are used in personal communication with friends, family, or close colleagues. They convey warmth and familiarity. Examples include:
- Cheers,
- Take care,
- Best wishes,
- All the best,
- Love, (for close family and friends)
Professional Closings
Professional closings are suitable for business communication, emphasizing competence and respect. These are similar to formal and semi-formal closings but can be tailored to the specific industry or purpose of the communication. Examples include:
- Thank you,
- Looking forward to hearing from you,
- With appreciation,
- Sincerely,
- Best regards,
Personal Closings
Personal closings are used in communication with friends and family, expressing affection and warmth. These tend to be more casual and can include personal touches. Examples include:
- Love,
- Thinking of you,
- Warmly,
- Hugs,
- Take care,
Relationship-Based Closings
Relationship-based closings are tailored to the specific relationship you have with the recipient. The level of formality and the sentiment expressed should reflect the nature of your connection. These can range from professional to personal, depending on the context. Examples include:
- In partnership, (for collaborators)
- With gratitude, (for benefactors)
- Looking forward to our next meeting, (for colleagues)
- Miss you, (for close friends/family)
Examples of Alternative Closing Phrases
Here are several tables showcasing different closing phrases, categorized by formality and context, providing a comprehensive guide to choosing the perfect sign-off.
Formal Examples
This table provides examples of formal closing phrases that are suitable for professional and official correspondence. These phrases convey respect and maintain a distance appropriate for formal situations.
| Closing Phrase | Context | Example Sentence |
|---|---|---|
| Sincerely, | General formal correspondence | Sincerely, I hope this matter can be resolved promptly. |
| Respectfully, | Addressing superiors or those in authority | Respectfully, I submit this report for your review. |
| Yours sincerely, | Formal correspondence when the recipient’s name is known | Yours sincerely, I appreciate your consideration. |
| Yours faithfully, | Formal correspondence when the recipient’s name is unknown | Yours faithfully, We look forward to hearing from you. |
| Very truly yours, | Highly formal, somewhat outdated but still acceptable | Very truly yours, I remain at your service. |
| I remain, | Extremely formal, rarely used in modern communication | I remain, Your Obedient Servant. |
| Cordially, | Formal and polite | Cordially, I extend my best wishes for your success. |
| With best regards, | Slightly less formal than “Sincerely” but still suitable for formal settings | With best regards, I trust this information is helpful. |
| Faithfully yours, | Similar to “Yours faithfully,” used when the recipient’s name is unknown | Faithfully yours, Our team is ready to assist you with any further inquiries. |
| Most respectfully, | Emphasizes a high degree of respect | Most respectfully, I await your guidance on this matter. |
| Humbly yours, | Indicates humility and deference (rarely used today) | Humbly yours, I am grateful for the opportunity to serve. |
| Very respectfully yours, | A more emphatic version of “Respectfully yours” | Very respectfully yours, I value your expertise and leadership. |
| Yours very truly, | Similar to “Very truly yours,” but slightly more common | Yours very truly, I am confident that we can achieve our goals together. |
| In anticipation, | Used when expecting a response or action | In anticipation, I thank you for your prompt attention to this matter. |
| Acknowledge with thanks, | Used when acknowledging something | Acknowledge with thanks, your contribution to the project. |
| Kindest regards, | A formal closing that combines kindness with respect | Kindest regards, I hope this message finds you well. |
| Please accept my sincere regards, | Formal and polite, expressing genuine respect | Please accept my sincere regards, I value our professional relationship. |
| Assuring you of my best attention, | Formal and indicates attentiveness | Assuring you of my best attention, I am committed to providing excellent service. |
| Thank you for your consideration, | Formal and expresses gratitude | Thank you for your consideration, I look forward to your response. |
| I have the honor to remain, | Extremely formal and archaic, rarely used today | I have the honor to remain, Your most obedient servant. |
Semi-Formal Examples
This table provides examples of semi-formal closing phrases that are suitable for colleagues, acquaintances, or professional contacts. These phrases strike a balance between formality and friendliness.
