Full Time, All the Time
with Britt Reints
Forget the 9 to 5; Full Time, All the Time is a blog about the mobile working life - when you have the freedom to work from anywhere and the responsibility of always having your smartphone turned on. Britt Reints works as a freelance writer while traveling fulltime in an RV with her husband and two kids. She explores balancing real-life bills with an unconventional work life, and finding time to maintain relationships with family and friends.
You can also find Britt at InPursuitOfHappiness.net.
I handle the bulk of the customer service emails for my company. I’m also responsible for writing all of our email marketing campaigns.
I sign every email I send to a potential client with “Sincerely,” followed by my name, title and contact information.
My boss signs his emails with “Regards”. The first time I put together an email campaign, he assumed that my “sincerely” was a typo. He suggested that closing with the word “regards” was more formal, and therefore more professional than using “sincerely”.
I disagreed. Still do, in fact. Every email we send to a potential customer is personalized with the recipient’s name and written in a way that suggests it has been customized for their specific needs - even if they’re getting the same bulk email as hundreds of other sales leads. The word “sincerely”, in my mind, is an extension of this warm and fuzzy marketing approach.
I don’t equate warmth with a lack of professionalism. Nor do I think implying sincerity is the same as displaying some sign of weakness. Quite the opposite, actually. I think that it helps create a feeling of trustworthiness between a salesperson and a customer. It’s important to me that my clients feel like they can trust me and that they think I am invested in their success. Besides, it’s not like I’m signing off with hugs and kisses or x’s and o’s!
My boss seems to think that trust and respect are gained by elevating yourself to a level beyond the use of simpleton words like “sincerely”.
What do you think? Is it unprofessional to close business emails with “sincerely”?
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I would never close a professional business e-mail with “Sincerely”. I always use “V/R”, which is pretty specific to my employers (the DOD and the Air Force, although the Army uses it too), an acronym for “Very Respectfully”. Or, I don’t use anything at all, other than my name or initials.
Of course, I understand that we are an anomaly and we do and say funny things.
That all being said, in your case, I do believe that “Sincerely” is appropriate for your customer audience. “Regards” is more appropriate for correspondence internally to the company, especially when it’s a subordinate e-mailing a supervisor or someone higher than even that…or when it’s someone from a different department corresponding with another employee that they aren’t close to professionally. Hm. Did that last bit make sense? I hope so…
But no, for customers, “Regards” sounds a bit haughty.
Phe | December 23rd, 2009 at 7:19 am
Funny, I actually think the exact opposite about the formality/informality of “regards” and “sincerely.” In my mind, “sincerely” is far more formal, and therefore more professional (I actually don’t find it warm at all), while regards is much more casual and assumes a “warmer” intimacy that I would find to actually be presumptuous in a business e-mail. So, I support your use of sincerely, over regards, but only because I actually support your boss’ formal over warm philosophy.
The reason why I interpret these phrases differently than you and your boss do is because “sincerely” is a phrase that has been traditionally used for letters as a part of the author’s signature (you are signing not only your authorship but also signing to your belief in the honesty of what you have written). It’s not in any way an expression of sincere gratitude for the reader. I don’t think it’s warm and fuzzy at all; it’s a formality of certifying what you have written (addressed to your own letter, rather than to the recipient) and is not really much different in my mind than taking an oath in court before testifying, a mere formality (thus the formal nature of the word).
Regards, on the other hand, is a very personal way of signing off that IS addressed specifically to the recipient of the letter. It is a short form of saying “I send you my regards,” and is therefore far more warm and fuzzy than “sincerely” could ever be. It is also not a traditional way of signing a formal document. It is something you are far more likely to see in an e-mail between friends. In my mind, it is in the same category as “take care,” “best,” “cheers,” or even “Happy Holidays,” or “Wishing you well.” It’s a little friendly nod to the reader before you close your letter.
jesse | December 23rd, 2009 at 8:12 am
In my industry “regards” is a euphemism for “eff off, and die, because you’re wrong and being a dillholyhole”. That is the only time you’ll ever see it in correspondence…usually after a few go-rounds on something and its at the point of “whatever, idiot”.
I use “sincerely” for all my work as contracts administration, “respectfully submitted” for all my estimating work, and either or for all my work with project administration and engineering. (Yes. I have three titles. Have I mentioned that the economy sucks around here?) But never regards.
