The words “thank you” are simple yet powerful. They are essential when it comes to professional written communication and can help convey sincerity, gratitude and respect. When it comes to emails and letters, it is important to use them in the correct context and with the appropriate level of formality.
When writing emails or letters, it can be difficult to decide whether to use phrases such as “thanks and regards,” “sincerely” or “thank you for your time.” It’s important to get it right as using the wrong phrases can seem unprofessional and disrespectful.
In this blog post, we will explore the various ways to use “thanks and regards” in emails and letters. We will look at the different options available and discuss the etiquette and language to use in order to show respect and appreciation. We will also discuss the importance of understanding the context of the conversation and the tone of the other person in
- “Thanks,” or “thank you,” are typically more casual and friendly and tone, versus “regards,” which is more professional.
- “Thanks” is typically best if you’re asking for something, versus “regards,” which is better to close an informational note.
How to format your closing message
Once you’ve chosen your closing remarks, be sure to follow the proper format. The steps you can take to format it properly are as follows:
Thank you vs. regards
The two most typical closings for emails and letters are different iterations of “thank you” and “regards.” However, each has specific circumstances in which you should apply it. You can convey the right feeling as you close your message by using the appropriate one.
Using thank you in email messages and letters
Your letter or email should conclude with a “thank you” if you’re asking someone for something. You can change how you say thank you depending on the request and how well you know the recipient. For instance, a simple “thanks” is sufficient if you’re asking someone to send you an email attachment.
On the other hand, a “sincerest thanks” is more appropriate if you’re asking someone to cover your work shifts for a weekend while you’re away. Choose a “thank you” over a “thanks” if the person you’re speaking to requires more formality, such as a manager. ”.
Forms of thank you include:
Using regards in email messages and letters
When not requesting anything, you can end your messages with the standard salutation “Regards.” Regards, or a variation of it, can be used in nearly any type of message. Although you can make a slight adjustment to make it fit more informal contexts, regards works best in more formal ones. Variations of regards include:
Save “warm regards” from the list above for interactions with people you know a little bit better. Otherwise, you can apply any of the aforementioned in the majority of business contexts.
Examples of thank you versus regards
Here are some examples of when to say “thank you” as opposed to “regards,” along with some variations for each.
Examples of using thank you
You want to ask a coworker you’ve known for a few years to take notes on a meeting you’ll miss via email.
Hi John,
I have a doctor’s appointment this Friday at 4 p. m. , so I’m unable to attend the team meeting we have scheduled. In order for me to review what I missed, would you be able to email me a copy of any notes afterward?
Thanks,
Jane
Situation: You want to request next week’s vacation from your manager.
Dear Mr. Johnston,
I have a minor family matter that needs to be taken care of, so I was wondering if I could have next Monday and Tuesday off. If it would be helpful, I could make up the hours over the weekend or the remainder of the week. Please let me know at your earliest convenience.
Thank you,
Sally Warren
Situation: You’re a reporter about to send a stranger an email.
Dear Ms. Smith,
I’m a South Carolina Gazette reporter by the name of Dave Johnson. I recently learned that you established a brand-new veterans-focused nonprofit in your hometown. Please let me know as soon as you can if you would be available for a brief interview to talk about your organization.
Thank you,
Dave Johnson
Examples of using regards
Situation: You’re sending a follow-up email after a face-to-face interview.
Dear Ms. Watson,
I just wanted to say thanks for talking with me and for your time. I’m even more eager to possibly join your company after our conversation. I would be happy to respond to any further inquiries you may have.
Best regards,
Tom Johnson
753-883-1874
[email protected]
You are applying for a job after finding one online and sending your resume and cover letter.
To Whom It May Concern,
I recently saw your project manager job posting on Indeed. Attached you will find my resume and cover letter. Thank you for considering my application, and please let me know if you have any questions.
Regards,
Debbie Jones
894-638-8223
[email protected]
Other ways to close a message
Other than saying “thank you” and “regards,” there are other ways to end a message. Here are some other options you can use:
You should take the recipient’s relationship into account as well as the message’s content when selecting the appropriate closing. While “sincerely” or “with appreciation” would be more appropriate in a formal setting, closings like “take care” or “talk soon” are typically saved for closer relationships. The best closings to use are “regards” and “thank you” if you’re unsure what to say.
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FAQ
Can you write thank you and kind regards?
Yes, many use that way, also in “Best Regards”. But, especially if it’s an official or formal email, I’d advise following the standard rules of orthography. If so, address them as follows: “Best wishes,” “Thanks and regards,” “Yours faithfully,” etc.
How do you say thank you professionally in an email?
- Thank you so much.
- Thank you very much.
- I appreciate your consideration/guidance/help/time.
- I sincerely appreciate ….
- My sincere appreciation/gratitude/thanks.
- My thanks and appreciation.
- Please accept my deepest thanks.
Can I use regards in formal email?
When you end an email with “regards,” it conveys your respect for the recipient but not necessarily a close relationship. Expressions of goodwill are appropriate in emails, which are typically less formal than letters anyway because they are less formal than sincere greetings.
