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How to Write Condolences in Email

There are times when sending condolences by email is appropriate – if you are away and cannot contact them otherwise, or if you know the grieving person only casually and communicate mainly by email. Below, you will find examples of condolence emails to help you find the right words.

Begin Your Email With a Salutation

Even though it’s an email, use a salutation such as the ones below as they show sincerity.
Dear _______,
My Dear Friend _______,
Dearest _______,
Dear Mrs. _______,
Dear Mr. _______,
Dear Cousin _______,
Dear Uncle _______,
Dear Aunt _______,

If you had a professional relationship with the bereaved use one of the following:
Dear Pastor _______,
Dear Reverend _______,
Dear Rabbi _______,
Dear Father _______,
Dear Reverend and Mrs. _______,
Dear Officer _______,
Dear Doctor _______,
Dear Doctor and Mrs. _______,

Ready to Send Condolences by Email

These condolence messages are ready to send and can be used as a basis for your personal message.

I just heard the tragic news. Please know my thoughts are with you.

I was shocked to hear of your sudden loss. I will get in touch when I return home.

I just heard about the death of _______. I am so sorry for your loss.

I jus found out that _______ died. I am so sorry. I am away on business and won’t be able to attend the funeral but I will visit you when I am back

I am saddened to hear of your loss. My thoughts and prayers are with you.

Extending heartfelt condolences at this time as we remember someone who was a hard worker, someone who stood on principles and a mentor to her co-workers at _______.

My deepest condolences on your _______'s passing. May his memories bring you comfort at this sad time.

The management and staff of _______ extend our heartfelt condolences at this sad time.

I am saddened to know that you have lost your son. You have my deepest sympathies.

_______'s death is a great loss. Please accept my heartfelt condolences.

Please accept my deep condolences on the untimely death of your husband. It is really very shocking news. Please let me know if I can help.

I am so sorry to hear that you have lost your mother. May your close family and friends provide you much comfort at this time.

All of us are shocked to hear of the death of our wonderful colleague. _______ was not just a co-worker but a friend to us all here at _______. You have our deepest condolences.

The news of your wife’s untimely death is a complete shock. Though I am not able to be with you at this sad time, please know that you are in my thoughts and prayers.

I’m so sorry I could not be there in person to convey my condolences. Though I may be far away, know that my spirit and prayers are with you. I will give you a call next week to talk.

We are so sorry to hear about _____'s passing. We hope that the love of family and friends will comfort and strengthen you in the days ahead.

Our condolences to you at this sad time. Your _____ was a wonderful man/woman. He/She always had a beautiful smile. Please know that you are in our thoughts and prayers.

So sorry to hear of _____’s passing. He leaves behind a wonderful family and I know you will all be a great source of comfort and support to one another.

Deepest sympathies from the management and staff of _____. Words are never adequate in moments like these. We will say though, that our hearts go out to you, and we will always remember the joyous memories that we are privileged to have in knowing your _____.

Additional Thoughts You Can Add to Emails for Condolences

If you knew the deceased well it is appropriate to mention a happy memory of them or recall a wonderful quality they had in emails for condolences. Some ideas are:

I especially remember _____________’s gentle spirit and loving nature. They will always be remembered as an especially giving person of great character.

May the outpouring of love you have received since _____________’s parting serve as a reminder to you and your family of how much she/he was loved by all who knew him/her.

I often think about when we first moved into the neighborhood. _____________ came right over and helped us carry our things into our new house. After he/she brought us over a home cooked meal. That was a wonderful act of kindness which we’ll never forget, and which demonstrates the type of person that _____________ was.

_______ was a valuable and highly respected member of our team here at (name of company or business). The effects of his/her loss are being felt already by those of us who had the honor and pleasure of working with him/her.

I will miss ________ so much. He/she was a dear friend whose company I cherished.

Famous Quotes You Can Add to Emails for Condolences

“Memory nourishes the heart, and grief abates.” Marcel Proust.

“Life is eternal; and love is immortal; and death is only a horizon; and a horizon is nothing save the limit of our sight.” Rossiter Worthington Raymond.

“Earth hath no sorrow that Heaven cannot heal.” Thomas Moore.

“If the future seems overwhelming, remember that it comes one moment at a time.” Beth Mende Conny.

“Our death is not an end if we can live on in our children and the younger Generation. For they are us, our bodies are only wilted leaves on the tree of life.” Albert Einstein

“He who has gone, so we but cherish his memory, abides with us, more potent, nay, more present than the living man.” Antoine de Saint-Exupery

“When he shall die. Take him and cut him out in little stars. And he will make the face of heav’n so fine. That all the world will be in love with night. And pay no worship to the garish sun.” William Shakespeare, Romeo and Juliet

Final Thoughts for Sending Condolences by Email

Before you send your email make sure you have followed these simple rules of etiquette:

  • Subject line – Don’t leave the subject line blank! You could use the following phrases in the subject line: Condolences, With Sympathy, Sad News, So Sorry
  • Acknowledge the person who has passed away – by name if possible.
  • Share a memory if you can. If you didn’t know the deceased, then make a sincere statement of sympathy 
  • Offer your assistance in the days and weeks to come
  • End thoughtfully with: my condolences, with deepest sympathy or you’re in my prayers
  • Include your contact information – especially if you’ve offered to help