Best Simple Guide to Writing Condolences in Email

Condolences Email: Writing a condolence note is never easy—and it may seem even tougher when writing one for a client.

It’s a struggle to reach the right level of emotion, say something meaningful, and be genuine. Juggling all this to create a few sentences is hard!

condolences email

Whilst it’s almost always better to send a Condolences Email, there are times when it’s not possible. Things like the time it will take, being able to see the bereaved in person or post it to them, knowing their address, etc.

All these can play a role in your decision not to send a Condolences Email. Sometimes it just works out that sending a condolence email is the best option. Simplicity, speed, and ease.

Sample Condolence Emails

These email templates are suitable for use in most situations and aren’t designed for a specific person like the samples further down.

Dear ______,

I am so sorry for your loss. ______ was a wonderful person who will be so sorely missed. Their warm spirit and generosity was a joy to all who knew them.

Please accept my condolences to both you and your family, and if there is anything I can do don’t hesitate to ask.

My sincerest sympathy,

**********

Dear ______,

I was so sorry to hear about the untimely passing of ______. Whilst understandably I don’t know the details I wanted you to know I’m thinking of you during this awful time.

With sympathy,

**********

Dear ______,

I am so sorry about _____’s death. She was a truly incredible woman who had such an amazing effect on everyone who knew her. I can’t imagine how difficult this is for you.

Her warmth and generosity made us all better people and we consider ourselves lucky to have known her. She will be miss terribly.

Please accept our sincerest condolences,

**********

Dear ______,

I was so sorry to learn about the loss of your ______. Please accept my condolences and know that you are in my prayers. If there is anything I can do to help or you just need to talk then I will always be there for you.

All my sympathy,

Sample Condolence Email to Client

Sending condolences to a client is important as getting the tone wrong or causing offense could damage future business opportunities or relationships. With a condolence email to a client, you can either stick to something short and simple or talk in detail about the loss. See examples of both below.

Dear ______,

Please accept my deepest condolences for the loss of your mother/father. It was such sad and shocking news.

Whilst I never had the opportunity to meet your mother/father I know how close the two of you were. Over the years we’ve worked together her/his influence has been clear to see.

I know how difficult this must be for you so I wanted to reach out and let you know as a trusted client that I’m here if you need anything. You will be in my thoughts and prayers.

Sincerely,

Dear ______,

It was with such sadness I learned of ______’s passing. He/she was a great friend as well as being as a trusted client.

Please accept my most sincere condolences to both you and your family. If there is anything I can do please don’t hesitate to ask.

Yours,

**********Dear _____,

We were shocked to learn of your loss. _____’s passing will be grieved by all of us here at the firm. I considered him a personal friend and I will always remember him with great admiration.

With sincere sympathy,

**********

Dear ______,

I’m so deeply sorry to hear of your father’s passing. Please accept my condolences and know that you will be in my prayers.

Yours,

Sample Condolence Email to Boss

Losing a boss can be upsetting if you were close. You may want to send an email to the company executives that express your sympathy or to the family of the boss who has passed away letting them know how wonderful they were to work for.

Dear ______,

I was so sad to hear about the loss of your wife. My heart goes out to you during this incredibly difficult time.

I only had the opportunity to meet your wife on a handful of occasions but she was always such a kind and funny lady. I know she will be missed dearly.

Everyone is thinking if you and if you need any help with anything then please just ask.

My condolences,

**********

Dear ______,

I am so sorry to learn of ______’s passing. You have my most sincere sympathies at this time. Your whole family is in my thoughts.

_______ was a fantastic boss and the entire office is devastated by their loss. His/her positive attitude helped to motivate all of us and we were never in doubt as to how much he/she valued our contribution and work. We will miss him/her so much.

If you need anyone to cover or take on some extra work at the office I would be happy to do so.

My deepest condolences to you and your family,

condolence messages

What is the Best Way to Express Sympathy?

The specific way you express your sympathy or condolences will depend on the context.

For instance, a text to your best friend will be different from a sympathy card sent to a business associate. Talking in person at the funeral will be different than when you meet up with your friend for coffee after the service. And of course, sending a sympathy email is different from all of these.

Still, there are some basic features of a condolence message that are important no matter the context.

  1. Express your sympathy – “I’m so sorry for your loss.”

  2. Talk about the decedent – “[Name] was a great person and will be sorely missed.”

  3. Find words of comfort and solidarity – “I’m thinking of you; we’re praying for you; you and your family are in our hearts.”

  4. Offer help or support, if possible – “We’d like to contribute something to help. Here are some ideas…” [Be specific]

What do I put in the Subject Line in a Sympathy Email?

No matter how short or long they may be, email subjects lines are one of the most important components of the overall email. They let the recipient know, at a glance, something of what the message will be about.