| Closing Phrase | Context | Example Sentence |
|---|---|---|
| Best regards, | General semi-formal correspondence | Best regards, I hope you have a productive week. |
| Kind regards, | Slightly warmer than “Best regards” | Kind regards, It was a pleasure speaking with you. |
| Warm regards, | More personal than “Best regards” but still professional | Warm regards, I hope you enjoyed the conference. |
| Best, | Short and versatile, suitable for many situations | Best, Let me know if you have any questions. |
| Regards, | A simple and neutral option | Regards, I’ve attached the document for your review. |
| Sincerely yours, | A slightly less formal version of “Yours sincerely” | Sincerely yours, I appreciate your prompt response. |
| With appreciation, | Expressing gratitude | With appreciation, Your support is greatly valued. |
| Thank you, | Expressing gratitude for a specific action or help | Thank you, for your assistance with this project. |
| Looking forward to hearing from you, | When expecting a response | Looking forward to hearing from you, regarding the next steps. |
| Looking forward to your reply, | Similar to “Looking forward to hearing from you” | Looking forward to your reply, at your earliest convenience. |
| Have a great day, | Friendly and positive | Have a great day, and I hope to connect with you soon. |
| Have a good day, | Similar to “Have a great day” | Have a good day, and thank you for your time. |
| Have a wonderful day, | A more enthusiastic version of “Have a great day” | Have a wonderful day, and I look forward to our next meeting. |
| I hope this helps, | When providing information or assistance | I hope this helps, and please let me know if you need anything else. |
| Hope this is helpful, | Similar to “I hope this helps” | Hope this is helpful, and don’t hesitate to reach out with questions. |
| All the best, | A versatile and friendly option | All the best, in your future endeavors. |
| Kindest regards, | Combines kindness with respect | Kindest regards, I hope this message finds you well. |
| With kindest regards, | Similar to “Kindest regards” | With kindest regards, I wish you a pleasant weekend. |
| Thank you for your time, | Expressing gratitude for the recipient’s time | Thank you for your time, and I appreciate your attention to this matter. |
| With sincere appreciation, | Expressing genuine gratitude | With sincere appreciation, your guidance has been invaluable. |
Informal Examples
This table provides examples of informal closing phrases that are suitable for friends, family, or close colleagues. These phrases convey warmth and familiarity.
| Closing Phrase | Context | Example Sentence |
|---|---|---|
| Cheers, | Friendly and casual | Cheers, See you soon! |
| Take care, | Expressing concern for the recipient’s well-being | Take care, and stay safe. |
| Best wishes, | Expressing good fortune | Best wishes, for your upcoming trip. |
| All the best, | A versatile and friendly option | All the best, with your new job. |
| Love, | For close family and friends | Love, I miss you! |
| Lots of love, | More affectionate than “Love” | Lots of love, I’m thinking of you. |
| Warmly, | Expressing warmth and affection | Warmly, I hope you’re doing well. |
| Thinking of you, | Expressing care and concern | Thinking of you, during this difficult time. |
| Hugs, | Affectionate and playful | Hugs, I can’t wait to see you! |
| Kisses, | Very affectionate, for close relationships | Kisses, I love you! |
| Talk soon, | Indicating an intention to communicate again | Talk soon, I’ll call you later. |
| See you soon, | When anticipating a meeting | See you soon, at the party. |
| Later, | Very casual, for close friends | Later, Catch you on the flip side! |
| Bye for now, | Friendly and informal | Bye for now, Have a great evening! |
| Catch you later, | Similar to “Later” | Catch you later, alligator! |
| Cheers mate, | Australian/British slang, very informal | Cheers mate, Thanks for the help! |
| Peace out, | Slang, very informal | Peace out, Have a good one! |
| Best wishes to you, | Similar to “Best wishes” | Best wishes to you, and your family. |
| All my love, | Expressing deep affection | All my love, I’m so grateful to have you in my life. |
| With love, | Similar to “Love” | With love, I hope you have a wonderful birthday. |
Professional Examples
This table provides examples of professional closing phrases that are suitable for business communication, emphasizing competence and respect.
