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

A gentle guide to writing sincere, professional condolences that support a grieving coworker.

Workplaces are communities. When a colleague experiences a loss, a thoughtful condolence message can offer comfort and show support. The key is sincerity, respect, and clear empathy—without assumptions.

• Acknowledges their pain — their loss is seen; they’re not alone.
• Builds camaraderie — reinforces a caring workplace culture.
• Supports well‑being — gentle words can bring solace.

Even a brief note helps. If speaking feels hard, a card or email is appropriate.

1) Start with a Warm Greeting

Address them by name (e.g., “Dear [Name]”).

2) Express Sympathy

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

Avoid assumptions like “I know how you feel.” Grief is personal and can move through different stages.

3) Offer Support

• “If there’s anything I can do, please let me know.”
• “You’re in my thoughts, and I’m here for you.”

If close, offer something specific (meals, a ride, covering a task) without pressure.

4) Close with Kind Wishes

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

Formal

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

Casual

• “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 prayers, [Name]. Take all the time you need.”

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.”

Team notes are less personal; individual messages can reflect your closeness.

Dos

• Be genuine and keep your tone authentic.
• Keep it brief and considerate of their energy.
• Offer specific help when appropriate (cover tasks, bring a meal).
• Use judgment on religious messages based on their beliefs.

Don’ts

• Avoid clichés like “time heals all wounds.”
• Don’t minimize (“At least…”) or make assumptions about feelings.
• Skip unsolicited advice; focus on empathy.

Support doesn’t end with a note. Encourage flexibility, respect their space, and check in gently over time. Healing isn’t linear.

• How soon should I send a message? As soon as you hear, if possible.
• Is email okay? Yes—keep the tone compassionate.
• What to avoid? Clichés, assumptions, or making it about yourself.
• Follow up? A brief check‑in is kind; avoid intruding.
• Card vs. message? A handwritten card can feel very personal.
• Didn’t know their loved one? Focus on supporting your coworker.