What to say in a condolence message to a colleague
Sending a sympathy message to a colleague experiencing a loss is a kind gesture that can provide comfort and support. Whether it’s for someone you work closely with or know only in passing, sending a condolences message to a colleague can help them feel valued during a difficult time.
But knowing exactly what to say can be difficult. You want your words to be heartfelt and warm, and avoid sounding insincere or insensitive. In this article, we explore how to say ‘condolences’ in a message, with examples of messages that you can use as guidance for your own.
What is a condolence message?
A condolence message is a sympathy note to express your support for someone who has lost a loved one. A short condolence message should be empathetic and supportive, without going into any detail. The goal is to let your colleague know they have people that care about them at work.
Why is it important to send a condolence message to a grieving coworker?
Sending a grieving coworker a condolence message can provide them with some comfort during a difficult time. It shows them that people are thinking of them and that they have support when returning to work. Your message can also help strengthen your relationship, which can build a better, more compassionate workplace culture.
It’s also important for your colleague’s grieving process to have others recognise their loss. It can be less isolating for them, to know that people at work are aware of their situation.
30 examples of ‘Sorry for your loss’ messages for coworkers
Finding the right words to say in a ‘deepest condolences’ message can be tricky. It’s best to write something simple, short and from the heart. Here are some examples for condolences messages to use in different situations.
Condolence message from a group
Some examples of a condolence message you can write from a group or team include:
From all of us, we wish you our deepest condolences. You’re in our thoughts.
We are all so sorry to hear about your loss. Our sympathies are with your entire family.
Wishing you love and support from the entire team at [company name].
Please know you are in our thoughts. With greatest sympathies from your team.
Sending our deepest condolences. Please reach out if there is anything we can do to provide support during this time.
We are saddened by your loss and here for you if you need anything. Deepest condolences from…
It’s common for workplaces to send a group condolence message, with a small gift and/or flowers. If you know the person well, you can also send your own private message.
Condolence message for loss of a parent
If your colleague has lost a parent, you may wish to say:
Sending heartfelt condolences for the loss of your mother/father at this time.
I am so sorry for the loss of your mother/father. You and your family are in my thoughts.
Thinking of you and your family at this difficult time.
Extending our greatest sympathies for the loss of your mother/father.
Sorry to hear about your mum. Let me know if there’s anything you need.
My heart goes out to you and your family for the loss of your mother/father. You’re in my thoughts during this difficult time.
I am deeply saddened to hear of the loss of your dear mother/father. Please accept my condolences.
Condolence message for loss of a spouse or partner
In a condolence message to a colleague who has lost a spouse or partner, you could say:
[Name], I am so sorry for the loss of [spouse’s name]. Please accept my heartfelt condolences.
Please know you are in my thoughts daily. I’ll be in touch soon to see if there’s anything you need.
Words can’t express how sorry we are for your loss. Your wife/husband will be sorely missed.
My sincerest condolences. Keeping you and your family in my thoughts.
Sending you our deepest sympathies.
Condolence message for loss of an extended family member
Some examples of writing sending heartfelt condolences to a colleague who has lost an extended family member include:
Thinking of you during this difficult time. Wishing you strength, comfort and peace.
I am sorry to hear about the loss of your [grandmother/uncle/cousin]. Thinking of you.
Your family is in my thoughts. My deepest sympathy for your loss.
My greatest sympathies to you and your family. Sorry to hear about your recent loss.
Simple condolence messages for a colleague
Sometimes it’s best to keep a condolence message simple, especially if you don’t know your coworker very well. For a simple condolence message, you may wish to say:
Sorry for your loss.
Thinking of you during this difficult time.
Sending you our/my deepest condolences.
Please accept our heartfelt sympathies.
Condolences on the passing of your [father/mother/etc.]
Example of an email condolence message
In some circumstances, it may be appropriate to send a condolence message via email. If you work from home, a deepest sympathy message over email is appropriate.
Like any other condolence message to a colleague, you should keep your email simple and to the point. Some examples of a condolence email may include:
I am so sorry to hear about your loss. Please let me know if there’s anything I can do to support you at work.
I was saddened to hear about the loss of your family member. Thinking of you.
I am deeply sorry to hear of your mother's passing. Please accept my condolences and know that we are taking care of everything so you can focus on family.
We are incredibly sorry to hear about the passing of [name/relation]. Thinking of you and sending heartfelt condolences.
Your colleague may send an email to notify the team of taking personal leave due to a death in the family. The above examples can be used in a reply email to let them know they have your support.
What not to write in a condolence message
There are some things you should avoid when writing a condolence message to a colleague. Avoid any flippant comments or rationalisations, use a polite tone and keep your message simple.
Here are some things to avoid in a condolence message:
Any unsolicited advice, such as how to ‘move on’
Comparing losses or bringing up your own loss
Empty platitudes about death
Mentioning the cause of death, especially in public messages
Religious concepts
Words of encouragement
The loss of a loved one is never easy, especially when you’re also juggling work commitments. Sending a condolence message to a colleague can help them feel supported and valued, and can help them process their grief. Sending your own condolences or as part of a team message also helps foster a caring and supportive workplace culture. It’s worth striking the right tone of sypathy and support.
FAQs
What is an appropriate condolence message for the loss of a coworker’s loved one?
An appropriate condolence message for the loss of a coworker’s loved one includes, “Thinking of you and sending heartfelt condolences,” or, “I’m sorry for your loss and I’m here for you if you need anything.” You may want to personalise the message depending on your relationship with the person.
How soon after a death should you send a condolence message to a coworker?
Wait two to three days to send your condolence message as a message sent too soon may be unintentionally hurtful. Avoid waiting longer than two weeks to send your sympathies.
What can you send along with a condolence message?
Flowers are common to send along with a condolence message to someone you are close to. In the workplace, you may send flowers as a team to a coworker who has experienced a loss.
How do you sign off a condolence message?
Your sign off to a condolence message should be supportive and sincere. For example, you may sign off a condolence message with “With heartfelt sympathies,” or, “With our deepest condolences.”
What if you didn’t know the deceased person well?
Even if you didn’t know the deceased person well, it’s still polite to send your condolences to a coworker. Whether you’re close with your colleague or not, sending a condolences message can contribute to an empathetic and supportive workplace.