| Closing Phrase | Context | Example Sentence |
|---|---|---|
| Thank you, | Expressing gratitude for assistance or consideration | Thank you, for your prompt attention to this matter. |
| Looking forward to hearing from you, | When expecting a response or further communication | Looking forward to hearing from you, to discuss the next steps. |
| With appreciation, | Expressing gratitude for support or contributions | With appreciation, your expertise has been invaluable. |
| Sincerely, | A standard formal closing, suitable for most professional contexts | Sincerely, I hope this information is helpful. |
| Best regards, | A versatile closing, suitable for many professional situations | Best regards, I look forward to our continued collaboration. |
| Respectfully submitted, | Used when submitting reports or documents | Respectfully submitted, the annual performance review. |
| Yours truly, | A professional closing, slightly less formal than “Sincerely” | Yours truly, I am available for any further questions. |
| In anticipation of your response, | When expecting a reply or action | In anticipation of your response, I thank you for your time. |
| Awaiting your reply, | Similar to “In anticipation of your response” | Awaiting your reply, at your earliest convenience. |
| Hoping to hear from you soon, | Expressing a desire for a prompt response | Hoping to hear from you soon, regarding the project proposal. |
| Faithfully yours, | Formal closing when the recipient’s name is unknown | Faithfully yours, We look forward to hearing from you. |
| Yours faithfully, | Another formal closing when the recipient’s name is unknown | Yours faithfully, Our team is ready to assist you with any further inquiries. |
| Kind regards, | Suitable for colleagues and professional contacts | Kind regards, I hope this message finds you well. |
| Thank you for your assistance, | Expressing gratitude for specific help | Thank you for your assistance, with resolving this issue. |
| With gratitude, | Expressing appreciation for support or contributions | With gratitude, your input has been invaluable. |
| Looking forward to our next meeting, | When anticipating a future meeting or collaboration | Looking forward to our next meeting, to discuss the project in detail. |
| Anticipating a favorable response, | When expecting a positive reply | Anticipating a favorable response, I thank you for your consideration. |
| Thanking you in advance, | Expressing gratitude for an action that is expected to occur | Thanking you in advance, for your prompt attention to this matter. |
| Trusting you find this in order, | When submitting documents or information | Trusting you find this in order, please let me know if you have any questions. |
| Appreciatively, | Expressing appreciation | Appreciatively, I value your continued support. |
Personal Examples
This table provides examples of personal closing phrases that are suitable for friends and family, expressing affection and warmth.
| Closing Phrase | Context | Example Sentence |
|---|---|---|
| Love, | For close family and friends | Love, I miss you tons! |
| Thinking of you, | Expressing care and concern | Thinking of you, and sending you positive vibes. |
| Warmly, | Expressing warmth and affection | Warmly, I hope you’re having a great day. |
| Hugs, | Affectionate and playful | Hugs, Can’t wait to see you soon! |
| Take care, | Expressing concern for the recipient’s well-being | Take care, and stay safe during your travels. |
| Miss you, | Expressing longing for the recipient’s presence | Miss you, Come visit soon! |
| All my love, | Expressing deep affection | All my love, I’m so grateful to have you in my life. |
| With love, | Similar to “Love” | With love, I hope you have a wonderful birthday. |
| Lots of love, | More affectionate than “Love” | Lots of love, I’m thinking of you. |
| Kisses, | Very affectionate, for close relationships | Kisses, I love you more than words can say! |
| Much love, | Similar to “Lots of love” | Much love, I’m sending you all my best wishes. |
| See you soon, | When anticipating a meeting | See you soon, at the family gathering! |
| Talk to you soon, | Indicating an intention to communicate again | Talk to you soon, I’ll give you a call later this week. |
| Warmest wishes, | Expressing sincere good wishes | Warmest wishes, for a happy and healthy life. |
| Best wishes always, | Similar to “Warmest wishes” | Best wishes always, and may all your dreams come true. |
| Love always, | Expressing enduring affection | Love always, You’ll always be in my heart. |
| Hoping you’re well, | Expressing concern for the recipient’s health and well-being | Hoping you’re well, and recovering quickly. |
| Take good care, | Similar to “Take care” | Take good care, and don’t forget to look after yourself. |
| Missing you lots, | Expressing a strong sense of longing | Missing you lots, I can’t wait until we can be together again. |
| With heartfelt love, | Expressing deep and sincere affection | With heartfelt love, I’m so grateful for your friendship. |
Usage Rules for Closing Phrases
Proper usage of closing phrases involves understanding the nuances of formality, context, and relationship. Here are some key rules to follow:
- Formality: Choose a closing phrase that matches the formality of your message. Formal closings are appropriate for professional or official correspondence, while informal closings are suitable for personal communication.
- Context: Consider the context of your communication. A closing phrase that expresses gratitude is appropriate when you are thanking someone for their help, while a closing phrase that expresses anticipation is suitable when you are expecting a response.
- Relationship: Tailor your closing phrase to the relationship you have with the recipient. A closing phrase that expresses affection is appropriate for close friends and family, while a closing phrase that conveys respect is suitable for superiors or clients.
- Capitalization: Capitalize only the first word of the closing phrase, unless it contains a proper noun.
- Punctuation: Always follow the closing phrase with a comma.
- Placement: Place your name on the line immediately below the closing phrase.
Exceptions and Special Cases: In very informal communication, such as text messages, closing phrases are often omitted altogether. However, in most other forms of written communication, including a closing phrase is considered good etiquette.
