Best Regards vs Kind Regards: The Real Difference

Ever stared at your screen, wondering if “best regards” or “kind regards” will make or break your cold email?

I’ve been there, sweating the small stuff while scaling outreach for Reachkit. The truth is, your email sign-off isn’t just a throwaway line, it sets the tone and can actually impact your reply rates.

In this guide, I’ll break down the real difference between best regards vs kind regards, share what I’ve learned from sending thousands of cold emails, and help you pick the right closing for every situation in 2025.

Curious which sign-off builds more trust with prospects? Let’s dive in.

Understanding Email Sign-Offs: Why They Matter

Ever sent a cold email and wondered if your sign-off actually mattered? Trust me, it does. The way you close your email sets the tone for your entire message and can make or break the first impression, especially in cold outreach where trust is everything.

A well-chosen email closing shows professionalism and helps build rapport. I’ve seen prospects reply just because the sign-off felt genuine and respectful. On the flip side, using the wrong sign-off can come off as insincere or even confuse your recipient. Different industries and cultures expect different levels of formality, so what works for SaaS founders might not fly with law firms.

If you want to build trust from the very first touch, your sign-off matters just as much as your opening line. For more on starting strong, check out these email greetings examples that build trust.

Best Regards vs Kind Regards: The Real Difference

When it comes to cold email outreach, the difference between best regards and kind regards can actually impact your reply rates. Best regards feels a bit more formal and is my go-to for first-touch emails or when reaching out to decision-makers. It sets a professional tone and shows respect, which is key when you’re a stranger in someone’s inbox.

Kind regards is warmer and a little softer. I use it when I want to build rapport or if the conversation has already started to feel friendly. Both are solid choices for professional email closings, but here’s what I’ve learned:

• Best regards = formal, safe for new contacts
• Kind regards = friendly, great for follow-ups

Choose based on your relationship and the vibe you want to set. I’ve seen small tweaks like this make a real difference in cold outreach. If you want more email etiquette tips, check out this email etiquette guide.

When to Use ‘Best Regards’ in 2025

If you’re sending cold emails at scale, “best regards” is my go-to sign-off for first contacts, formal requests, or when I’m reaching out to clients or senior decision-makers. It keeps things professional and polite, which is key when you don’t know the recipient yet. I’ve found it works best in industries where people expect a bit of formality, like finance or legal.

When I started Reachkit, I learned the hard way that being too casual too soon can kill trust. “Best regards” helps you keep a respectful distance while still sounding approachable. For more ideas, check out these formal greeting email templates.

When to Use ‘Kind Regards’ in 2025

If you want your cold outreach to feel warmer but still keep it professional, “kind regards” is your friend. I use it most when I’m following up, chatting with someone I’ve already connected with, or building a relationship over a few emails. It’s perfect for internal team updates or when you want to soften a request without sounding stiff.

Here’s what I’ve learned running Reachkit:

• “Kind regards” works best after you’ve broken the ice.
• It helps your message feel more approachable and less robotic.
• Use it to build trust and rapport, especially in ongoing conversations.

Don’t overthink it. If you want to sound human, “kind regards” gets the job done.

Common Mistakes with Email Sign-Offs

I’ve seen a lot of cold outreach campaigns flop just because the email sign-off felt off. Overusing “best regards” or “kind regards” in every single message can make your emails sound robotic, not personal. If you’re blasting out hundreds of cold emails a day, it’s tempting to copy-paste, but trust me, prospects notice.

Mixing up formality is another trap. Sending a super formal closing to a startup founder or using “cheers” with a Fortune 500 exec can confuse or even annoy people. Outdated or way-too-casual sign-offs kill trust fast in business email etiquette.

Always match your sign-off to the tone and purpose of your message. If you’re not sure what works, check out these alternatives to “Dear Sir or Madam” for more ideas.

Tips for Choosing the Right Email Closing

Choosing the right email closing in cold outreach can make or break your first impression. I’ve seen it firsthand at Reachkit, using “best regards” with a new prospect feels safe and professional, while “kind regards” adds a touch of warmth if you’ve already had a friendly exchange. Here’s what I’ve learned the hard way:

• Always match your sign-off to the relationship and context. If you’re not sure, go formal for first contacts or high-stakes deals.
• Keep your closing in line with your email’s tone and purpose.
• Don’t be afraid to personalize. Your authentic style builds trust and rapport, especially at scale.

Getting this right helps you stand out in crowded inboxes.

Alternatives to ‘Best Regards’ and ‘Kind Regards’

If you’re sending cold emails at scale, using “best regards” or “kind regards” every single time can make your outreach feel robotic. I learned this the hard way when my early campaigns at Reachkit started blending together, and prospects could spot the copy-paste vibe a mile away. Mixing up your email sign-offs keeps things fresh and helps you match the right tone for each prospect.

Here are some solid alternatives I use:

• Sincerely: Great for formal first touches or C-suite contacts.
• Warm regards: Adds a bit of friendliness without losing professionalism.
• Yours truly: Old-school, but works for very formal industries.
• Respectfully: Perfect for high-level or sensitive outreach.

Always consider your relationship with the recipient and the level of formality. If you’re reaching out internationally, remember that some sign-offs might feel too casual or too stiff depending on the culture.

Rotating your closings not only keeps your emails from feeling stale, it also helps build rapport and trust over time.

Conclusion

Mastering the difference between ‘best regards’ and ‘kind regards’ isn’t just about sounding polite, it’s about building trust and getting more replies in your cold outreach.

When you nail your email sign-offs, you show prospects you actually care about the relationship, not just the sale. That’s how you stand out in crowded inboxes and start real conversations.

Ready to level up your cold email game? Sign up for a free Reachkit trial and see how the right sign-off can help you book more calls in 2025.