How to Write a Condolence Message for a Coworker: 14 Examples

Many workplaces are more than just spaces to complete tasks. We spend a significant portion of our time at work and communities are built, and connections are formed. When a coworker experiences a personal loss, expressing your sympathy through a condolence message can provide comfort and demonstrate your support.

Any condolence message requires sensitivity and, most importantly, sincerity. It should acknowledge their grief while respecting their boundaries. It must be supportive without being patronizing.

This guide outlines how to write a condolence message for a coworker, shares the do’s and don’ts, and provides a handful of examples you can adapt.

Why a Condolence Message Matters

Grief is a deeply personal experience, yet the support of colleagues and friends can ease the pain ever so slightly.

A thoughtful message:

• Acknowledges their pain — their loss hasn’t gone unnoticed and they don’t have to suffer in silent isolation.
• Builds workplace camaraderie — it fosters mutual care and understanding.
• Supports emotional well-being — your words can provide solace during a tough time.

Even a short bereavement message for a coworker can go a long way. A direct sympathy message can be even more impactful, but sometimes writing over a card or email is the only practical way to express condolences.

How to Write a Condolence Message for a Coworker

A well-crafted condolence message combines compassion, respect, and clarity. Here are key elements to consider.

1. Start with a Warm Greeting

Address your coworker by name to personalize your message. Begin with “Dear [Name]”.

2. Express Sympathy

Acknowledge their loss with sincere words. Examples:

• “I’m so sorry to hear about your loss.”
• “Please accept my heartfelt condolences during this difficult time.”

Don’t assume things. The message is better as “I’m sorry for your loss” instead of “I know how you feel.” Everyone’s grief is unique and personal.

3. Offer Support

Include a message of support, but be careful not to impose. Say:

• “If there’s anything I can do to help, please don’t hesitate to ask.”
• “You’re in my thoughts, and I’m here for you.”

If you are close with the grieving coworker, you can offer specific support:

• “I can bring a warm meal.”
• “If you want, I can take care of [task].”

Grieving people may not pay much attention to daily tasks for a while. Offering specific help can be especially useful.

4. Close with Kind Wishes

End your message with a kind, reassuring note. Examples:

• “Wishing you strength and peace in the days ahead.”
• “Take care and know you’re in our thoughts.”
• “With deepest sympathy.”

Examples of Condolence Messages for Coworkers

Here are a few examples of what you can write in a condolence card or email. They fit different contexts and levels of closeness.

Formal Messages

• “Dear [Name], I was deeply saddened to hear about your loss. Please know that you are in my thoughts during this challenging time.”
• “Please accept my sincerest condolences for your loss. Wishing you and your family comfort and peace.”

Casual Messages

• “Hi [Name], I’m so sorry for your loss. Let me know if there’s anything I can do to help.”
• “Sending you my thoughts and support. Take all the time you need.”

Condolence Message from the Team

• “Dear [Name], on behalf of the team, we extend our deepest condolences. We’re here for you if you need any support.”

Dos and Don’ts of Writing a Condolence Message to a Coworker

Dos

• Be genuine — speak from the heart and keep your tone authentic.
• Keep it brief — respect their emotional state by keeping your message concise.
• Offer specific help — if fitting, suggest practical ways you can assist, such as covering tasks or bringing meals.
• Use judgment on religious messages — consider how spiritual the grieving colleague is before using religious phrasing.

Don’ts

• Avoid clichés — phrases like “time heals all wounds” may feel impersonal.
• Don’t minimize their grief — avoid statements like “At least they lived a long life.”
• Don’t assume — avoid saying “I know how you feel.”
• Skip unsolicited advice — focus on empathy rather than solutions.

How to Send Condolences to a Coworker — The Importance of Workplace Empathy

Supporting a grieving coworker isn’t limited to sending a condolence message. A culture of empathy and understanding in the workplace is what makes a significant difference.

If you are in a managerial position, offer flexibility in workload and deadlines. Even if you aren’t, you can suggest this to their direct manager. Respect their need for space, and check in periodically to see how they’re coping — healing is rarely linear.

FAQs

How soon should I send a condolence message?

Ideally, send or say your message as soon as you hear about their loss to provide timely support.

Can I send a condolence message via email?

Yes, email is a suitable option, especially in professional settings. Ensure the tone remains compassionate and concise.

Should I follow up after sending a message?

A simple follow-up to check on their well-being can be thoughtful, but avoid being intrusive.

What if I didn’t know their loved one?

Focus on expressing your support for your coworker rather than commenting on the person who passed. The intent is to be present for them during a difficult moment.