So it can be difficult to know just what to put in the subject line of your sympathy email. We suggest keeping it short, sweet, and to the point.

Here are some example subject lines:

  1. My Condolences

  2. My Sympathies

  3. So Sorry for Your Loss…

  4. In Loving Memory

  5. In Loving Memory of [Name]

  6. A little message for you…

  7. Just checking in…

  8. Thinking of you

  9. Here for you if you need anything

How do I Sign a Sympathy Email?

When it gets down to actually writing and signing a Condolences Email, there are three main steps to consider:

  1. Begin with a message of comfort, like “Dear [Name], I was so very sorry to hear about [Name of decedent]. I know that anything I say to you right now wouldn’t even come close to offering you the comfort you need, but I wanted you to know that I’m here for you.”
  2. Share a special memory you have of the deceased. “I’m not sure if [Name] ever told you this story, but it’s one of my most cherished memories of him/her. It all started when…”
  3. Offer your closing remarks and signature. Keep it short, warm, and as comforting as possible. Here are few examples:
  • “Again, my heartfelt condolences to your and your family.”

  • “Sincerely and with condolences”

  • “Prayerfully” or “With prayers and deep sympathy”

  • “In loving memory”

Other Sample Condolence Emails

Using a sample Condolences Email as a template can help you get started if you feel stuck and aren’t sure how to begin your email. Be sure to begin your email with “Dear” and add an appropriate sign-off.

How Do You Write a Professional Condolence Email?

If you would like to send a condolence email to a business contact, a coworker, or your boss, you may consider saying the following in the body of your email:

  1. I am saddened to hear of the loss of your (insert relationship to a deceased individual). Although I didn’t know (insert deceased individual’s name), I know how amazing (inset preferred gender pronoun) was based on hearing you speak about (insert preferred gender pronoun). Know that I am thinking of you during this time.

  2. I am so sorry to hear about the passing of your (insert relationship to a deceased individual). Based on my few interactions with (insert deceased individual’s name), I know just how special (insert preferred gender pronoun) was. (Insert preferred gender pronoun) always made it a point to ask me how I was doing and was such a kind and genuine person. (Insert preferred gender pronoun) will be deeply missed. Please reach out if there’s anything I can do for you during this time.

Condolence Email to Colleague

If a colleague has just lost someone, you can consider sending them a Condolences Email that reads:

  1. I am deeply saddened to hear about the loss of your (insert relationship to a deceased individual). I want to pass along my sincerest condolences to you and your family during this time. Please let me know if there’s anything I can do.

  2. I recently learned about the loss of your (insert relationship to a deceased individual). I wanted to reach out and let you know I am thinking of you and your family during this time. Please don’t hesitate to reach out if you need anything.

Short Condolence Message to Client

If your client has experienced a loss, you can say:

  1. I wanted to reach out and pass along my sympathies for the recent loss of your (insert relationship to a deceased individual). Please reach out if there is anything I can do at this time.

  2. I am so sorry to hear about the loss of your (insert relationship to a deceased individual). I want to pass along my sincerest condolences to you and your family during this time.

condolences email

Condolence Email to Employee

If your employee has recently lost a loved one, you can write:

  1. I am so sorry to hear about the passing of your (insert relationship to a deceased individual). Please don’t hesitate to take the time off you need to process this loss. Know that everyone here at (insert company’s name) is here to support you during this time.

  2. I want to pass along my sincerest condolences for the loss of your (insert relationship to a deceased individual). Please don’t hesitate to reach out if there’s anything I can do for you. Human resources will be connecting with you to see what support you need during this time. Again, please accept my deepest sympathies.

Condolence Email for Friend or Family Member

If a friend or family member has lost a loved one and you normally communicate via email, you can say:

  1. I am so sorry to hear about the passing of your (insert relationship to a deceased individual). I know just how incredible (insert deceased individual’s name) was, and I will miss (insert preferred gender pronoun) every day. I loved how (insert preferred gender pronoun) had the ability to make anyone laugh and had just the most amazing sense of humor. Please let me know if there’s anything I can do for you. I’ll check in with you in a few days.

  2. I am saddened to hear about the loss of your (insert relationship to a deceased individual). (Insert the name of a deceased individual) was an incredible person who will be missed by many. I’ve sent over some goodies, so be on the lookout for those over the next few days. I’m thinking of you.

Sending a Condolence Email

Sending a Condolences Email is a thoughtful and quick way to reach out to someone who has just experienced a loss.

Depending on how well you and your client know each other, you can send a small, inexpensive sympathy gift basket or a hearty charcuterie and cheese gift basket with a personal Condolences Email. If you didn’t know the person who died, this presents a different set of challenges. There are no fond memories to share, no past heartwarming stories to bond over. 

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