CV | December 23rd, 2009 at 8:12 am
I think it is OK if it is appropriate to talk about being “sincere” about whatever you are writing. Like, if my job was advising someone on what is best for them - be it decorating, financial planning, health, whatever - then I could see using “sincerely.”
In my line of work, warmth and personal caring isn’t really something we deal in. Moreover, to the extent that “sincere” implies “really, I’m telling the truth,” one wonders why a person in my profession shouldn’t always be assumed to be telling the truth. I therefore would not use “sincerely” other than in a personal note of concern or thanks.
I usually close with “best regards.” I picked this up when I was doing a lot of work with businessmen in different countries. It seems to be a closing that many use and everyone accepts. It sounded a lot better to me than “sincerely” or “very truly yours” which my boss used.
SKL | December 23rd, 2009 at 9:03 am
I hope it’s not unprofessional because that’s how I sign all of my work-related e-mails!
My boss signs everything “very truly yours” and I hate that.
I always thought my boss was the biggest stickler for professionalism and the most anal retentive a person could be but maybe yours wins that prize…..
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Sheila | December 23rd, 2009 at 9:03 am
My note about my oh so professional emoticon was eaten because I put it in these things
Sheila | December 23rd, 2009 at 9:06 am
that don’t show up…..shutting up now
Sheila | December 23rd, 2009 at 9:06 am
It is unprofessional to sign your work correspondence with “love.” Beyond that, WTF difference does it make?
Sincerely,
Finn
Finn | December 23rd, 2009 at 9:09 am
Absolutely not! In fact, “Regards” is much more informal, and to me is unprofessional if you don’t know someone. “Sincerely” indicates a level of respect and semi-formality. It’s what I use when signing business mail/email to government officials and clients that I’m not personally acquainted with. I save “Regards”, and actually use “Best Regards”, for people that I know or have a more personal relationship with.
I don’t think that “Sincerely” is going out of style in the professional realm any time soon. Tell your boss he’s a bonehead on this one.
Kathryn | December 23rd, 2009 at 9:17 am
To me, “regards” is informal and “sincerely” is generic, though it does beg the question that SKL pointed out; why would an otherwise sincere person need to SAY they are being sincere? (Plus, my ex uses it in his emails to me, and I can assure you that he does so when he is NOT being sincere, so I avoid using it at all costs these days). I always used “respectfully” when submitting work that might get me fired or have long-lasting negative effects, usually when dealing with the gov’t (I was such a suck).
The other one I hate is “best.” Best what? “Cordially” sounds stiff and from 100 years ago. I think “yours truly” is safe though I never used it. It seems a little intimate for business purposes.
Karen Murphy | December 23rd, 2009 at 1:13 pm
No. Most business letters are signed with Sincerely. That’s how I learned to do business letters in high school, out of a book.
Derivations from Sincerely, to me, are more personal. A former boss signed his correspondence with Warmest Regards, which I thought was weird when he was talking to a stranger.
I sign Sincerely if I don’t know the person and Best if I know them well and Thank you for everyone in between.
Lynn @ human, being | December 23rd, 2009 at 2:40 pm
I hate “Regards” and “Best.” I almost always go with “Cheers.”
That said, it doesn’t *really* matter. I’d stay away from “love,” though.
Jason | December 24th, 2009 at 8:48 am
I sign with Kind Regards for most work emails. Or “thank you” if I’ve asked them to do something in the email. My customers, however, are all internal.
Robyn - Who's the Boss? | December 28th, 2009 at 3:02 pm
Well for me its not unprofessional but I should say I agree with you both..Your boss is right the trust and respect are gained but it does not mean “sincerely” is unprofessional. Maybe your boss wants to feel his job as a boss that’s why he pointed out “regards” is better than “sincerely”. “Regards” is simpler way of being professional. Just average. “Sincerely” is the best expression if you want to imply the greatness you have. Your both right but being in the business even in marketing there is always boundaries and limitations. Using “Sincerely might bring very at is to the customer to the point that she can request anything they want. But of course not all of them but to minimize those people whose taking advantage of you being so great
Its just standard to use “Regards” Not too soft.. Not too hard.. Just average that customer will still agree whatever rules you have and still
avail your offer because of your good service. Again I still believe that your boss did not mean to say it’s unprofessional Its just because in sometimes in the middle of a discussion as part of their job they tend to be dominant just like a leader. However I understand that you are just trying to give all your best to do your job and I commend you for that. Good Luck and More power.
sammish | March 25th, 2010 at 4:11 pm