How to use 'kind regards' in email professionally

'Kind regards' is a polite and professional way to end an email in the UK. It strikes a balance between formal and friendly tones, making it suitable for most business correspondence. You use it just before your name or signature to show respect and goodwill without being overly formal. This article covers why small business owners often wonder about using 'kind regards', step-by-step guidance on how to use it, common mistakes to avoid, a practical example, and how HelloGrowthCRM can help manage your email communication efficiently.

Why this comes up / what goes wrong

Small business owners in the UK often handle many emails daily, including quotes, follow-ups, and customer inquiries. They want to maintain a professional image without sounding stiff or impersonal. Choosing the right email closing helps set the tone and leaves a positive impression. However, confusion arises about when 'kind regards' is appropriate, how to format it, and whether it suits informal or formal emails. Mistakes here can make emails seem either too casual or too distant, affecting relationships with clients and prospects.

Step-by-step

1. Decide if 'kind regards' fits the email tone

• Use 'kind regards' for professional emails where you want to be polite but not overly formal.
• Avoid it for very casual emails or highly formal legal correspondence.

1. Place 'kind regards' on its own line at the end

• After the email body, leave a blank line, then write 'Kind regards', followed by another blank line.

1. Capitalize only the first word

• Write 'Kind regards' with a capital K and lowercase r.

1. Follow with your name or signature

• On the next line, type your full name or the name you use professionally.
• Optionally add your job title and contact details below your name.

1. Check spacing and punctuation

• Do not add a comma after 'kind regards'.
• Use a comma after your name if you include a signature block.

1. Review the entire email for tone consistency

• Ensure the rest of the email matches the polite but approachable tone set by 'kind regards'.

1. Use email tools to manage replies

• Consider using email automation and sequences to follow up efficiently without losing personal touch email automation and sequences.

Example (fictional figures)

An accountancy practice in Birmingham sends a quotation email on 15/03/2026 to a prospective client. The email ends with:

Kind regards

Jane Smith Senior Accountant Smith & Co Accountants

The client replies positively, leading to a £15,000 contract.

This simple sign-off helped keep the tone professional yet friendly, encouraging a response and eventual sale.

Common mistakes

• Using 'kind regards' in overly casual emails
• Prevent by choosing a more informal sign-off like 'Best' or 'Thanks' for casual contacts.

• Capitalising both words incorrectly
• Write only the first word capitalised: 'Kind regards'.

• Adding a comma after 'kind regards'
• Avoid punctuation here; just write 'Kind regards' on its own line.

• Not leaving a blank line before or after
• Always separate the sign-off from the email body and your name with blank lines for clarity.

• Mixing tone in the email body and sign-off
• Keep the entire email consistent in tone to avoid confusing the reader.

• Failing to track replies and follow-ups
• Use tools like HelloGrowthCRM’s shared inbox to keep the team updated on email replies email automation and sequences.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps small businesses manage email communication professionally. Its HelloMail shared inbox allows your team to see replies to quotation emails instantly, ensuring no lead is missed. Use the built-in dialer to follow up calls logged directly against contacts. Automate follow-up with sequences that send multi-step emails over two weeks and stop immediately when the prospect replies, saving time and keeping communication timely. Learn more about these features at email automation and sequences and WhatsApp and SMS CRM.

Frequently asked questions

When is it appropriate to use 'kind regards' in an email? Use 'kind regards' in professional emails where you want to sound polite and respectful but not too formal. It suits emails to clients, suppliers, and colleagues when you want a warm yet professional tone.

Should I capitalise both words in 'kind regards'? No, only the first word is capitalised. Write 'Kind regards' with a capital K and lowercase r.

Do I put a comma after 'kind regards'? No comma is needed after 'kind regards'. It should stand alone on its line.

Can I use 'kind regards' in casual emails? It’s better to use more informal sign-offs like 'Best' or 'Thanks' in casual emails to friends or close colleagues.

How can I make sure I don’t lose track of replies when sending emails with 'kind regards'? Use a CRM with a shared inbox like HelloGrowthCRM’s HelloMail. It lets your whole team see replies and follow up without missing opportunities.

Key takeaways

• 'Kind regards' is a polite, professional email sign-off suitable for UK business emails.
• Capitalise only the first word and do not add a comma after it.
• Leave blank lines before and after the sign-off for clarity.
• Match the email tone to the polite but friendly nature of 'kind regards'.
• Avoid using it in very casual emails.
• Use tools like HelloGrowthCRM to manage email replies and follow-ups efficiently.

Start using 'kind regards' confidently in your emails to keep your communication professional and approachable. To manage your emails and leads better, start on the Free Forever plan (200 leads, no credit card).