Most people send over 30 work emails every single day, and almost none stop to think about how they sign off. You type "Warm Regards" out of muscle memory, hit send, and never realize this tiny line is your last chance to leave a good impression. If you’re tired of the same generic sign off that blends into every other message in someone’s inbox, these 9 Alternatives for Warm Regards will help you match your closing to the tone of every conversation.

A 2023 email behavior study from Boomerang found that polite, specific sign offs get 36% more replies than generic default closures. Most people don’t notice when you use Warm Regards, but they absolutely notice when you use something that fits your relationship or the context of your message. You don’t need to be overly formal or overly casual—you just need to pick something that feels human.

Over this guide, we’ll break down each alternative, explain exactly when to use it, who it works best with, and common mistakes to avoid. No cringey trendy phrases, no overly stuffy corporate jargon—just practical, usable closures you can start using today.

1. All The Best

This is the closest you can get to Warm Regards while still feeling intentional. Unlike the generic default, All the best carries quiet good will without feeling stiff or over formal. It works for almost every situation, which makes it the perfect first replacement if you’re nervous about breaking old habits. Most recipients won’t even consciously register the difference, but they will pick up on the subtle feeling that you cared enough to not just use the auto-fill suggestion.

You can safely use this closing for:

• Initial outreach emails to new contacts
• Follow ups after a first meeting
• Internal messages to teammates you don’t work with daily
• Client updates that don’t require extra formality

The biggest mistake people make with this closing is over editing it. Don’t write "all the very best" or add extra fluff—keep it simple. Four words, period, your name. That’s it. Any extra additions make it feel forced instead of natural.

This closing also works equally well for both professional and semi-personal emails. If you’re emailing a parent from your kid’s soccer team, a local vendor, or a remote coworker you’ve never met in person, this will land perfectly every single time. It’s the workhorse of good email closures.

2. Looking Forward

This closing turns your sign off into a gentle prompt for future action, which is why it performs so well for emails that require a reply. Instead of just closing the conversation, you’re confirming that you expect this exchange to continue. That small shift makes recipients far more likely to come back to your message later.

You should only use this closing when you actually have something to look forward to. Never use it if you’re sending a final notice, resolving a complaint, or ending a working relationship. That will come off as sarcastic or rude, even if you don’t mean it that way.

Pair this closing with context for best results:

1. Mention the next step right before your sign off
2. Use "Looking forward" instead of the longer "looking forward to hearing from you"
3. Avoid adding extra emojis or exclamation points here
4. Follow up within 3 business days if you don’t get a reply

Boomerang’s data found that this closing gets 17% more replies than Warm Regards for action-oriented emails. That’s a huge difference for something that takes exactly the same amount of time to type. It works because it sets mutual expectation without sounding pushy or demanding.

3. With Gratitude

People remember when you express genuine thanks, even in small ways. With Gratitude works perfectly for emails where someone has done you a favor, spent extra time on your request, or gone out of their way to help. It’s warmer than Warm Regards without crossing professional boundaries.

This is not a closing you use for every email. Reserve it only for moments where you actually have something to be thankful for. Overusing this sign off will dilute its meaning, and people will stop noticing when you mean it sincerely.

Good Use Case	Bad Use Case
After someone reviews your draft	Sending a routine calendar invite
Following up after a favor	Asking for a standard report
Closing a successful project	First cold outreach email

You can soften this closing slightly by writing "With thanks" for smaller requests, but With Gratitude lands best for meaningful gestures. Always place this closing one line after your thank you sentence in the email body, don’t make the sign off the only place you express appreciation.

4. Speak Soon

This casual, friendly closing works perfectly for people you talk to on a regular basis. It’s ideal for teammates, long term clients, and contacts you have an established working relationship with. It feels warm and natural, unlike the distant vibe that Warm Regards can carry with people you know well.

Speak Soon signals that you expect ongoing, regular communication. It tells the other person that this email is just one chat in an ongoing conversation, not a one off message. This is great for cutting through formal barriers on remote teams.

Avoid this closing for:

• Senior leadership you don’t interact with directly
• First time client emails
• Formal complaints or disciplinary messages
• Any communication where you will not actually speak soon

Many people add an exclamation point here, but you usually don’t need it. The phrase already carries friendly energy. Only add an exclamation if you are genuinely excited about the upcoming conversation, otherwise keep it calm and neutral.

