Can You End a Formal Letter with Kind Regards?

Everyone · Explainer · Updated October 1, 2026 · LearnLife Editorial

What does "Kind regards" mean in a formal letter?

"Kind regards" is a polite closing phrase used at the end of letters or emails to express respectful good wishes. It combines the word "kind," which adds warmth and friendliness, with "regards," a traditional sign-off showing respect. This makes it a versatile closing that is formal enough for professional contexts yet not overly rigid.

Unlike very formal sign-offs such as "Yours sincerely" or "Yours faithfully," which are reserved for official or legal correspondence, "Kind regards" is often used when there is some rapport or continuing relationship with the recipient. It signals that you respect the person but also want to keep the tone friendly and accessible.

In practical terms, "Kind regards" suggests a courteous attitude and leaves a positive impression. For example, in business emails, customer service replies, or job application letters, it can soften the tone and promote goodwill.

How does ending a formal letter with "Kind regards" work in practice?

You place "Kind regards" directly before your signature at the end of your letter or email. For instance, if writing a formal inquiry to a company about a product:

Dear Customer Service Team, I would like to request more information about your return policy for electronic devices. Please let me know the steps involved and any necessary forms. Kind regards, Sarah Williams

In this example, "Kind regards" offers a polite yet approachable closing, making the letter sound professional but friendly.

Here is how to format it properly:

1. Finish the main body of your letter with your final sentence.
2. Press enter to start a new line.
3. Type "Kind regards," — capitalize both words, and include a comma at the end.
4. Leave another line blank.
5. Type your full name aligned with the left margin or centered, depending on your letter style.

For emails, you can also add your job title, company name, or contact details below your name for added professionalism. For example:

Kind regards, Sarah Williams Marketing Coordinator | ABC Company [email protected]

This format clearly signals the end of the message while maintaining a courteous tone.

Why does using "Kind regards" correctly matter?

Using the right closing phrase impacts how your communication is received. "Kind regards" balances professionalism with warmth, which creates a positive tone without seeming distant or overly formal. This is especially helpful in business or networking contexts where building good relationships matters.

For example, if you send a job application letter ending with "Kind regards," it shows the employer you are respectful and approachable. Conversely, an overly formal closing like "Yours faithfully" might come off as stiff, and a casual one like "Cheers" could seem unprofessional.

Choosing "Kind regards" also demonstrates your understanding of business etiquette, which can boost your credibility. When you match your closing to the tone of your letter and relationship with the recipient, your message is more likely to be well received and encourage a positive response or continued communication.

How is "Kind regards" different from other common closings?

There are many common closing phrases, each with its own tone and level of formality. Here’s a detailed comparison:

"Kind regards" is warmer and friendlier than "Yours sincerely" but more formal than "Best regards." Use "Kind regards" when you want to sound professional but also open and polite. For example, in initial business contacts or formal emails where you want to be courteous but not too stiff, it works well.

People sometimes confuse "Kind regards" with "Best regards," but the former is slightly more formal and suitable when you want to maintain a professional tone with a touch of warmth.

Can you also end a formal letter with "Best regards"?

Yes, "Best regards" is a common closing that is perfectly acceptable in many formal or business letters, especially when you have an ongoing or friendly relationship with the recipient. It conveys professionalism but with a slightly more casual and approachable tone than "Kind regards."

For example, after exchanging several emails with a client or colleague, you might close with:

Best regards, John Smith

However, if you are writing a very formal letter, such as a job application to a company you have not contacted before, or an official complaint, "Best regards" might feel too casual. In those cases, "Kind regards" or "Yours sincerely" is preferred.

To illustrate, a job application letter might end with:

Kind regards, Jane Doe

While a friendly follow-up email to a known contact could close with:

Best regards, Jane Doe

Choosing between these depends on the relationship and tone you want to convey.

How can you decide which closing to use in a formal letter?

Choosing the right closing involves considering several factors to match the tone and purpose of your letter:

1. Know your recipient: If you know their name and have an established connection, "Kind regards" or "Best regards" work well. If you don’t know the name, use "Yours faithfully."

1. Match the formality of your letter: For highly formal letters (legal, official), use "Yours sincerely" or "Yours faithfully." For business or semi-formal letters, "Kind regards" is a good choice. For informal or quick communications within a team, "Best regards" or even "Regards" can work.

1. Align with your greeting: If you start with "Dear Mr. Smith," closing with "Yours sincerely" or "Kind regards" fits. If you start with "Dear Sir or Madam," end with "Yours faithfully."

1. Consider the purpose: For requests, introductions, or formal applications, more formal closings suit better. For ongoing communication or follow-ups, slightly warmer closings are acceptable.

1. Keep punctuation consistent: Always follow the closing phrase with a comma.

By checking these points, you can select a closing that supports your letter’s tone and audience.

What related terms do people often mix up with "Kind regards"?

Several closing phrases are similar to "Kind regards," leading to confusion:

• Regards: A simple, neutral closing, often used in brief professional emails. It lacks warmth and might seem abrupt if used in formal letters.
• Best regards: Slightly more casual and friendly than "Kind regards," commonly used between colleagues or acquaintances.
• Warm regards: Even more personal and affectionate, suitable for close professional relationships but too informal for many formal letters.
• Yours truly: A formal phrase more common in American English, similar in meaning to "Yours sincerely," but less used today.
• Sincerely: Often used alone or as "Yours sincerely" in formal letters, indicates genuine respect.

Choosing the wrong closing can alter your tone and potentially confuse or offend the recipient. For professional letters, use "Kind regards" when you want to be polite and warm but still formal.

What should you do next to improve your formal letter closings?

To refine your letter endings, try these practical steps:

• Practice writing letters with different closings: Draft formal letters using "Kind regards," "Best regards," and "Yours sincerely" to get a feel for when each fits best.
• Read formal letters or emails: Examine examples online or in books to see how professionals close their correspondence.
• Match your closing to your greeting and content: Always check that your closing complements your greeting and the letter’s tone.
• Ask for feedback: Let a trusted colleague, teacher, or mentor review your letters and suggest improvements.
• Keep a list of closings handy: Use a cheat sheet of closings with notes on formality to select confidently in the future.

These steps help you gain confidence and skill in choosing the best closing for any formal letter or email. For more guidance, see articles on how to end a formal letter properly and common closings used in formal letters.

Frequently asked questions

Can I use "Kind regards" in very formal legal letters?

It is usually better to use traditional closings like "Yours faithfully" or "Yours sincerely" for legal or highly formal letters. "Kind regards" is more suited to business or semi-formal correspondence.

When is "Best regards" more appropriate than "Kind regards"?

Use "Best regards" in ongoing business relationships or informal professional emails where a friendly tone is acceptable. For initial contacts or very formal letters, "Kind regards" is typically better.

Should the closing phrase "Kind regards" have a comma after it?

Yes, always include a comma after "Kind regards" before your signature. For example: > Kind regards, > [Your Name]

Do I need to include my full name after "Kind regards"?

Yes, after the closing phrase and a blank line, type your full name. You may also add your job title or contact info if relevant.

How important is matching the closing to the greeting in a formal letter?

Very important. A mismatch can confuse the tone. For example, "Dear Sir or Madam" pairs with "Yours faithfully," while "Dear Mr. Smith" pairs with "Yours sincerely" or "Kind regards."