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condolences

condolence email samples and examples

Whilst it’s almost always better to send a card of condolence, there are times when it’s not possible. Things like the 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 card. Sometimes it just works out that sending a condolence email is the best option. Simplicity, speed and ease.

But much like with writing a sympathy card, knowing what to say in a condolence email can be tricky. What sort of tone do you use? How long should it be? When do you send it?

So if you’re struggling to write your condolence email then you can use the samples and examples below either as they are or change the details to fit your circumstances. Alternatively follow the tips we’ve provided to help you write your own email.

Table of Contents
Sample Condolence Emails
Condolence Email to Client
Condolence Email to Boss
Condolence Email to Employee
What to Put in the Subject Line
Condolence Email Writing Tips

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 offence 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 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 fathers 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,

Sample Condolence Email to Employee

If you run a business or company then at some point an employee will suffer a loss. Sending them an email to let them know you’re thinkng of them during tough times is a touching gesture and will be appreciated.

Dear ______,

We wanted to reach out and offer our condolences for the loss of your mother. We are sincerely sorry for such a heartbreaking loss.

Please don’t hesitate to let us know if there’s anything we can do to assist you as you deal with your bereavement. Human Resources are available to discuss our bereavement policy with and what else there is that we can do.

Please again accept our sympathy in trying time and remember we are here to support you as you move forward.

Regards,

***********

Dear _____,

We are very sorry to learn that you have experienced a death in your family. Although we do not know the details, we want you to know that we are thinking about you in your bereavement.

Please accept our condolences.

Sincerely,

What to Put in the Subject Line of Condolence Email

The subject line of your email doesn’t have to have anything special in it. It’s always best to fill it in and avoid leaving it blank but the actual words shouldn’t cause you too much worry. A few simple options are:

  • My Condolences
  • Condolences
  • With Sympathy
  • My Heartfelt Condolences
  • My Sincerest Sympathy

Condolence Email Writing Tips

If you would prefer to write your own email rather than using one of the samples above then you can follow some of these tips/guide to help make it sound just right.

  • Be sincere – there’s nothing worse than receiving a letter or email that sounds forced. So ensure that you speak from the heart and genuinely mean what you’re saying.
  • Express your sorrow – be clear how much you will miss the departed and how sorry you are for their loss. This is the reason for your email so make it clear quickly.
  • Offer support – if you can then offering help is a touching gesture and one the recipient will almost certainly appreciate. It can range from being there to talk to or listen through to running errands for them or picking up their children.
  • Being personal – if you were close to the deceased then you might want to talk more personally about them. Perhaps retell a story or anecdote involving them or just mention their best qualities that you admired.

Condolence Note Samples and examples

If you want to show your sympathy or support to someone suffering a loss then you may want to write and send a condolence note.

A condolence note is a few short words or sentences offering your condolences and sympathy. Usually written or printed on a small note with a pretty design. It differs from a sympathy letter, which is far more detailed, or a sympathy card, which often contains a single condolence message.

Writing a condolence note doesn’t have to be difficult. You might be worried about saying the right thing or making sure what you write is perfect but remember that the bereaved will appreciate the time and effort of just sending one.

If you’re finding it hard to come up with the right words then these sample notes should give you some good examples of the types of things to say.

So use the condolence note samples and examples below as either a guide to writing your own or use them as they are.

Table of Contents
How to Write a Condolence Note
What Not to Say
Condolence Note to a Friend
Condolence Note for Loss of Mother
Condolence Note for Loss of Father
Condolence Note for Loss of Brother
Condolence Note for Loss of Sister
Condolence Note for Loss of Grandmother
Condolence Note for Loss of Grandfather
Condolence Note for Loss of Child

How to Write a Condolence Note

If you have decided to write your own note rather than using some of the examples below then there are some steps you can follow. You don’t have to stick to them all, and it’s important to use your own judgement as to what’s appropriate. But hopefully it will give you a starting point of how to write your own condolence notes.

