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.

In this guide, we outline how to write a condolence message for a coworker, share the do’s, do not’s, and a handful of examples.

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, casting a ray of light through the sorrow. Of course, it doesn’t have to be written.

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. For example:

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

Don’t assume things. The message to your coworker is better at “I’m sorry for your loss.” instead of “I know how you feel.” or “You must be going through…” The former is simple and to the point, the latter is a personal projection that is likely to fall off the mark.

Grief is intense, and personal, and tends to go through different stages.

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 come over and bring a warm meal.”
• “If you want, I can take care of your [chore].”

Grieving people may not pay too much attention to daily tasks for a while. Offering specific support comes in handy in such a state of mind.

4. Close with Kind Wishes

End your message with a kind, positive note:

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

Examples of Condolence Messages for Coworkers

Here are a few examples of what you can write in a condolence card for a coworker. They fit different contexts.

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

Condolence Message from the Staff or Team

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

Naturally, a message from the team cannot be too personalized, but the other examples can be tweaked and adjusted to match the level of closeness you have with your bereaved coworker.

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

The following are general guidelines for expressing condolences. They work outside the working space, too.

Dos

• Be genuine — Speak from the heart and keep your tone authentic. That’s the most important advice you can take from this guide. Even if you can’t find the perfect words, speak from your heart.
• 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 your judgment on religious messages — Consider how spiritual or religious the grieving colleague is and decide whether religion-themed condolences are appropriate.

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 — Don’t tell them you know how they feel. You probably don’t.
• 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, as their grief won’t magically disappear after they receive 10 or 20 sympathy messages.

A culture of empathy and understanding in the workplace is what can make a significant difference.

If you are in a managerial position, offer them flexibility in their workload. Even if you aren’t, you can suggest as much to their direct manager.

Also, respect their need for space, and check in periodically to see how they’re coping. Reconciliation with loss could be a lengthy process. Healing is rarely linear. There will be better and worse days along the way.

Sending or saying a condolence message is a good first step in supporting the grieving, but it is hardly enough.