Condolence Business Email: Best Writing Practices (A Guide)

A business condolence message should be kept short, respectful, and empathetic. What should you say or not say? The following article will give tips on what to avoid and how to express condolences in a business email.

What is a condolence message?

A condolence message is a way of expressing sympathy to someone who is grieving. These messages are usually sent to people who have suffered the loss of a loved one. They offer immeasurable comfort to those who are experiencing a loss.

Sending a condolence message to a colleague, when appropriate, can reinforce an empathetic workplace and reflect your values.

When a colleague or family member passes away, the workplace must offer an opportunity for employees to offer their condolences. Sending these messages can be difficult, but it can also be therapeutic.

Tips for what not to include in a condolence message

Expressing your condolences with the right words can be difficult. Business condolence messages do not need to be long; they should be brief and express sympathy. Here are some reminders not to include in your message:

  • Avoid offering advice: using phrases such as “You will” or “You should”. Writing this seems like you are telling them how they should feel about what has happened.
  • Offer your sympathy, but do not compare your loss to theirs: avoid saying “I know how you feel” or “I can’t imagine what it’s like.” While this may seem like a sincere thing to say, it does not focus on grief.
  • When in doubt, focus on your colleague and not the person who died: focusing on the negative takes away from empathizing with them.
  • Keep the tone respectful and avoid making jokes: avoid offending anyone with any humor in your condolence message. There is a time and place for jokes; a condolence message is not one.

Tips for what to include in a condolence message

It is important to offer words of hope if possible and to let the grieving person know they are not alone. A meaningful message should be comforting and thoughtful.

People grieve in different ways, and it is easy to get overwhelmed by a flood of condolence messages. Keep your message personalized, appropriate, and respectful. Here are some reminders to help you write a condolence message:

  • Keep it short and simple: a long, wordy message is not needed. Keeping it short helps portray your message and show your support.
  • Express your condolences: you do not need to go into further detail. Show you empathize with them and that you are here for support.
  • Close the message with some thoughtful words: always close the message with a simple saying. Something that sums up your message without being over the top.

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Example of a condolence message

Taking the advice above here is an example that shares job-related support and a message that comes from the heart:

Dear Jon,
My thoughts and prayers are with you during this time of grief, following the loss of your sister. My deepest sympathies go to you and your family.

If there is something I can do to help during this time, please let me know. Do not worry about any ongoing projects; the team can handle the workload.

With caring thoughts,
Tony Rider

Why is it important to send a condolence message to a grieving colleague?

While your relationships in the workplace differ from those with friends and family members, your professional relationships are important. You can strengthen these relationships by empathizing with your colleagues.

Here are a few reasons to send a colleague a condolence message:

Offers acknowledgment

When faced with the loss of a loved one, feeling lonely is common. A sincere condolence message acknowledges a colleague’s loss, which can be comforting.

The message you send can help remind a grieving colleague that they have your professional support during this difficult time.

Shows sympathy

Sharing your support can help build your professional relationship. Taking the time to write a condolence message can show that you sympathize with their loss.

Expresses value

Sending a message is a thoughtful gesture and a good part of business etiquette. Writing a condolence message shows colleagues are valued at work.

Supports the team

Supporting your colleagues contributes to maintaining a healthy company culture. It shows that you are supportive of them.

Conclusion

Simple actions like this can help make a workforce more cohesive. Grief can be hard to navigate, but no one should face it alone.

There are many ways to write a condolence message. Just remember to not make it about you, keep it short, and have a respectful tone. Showing support and empathizing with your colleagues maintains a positive work culture and conveys a reassuring message you care.

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