  • Start by recognising the loss that has been suffered. Possibly mention the deceased by name, if you knew them well enough.
  • Next you should express your condolences. This can be tricky if you aren’t sure what to say but either use the example notes below for inspiration or our sympathy and condolence messages to help with the best wording.
  • Follow this with a personal touch. Maybe mention their best qualities or a memory you have of them.
  • Offering support or help is always appreciated, if you can. It doesn’t have to be very specific but just something like “I’m there for you” can be very touching.
  • End your note with a heartfelt wish or expression and sign your name.

What Not to Say

  • Never use phrases such as “they’re in a better place”, “it was God’s plan”, “it’s for the best” etc. Whilst you may have the best intention with saying something like this they can be very offensive and upsetting at such a difficult time.
  • Religion can be sensitive so is best avoided. Unless you are 100% sure the recipient will appreciate a note that has a religious element or tone to it then it is probably better to stay away.
  • Avoid bringing up the details of the death of the deceased. Going over those specifics whilst the bereaved is grieving will only remind them of the loss and bring back the pain.

Condolence Note to a Friend

I’m so terribly sorry for your heartbreaking loss. You have my deepest sympathies at this truly awful time.

If you need my help, support or just someone to listen I’ll be there for you.

Love and condolences,

********************************

Words cannot describe the sorrow I felt on finding out about _____’s passing. Their generous spirit and warmth was clear to everyone who met them. They will be sorely missed and never forgotten.

Hoping you find the strength and love in friends and family to face the tough days ahead.

********************************

Condolence Note for Loss of Mother

I was so saddened to hear about the death of your mother. I can’t begin to imagine how difficult this is for you.

She was a wonderful woman who had time for everyone. Her selflessness and generosity will be missed by all who knew her.

Please know that I’m thinking of you and sending my prayers. You have my deepest sympathies.

********************************

I just wanted to extend my most heartfelt condolences for the loss of your mother.

Losing your mom is one of the hardest times you can go through. I can’t begin to imagine how hard this is, and very little I can say will help. But remember how much love and support you have around you. All your friends, including me, will be there for you.

Stay strong,

Condolence Note for Loss of Father

My deepest sympathy for the loss of your father.

He was a great man who touched all who knew him. His honesty, compassion and sense of right were such an influence to everyone that was lucky enough to get to know him. The loss will be felt amongst so many of us.

Please accept my most sincere and deepest condolences.

********************************

I can’t express how sorry I was to hear of your dads passing. All I have are the most fond memories of him. He was the definition of a ‘great man’.

I hope you’re coping and don’t think twice about reaching out.

You are in my thoughts and prayers.

Condolence Note for Loss of Brother

I was so sad to learn of your brothers passing. He was one of the most funny and genuine people you could hope to meet and lit up every room he was in.

I know how painful this must be for you so if you need anything please, just ask.

I’m so sorry for your loss.

********************************

Your brother was one of my closest friends and losing him is more painful than I could ever have imagined. So I can’t begin to comprehend what you’re feeling.

I just wanted to let you know how special he was, and how much he’ll be missed. I’ll never forget the time we spent together.

My deepest sympathies.

Condolence Note for Loss of Sister

Your sister was a truly special person. Her willingness to help anyone in need her and always find the good in others was an inspiration to us all. The world is a less happy place without her.

Please accept my sincerest condolences for your loss.

********************************

I didn’t get to know your sister very well but everything I’ve heard is what a remarkable person she was. I know her loss will leave a hole in so many people’s hearts.

If you’re struggling or need to talk I’ll be there for you at any time.

Be strong,

Condolence Note for Loss of Grandmother

My deepest sympathies for the loss of your grandmother.

She had the heart of an angel and was always there for whoever needed her. I still can’t believe she’s really gone.

Please don’t think twice about asking for anything you need. I’m always at the end of the phone or just a short drive away.

********************************

I never knew your grandmother but I do know how hard losing someone so special to you is.

Remember your friends and family are there for you and will be with whatever you need.

Take as long as you need.

Condolence Note for Loss of Grandfather

I was deeply saddened to learn of your grandfathers passing. His wisdom and kindness was ever present and something everyone found so touching.
And I’ll never forget that twinkle in his eye!

