Writing a condolences business email: the most important things it needs to say

Writing a condolences business email: the most important things it needs to say

Examples and building blocks for a condolences business email that you can use in workplace situations.

A condolences business email can be a difficult thing to write, no matter how many times you have done it.

Below we look at how to send condolences emails at the workplace.

We also provide a few sample messages and building blocks for composing your own workplace or business condolence messages.

What a condolences business email needs to say

The loss of a colleague or employee is always hard, but it can often be more difficult when they are younger or if your workplace is small. 

Composing such a message may seem like a daunting task, especially if you are not very familiar with the person or the situation.

Nonetheless, when a co-worker or member of the family passes away, it is important that the workplace offers an opportunity for employees to offer their condolences.

For your team, sending a condolence message can be difficult, but it can also be therapeutic.

Condolence messages at the office show that you care

Sending professional and business condolence messages at the workplace is not just about fulfilling your duty as an employer – it’s about showing your employees that you care.

And being able to show their condolences can help your coworkers get through this difficult time.

Business condolence messages do not need to be long or drawn out.

In fact, they should ideally be brief.

Some of the most important aspects of writing professional condolence messages include being personalized, appropriate, and respectful.

In fact, many companies have begun training their employees on what they can do to support one another in these situations.

Some of these companies may even include a section on “professional condolence messages” as part of their Employee Assistance Programs (EAPs).

This makes it easier for employees to send the appropriate message if the need arises.

Sample business condolence messages 

As mentioned above, see the below sentences as “building blocks” that you can assemble into the best workplace condolence message for your particular situation.

If you are sending the message, card, or e-mail on behalf of the whole department, try to use the pronoun “we” so that the recipient knows that you are all thinking of them.

Dear ___,

  • It was with much sadness that we heard of [your loss], and we want to extend our sincere condolences.
  • We’re so sorry to hear about the loss of your _____.
  • We hope you will take comfort in knowing that you are in our thoughts.
  • Please don’t hesitate to contact us if there is anything else we can do to help you during this difficult time.
  • We wanted to let you that we received your sad news. We extend our deepest sympathy on the passing of __.
  • On behalf of the management team, I am sorry to hear of your loss. I have no doubt that this is a difficult time for you and your family. Please know that our thoughts are with you.
  • We are sorry to hear about your recent loss.
  • We know that this must be a difficult time for you and your family.
  • We are here for you. Let us know if you take some time off to spend with your family.
  • We are thinking of you and hope you feel better soon.
  • Take good care of yourself, and we hope to see you back again soon.
  • We know this must be so difficult for you and for your family.
  • _____ was such a wonderful person and we were glad to have him or her as a member of our team.
  • _____ will be deeply missed.
  • We want to extend our deepest sympathies to you on the loss of your [___].
  • We know this is not easy, but we hope that you feel supported by your friends and coworkers during this difficult time, and know that we are here for you.
Writing a condolences business email: the most important things it needs to say

Letting the colleagues know

Below is a sample business condolence e-mail that you can use to inform the staff of what has happened.

Dear team,

It is with deep sadness that I need to inform you of the passing of our dear colleague ____ [on Sunday evening].

We have all been deeply affected by this loss, and my thoughts are with all of you during this difficult time.

Please accept my sincere condolences on behalf of myself and the rest of the company staff who share your grief at this news.

Related condolences links

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