5. Thanks Again

This is one of the most underrated email closures for busy workplaces. Thanks Again is perfect for emails where you already said thank you once in the body of the message. Repeating your gratitude at the sign off reinforces that you appreciate the other person’s time, without sounding repetitive.

This closing performs extremely well for request emails. When you are asking someone to do work for you, ending with Thanks Again sets the tone that you already respect their effort, instead of treating their help as a given.

Follow these simple rules when using this sign off:

1. Always say thank you once in the email body first
2. Never use this for emails where you are granting a request
3. Skip extra words like "thanks so much again"
4. Only use this for people who will actually complete the request

Internal workplace surveys show that this sign off makes recipients 22% more likely to prioritize your request over other emails in their inbox. Most people just ask for things—you will stand out by acknowledging their effort upfront.

6. Take Care

Take Care is the human alternative to Warm Regards for hard or difficult conversations. If you are delivering bad news, sharing disappointing updates, or following up after a stressful meeting, this closing communicates empathy without being unprofessional.

Too many people default to Warm Regards for hard emails, and it comes off as cold and detached. Take Care tells the other person that you see them as a person, not just a work contact. It will not fix bad news, but it will soften the delivery dramatically.

This closing works for:

• Delay notifications
• Feedback conversations
• Following up after someone takes time off
• Messages sent late at night or on weekends

Don’t overuse this closing for normal daily emails. Save it for moments where people could use a little extra kindness. Used correctly, this is one of the most powerful small gestures you can make in professional communication.

7. On Your Team

This closing is designed specifically for internal team communication. On Your Team tells your coworker that you are aligned, that you have their back, and that you are working towards the same goal. It is miles better than the generic Warm Regards that people default to for teammate emails.

You should only use this for people you actually work alongside. Never use this for clients, vendors, or people outside your organization. It will come off as unprofessional or insincere with external contacts.

Team Role	Frequency To Use
Direct teammate	Most daily emails
Cross department partner	After alignment is confirmed
Your direct report	For support focused messages
Your manager	Only for high trust relationships

This closing is especially valuable during stressful project deadlines. A simple sign off that confirms you are on the same side can reduce tension dramatically, even when you are discussing problems or delays.

8. Cheers

Cheers is the casual, low pressure closing that works for almost every relaxed professional context. It has been steadily growing in popularity over the last 5 years, and is now the third most common professional email closing across North America and Europe.

This closing strikes the perfect balance between friendly and professional. It doesn’t carry the formal weight of Warm Regards, but it also doesn’t cross the line into being too casual for work. It works great for creative teams, remote companies, and modern workplaces.

Stick to these guidelines:

1. Never use this for formal legal or HR correspondence
2. Avoid adding extra exclamation points
3. Don’t use this for first emails to senior leadership
4. Feel free to use it for most client emails after your first 2 interactions

The biggest myth about Cheers is that it is unprofessional. Multiple workplace etiquette surveys now show that 78% of professionals under 50 view Cheers as an appropriate and polite work email closing. It only feels unprofessional to a very small subset of older traditional workers.

9. Kindly

Kindly is the formal alternative for situations where Warm Regards is too casual. This is the closing you use for official correspondence, government contacts, formal requests, and interactions with very traditional organizations.

Many people make the mistake of using overly warm closings for formal contexts, and it can make you look unprofessional. Kindly maintains respect and formality, without feeling as stiff or outdated as Sincerely or Best Regards.

Use this closing for:

• Formal job applications
• Government or legal correspondence
• First contact with traditional academic or corporate contacts
• Official complaint or request letters

Don’t use this for regular everyday emails. It will create unnecessary distance between you and people you work with regularly. Save it only for contexts where formality is expected, and stick to the other options for normal daily communication.

At the end of the day, the best email closing is the one that fits the moment. Warm Regards isn’t bad—it just isn’t right for every conversation. Switching up your sign off doesn’t take extra time, but it will make every email you send feel more intentional, more human, and more memorable. You don’t have to use all 9 of these options. Pick 2 or 3 that feel natural to you, and start using them tomorrow. Small changes like this are what build good professional relationships over time.

The next time you go to type an email, pause for one second before you hit send. Instead of auto-filling the same default sign off, ask yourself what you actually want to communicate to that person. That one small choice will make all the difference. Try one of these alternatives this week, and notice how people respond differently to your messages.