I hope you’re doing okay and can be there for anything you need.

Wishing you peace and comfort.

********************************

Although I didn’t know your grandfather well I know how close you were. The loss of someone so special is always heartbreaking.

Nothing I can say will offer much comfort but I wanted to reach out and pass on my condolences.

You are in my thoughts and heart in this trying time.

Condolence Note for Loss of Child

I was so sorry to learn of the passing of your son/daughter.

I know these words alone will do little to console you I just wanted you to know that I/we are here for you if you need anything. Please don’t hesitate to ask.

Your sons/daughters memory will live on forever.

Our/my deepest condolences

********************************

I can’t even start to have any understanding of what you’re going through. My words will mean nothing so all I wanted to say was that I will be there for you, whatever it is you need. You’re not alone.

Love,

Condolence Note

condolence messages

Offering condolences to a friend or loved one during their time of need is important. Finding the right words for condolence messages can be difficult. You want to make sure you don’t say the wrong thing, or something that might be misconstrued as offensive. You also want to ensure that your words of condolence are heartfelt and meaningful, the sort of thing that would be comforting. But expressing yourself through a short message this way requires thought and consideration.

The sympathy and condolence messages below will give you some inspiration and ideas, taking away some of the pressure you can feel when attempting to come up with the perfect words. Just know that the grieving will appreciate your message as long as it is from the heart and shows you have taken the time and consideration to think of them.

Use these condolence messages and examples as a guide for what you want to say in your sympathy or condolence card.

Condolence Messages

We can’t begin to imagine what you are feeling, but let us share our heart-felt condolence

Today and always, may loving memories bring you peace, comfort, and strength

I am at a loss for words during this sorrowful time. Please know that I am thinking of you and praying for peace and comfort

With our love and deepest sympathy as we remember __________

Please accept our most sincere sympathies for the loss of your __________. May the prayers of all people who love you bring solace to your soul

We can’t begin to imagine what you are feeling, but let us share our heart-felt condolence

Please accept my deepest condolences. I am praying for strength and comfort for you at this time

Thinking of you and wishing you moments of peace and comfort as you remember a friend who was so close to you

Thinking of your family with love and wanting to help out in any way I can

I know this must be a very difficult and demanding time for you all. We are keeping you in our thoughts and prayers

Short Condolence Messages

My heart is with you in your time of sorrow

Our deepest sympathy

With love and remembrance

Forever remembered, forever missed

Our thoughts and prayers are with you during this difficult time

You are in my thoughts and prayers

My prayers are with you and your family

Thinking of you during this difficult time

Words can’t express how saddened we are to hear of your loss

May God give you comfort in your time of grief

May the passage of time heal your grief

My family extends to you our deepest condolences

The news of __________ death brings much sadness

May the passage of time heal your grief

We know the day will come but death always leaves us with grief

We are thinking of you during these difficult times

My prayers are for you during this sorrowful time

I am sorry about your loss. You will be in my thoughts and prayers

When someone you love becomes a memory, the memory becomes a treasure

May your memories give you peace and comfort

Sharing in your sorrow. With love and friendship

Gone from our sight, but never from our hearts

May your heart and soul find peace and comfort

May you be comforted by the outpouring of love surrounding you

We send you thoughts of peace and courage

We pray the love of God enfolds you during your journey through grief

With caring thoughts and love

Our family is keeping your family in our thoughts and prayers

Holding you close in my thoughts and hoping you are holding up well

Condolence Quotes

“It is not length of life, but depth of life.” ~ Ralph Waldo Emerson

“There are no goodbyes for us. Wherever you are, you will always be in my heart” ~ Mahatma Gandhi

“Like a bird singing in the rain, let grateful memories survive in time of sorrow” ~ Robert Louis Stevenson

“When you lose someone you love, you gain an angel you know” ~ Unknown

“Some people come into our lives, leave footprints on our hearts, and we are never the same” ~ Unknown

“For death is no more than a turning of us over from time to eternity” ~ William Penn