Common Mistakes with Closing Phrases
Even experienced writers can make mistakes when using closing phrases. Here are some common errors to avoid:
| Incorrect | Correct | Explanation |
|---|---|---|
| Best Regards. | Best regards, | Missing comma after the closing phrase. |
| best regards, | Best regards, | Incorrect capitalization of the first word. |
| Sincerely, John Smith | Sincerely, John Smith | Missing the blank line between the closing phrase and the name. |
| Love, Mr. Smith | Love, John Smith | Using an overly informal closing with a formal title. |
| Respectfully yours, John | Respectfully yours, John Smith | Omitting the last name in a formal context. |
| Thank you! John Smith | Thank you, John Smith | Using an exclamation mark instead of a comma. |
| Best Regards, John Smith. | Best regards, John Smith | Adding a period after the name is incorrect. |
| Kind Regards. John Smith | Kind regards, John Smith | Incorrect capitalization and missing comma. |
| Yours Truly John Smith | Yours truly, John Smith | Missing comma after the closing phrase. |
| Looking forward to hear from you, John Smith | Looking forward to hearing from you, John Smith | Minor grammatical error in the phrase itself. |
Practice Exercises
Test your understanding of closing phrases with these practice exercises. Choose the most appropriate closing phrase for each scenario.
| Question | Possible Answers | Correct Answer |
|---|---|---|
| 1. You are writing a formal letter to a potential client. | a) Cheers, b) Sincerely, c) Best, | b) Sincerely, |
| 2. You are emailing a close friend. | a) Best regards, b) Love, c) Respectfully, | b) Love, |
| 3. You are writing to your professor to ask for an extension on an assignment. | a) Take care, b) Yours faithfully, c) Respectfully, | c) Respectfully, |
| 4. You are emailing a colleague with whom you have a good working relationship. | a) Warm regards, b) Yours sincerely, c) Hugs, | a) Warm regards, |
| 5. You are sending a thank-you note to someone who gave you a gift. | a) Cheers, b) With appreciation, c) Later, | b) With appreciation, |
| 6. You are writing a cover letter for a job application. | a) Sincerely, b) Bye for now, c) All the best, | a) Sincerely, |
| 7. You’re emailing a distant relative you haven’t seen in years. | a) Hugs, b) Best regards, c) Later, | b) Best regards, |
| 8. You are sending project details to your manager. | a) Cheers, b) Respectfully submitted, c) All my love, | b) Respectfully submitted, |
| 9. You are writing a note to your significant other. | a) Best regards, b) Love always, c) Yours faithfully, | b) Love always, |
| 10. You are replying to an email from a customer regarding a complaint. | a) Cheers, b) Sincerely, c) Take care, | b) Sincerely, |
Advanced Topics in Closing Phrases
For advanced learners, consider these more nuanced aspects of closing phrases:
- Cultural Differences: Different cultures may have different conventions for closing phrases. Research appropriate closings for international correspondence.
- Industry-Specific Closings: Some industries may have preferred closing phrases. For example, legal professionals may use “Respectfully submitted” more frequently than other professions.
- Personal Branding: Consider using a closing phrase that reflects your personal brand or values.
- Avoiding Clichés: While some closing phrases are common, try to avoid overused clichés that can make your writing sound generic.
- Combining Phrases: In some cases, it may be appropriate to combine closing phrases to create a more personalized sign-off. For example, “Thank you for your time and consideration. Best regards,”.
Frequently Asked Questions
Here are some frequently asked questions about closing phrases:
- What is the difference between “Yours sincerely” and “Yours faithfully”?
“Yours sincerely” is used when you know the name of the person you are writing to. “Yours faithfully” is used when you do not know their name, typically when starting with “Dear Sir or Madam.”
- Is it okay to use “Best” in a formal email?
While “Best” is versatile, it’s generally considered semi-formal. It’s acceptable in professional emails with colleagues or acquaintances, but avoid it in highly formal correspondence.
- Can I use an exclamation point after my closing phrase?
It’s generally best to avoid using an exclamation point after a closing phrase. A comma is the standard punctuation mark.
- How important is the closing phrase in an email?
The closing phrase is important as it provides a final impression on the recipient. It also shows respect and professionalism.
- What if I don’t know the recipient’s name?
If you don’t know the recipient’s name, you can use “Yours faithfully” (in formal contexts) or omit the closing phrase altogether (in less formal contexts). You can also research to try and find out the recipient’s name.
- Is it acceptable to use no closing phrase at all?
In very informal communication, such as text messages, omitting the closing phrase is acceptable. However, in most other forms of written communication, it’s considered good etiquette to include one.
- How do I choose the right closing phrase?
Consider the level of formality, the context of your message, and your relationship with the recipient. The closing phrase should align with the overall tone of your communication.
- Are there any closing phrases I should always avoid?
Avoid overly casual or slang terms in professional communication. Also, avoid using closing phrases that could be misinterpreted or offensive.