“Perhaps they are not stars in the sky, but rather openings where our loved ones shine down to let us know they are happy.” ~ Unknown

“Death is not the greatest loss in life. The greatest loss is what dies inside us while we live” ~ Norman Cousins

“Those we love can never be more than a thought away, for as long as there’s a memory they live in our hearts to stay.” ~ Unknown

“When someone you love becomes a memory, the memory becomes a treasure.” ~ Unknown

“Like a bird singing in the rain, let grateful memories survive in time of sorrow” ~ Robert Louis Stevenson

“There is no pain so great as the memory of joy in present grief.” ~ Aeschylus

“What we have once enjoyed we can never lose. All that we love deeply becomes a part of us.” ~ Helen Keller

“A great soul serves everyone all the time. A great soul never dies. It brings us together again and again.” ~ Maya Angelou

Condolence Messages for Loss of Father

Your father was a great man. Please accept my deepest condolences for your loss

The loss of your dad has come as such a shock to us all. He will be missed so deeply.

I’ll never forget your father’s loving smile and generous spirit. Life won’t be the same without him. My thoughts are with you

We can’t begin to imagine how hard this is for you but please remember we’re here if you need anything at all.

Please accept our condolences for the loss of your father. He will live on forever in our hearts

He may be fine but dad would have been so proud of you. Let’s celebrate his life and remember the good times. Our condolences go out to you

I know how close you and your dad were. I’m wishing you strength and love to get through this awful time

He may be gone but he’ll be smiling down on you. Let’s make a toast to him and remember what an incredible man and father he was

Deepest condolences for your father’s passing

Your dad touched everyone who knew him. Life will be a little less bright and fun without him. You’ll be in our prayers.

Condolence Messages for Loss of Mother

I know there is nothing I can say to ease the pain but you are in my thoughts and prayers.

Your mother was one of the most amazing people I ever met. Her warmth and generosity was unrivalled. Her loss has shocked everyone and we’re all sending you our love. Stay strong.

Words will mean very little but your mom touched me like very few could. Her spirit will live on in you. My condolences on your loss

A mother’s place can never be filled, and her loss will be with you forever. But her memories should be treasured and her life celebrated for the amazing woman she was. I’ll be here for you whatever you need

If there’s anything you need to help get through this awful time, just ask. We’re wishing you strength and love

You have my deepest condolences for the loss of your mom. She was a truly special woman.

The memories of your mother will never fade. She had such a positive impact on everyone who knew her that they will live on forever in our hearts. My deepest sympathy for your loss

Our thoughts go out to you in this trying and difficult time. Your mother was such a good friend if ours we want to be there to help in any way we can

We will miss your mom so much. You’re in our thoughts and anything we can do to help please don’t hesitate to call

Keep strong and remember how proud your mom was of you

Condolence Messages for Loss of Sister

I was so sorry to hear about the loss of your sister. She was a wonderful person and will be missed greatly. Please accept my condolences

I know how close you and your sister were and how much her passing will have hurt you. I’m here to talk or listen if you need me

Your sisters warmth and charitable spirit was an inspiration to us all. We are so sorry for your loss

My thoughts and prayers go out to you during this terrible time. Your sister was an amazing person and will be missed greatly

We send you our deepest sympathies for the loss of your sister

The memories of your sister will never fade. She was one in a million. Please accept my deepest condolences

“My sister may not always be at my side, but she is always in my heart” ~ Unknown

I know my words won’t offer much in the way of relief from the grief but I wanted to offer my condolences. Your sister was a fantastic person and will be missed so much

Your sister was such a kind, loving girl that I can’t imagine a world without her. My prayers go out to you and hope you find strength in family and friends

I feel blessed to have known your sister and the time we spent together. I will never forget the wonderful memories I have of her. I hope your keeping strong and you know I’m here if you need me

Condolence Images

Condolence Quote

Touching Condolence Quote

Condolence Quote

Condolence Messages

With Sympathy Condolence Message

Inspirational Condolence Quote

With Heartfelt Sympathy Condolence Message

Sources: Hallmark