Writing a Condolence Message for Coworkers, Bosses and Clients

A condolence message for coworkers, managers or clients follows the same rules as any other, with one difference: you’re writing across a professional line. That means keeping it brief, sincere and private, and leaving the details to the person who is grieving. Done well, a short note at work can mean a great deal, partly because it’s unexpected.

Finding the right tone at work

Aim for warm, not intimate. Say you’re sorry and that you’re thinking of them, but don’t ask about the circumstances or share your own grief story at length. If you’re close outside work, you can write more personally, ideally in a separate card or text from you alone.

Respect their privacy, too. Your colleague may not want the whole office to know what happened, so follow their lead, or their manager’s, on how much to share.

A simple three-part structure

1. Acknowledge the loss. “I was so sorry to hear about your mother.”
2. Add a kind word. A memory if you knew the person, or simply “I’m thinking of you and your family.”
3. Lift the pressure. “Please take the time you need; we have things covered here.” Leave deadlines out unless it’s to say they can wait.

Examples for every workplace situation

Adjust the names and details, and match the tone to how well you know the person. When in doubt, shorter is better.

A condolence card for a coworker

I was so sorry to hear about your dad. I know how much you looked forward to your Sunday calls with him. Thinking of you, and please take all the time you need.

I’m so sorry for your loss. You’ve been such a support to everyone on this team, and we want to be the same for you now. We’re here whenever you’re ready, and not a moment before.

I was saddened to hear about your grandmother. Please know you’re in my thoughts, and tell me if I can take anything off your plate.

Signing a team card

Thinking of you and your family. With sympathy, Priya

Holding you and your family in my thoughts. Take good care, Sam.

Short condolence messages, professional

I was very sorry to hear about your loss. Please accept my condolences, and don’t worry about anything here; we’ll take care of it.

I just heard your news and wanted to say how sorry I am. No need to reply. We’re thinking of you.

Please accept my sincere condolences on the passing of your wife. If there’s anything I can do to make the coming weeks easier at work, I’ll gladly do it.

Condolence messages for your boss

I was so sorry to hear about your mother. Please don’t give the office a second thought; the team has everything in hand. We’re all thinking of you.

I’m sorry for your loss. You’ve always looked out for all of us, so please let us look out for you now, with anything you need this week.

Condolence messages to a client

I was very sorry to learn of your father’s passing. Please accept my heartfelt condolences, and know that our project can wait until you’re ready. Warm regards, Elena

Dear Mr. Okafor, everyone at the firm was saddened to hear of your loss. Please accept our deepest sympathy. We’re thinking of you and your family in the days ahead.

When a colleague has died

We were so sorry to hear about Carol. She was the heart of our office: she remembered every birthday, organized every potluck and always had time for the new hires. We’ll miss her very much.

Your husband was a respected colleague and a genuinely kind man. Many of us learned our jobs from him, and we’re grateful we had the chance to work alongside him. With deepest sympathy from all of us.

Workplace etiquette worth knowing

• Check before you share. Let your colleague or their manager decide how much the team is told.
• Coordinate the group card. One card from the team is easier to receive than a flood of separate emails, though a personal note from closer colleagues is still welcome.
• Leave return dates out of it. That’s for them and their manager to sort out, not for a sympathy note.
• Welcome them back quietly. On their first day back, a simple “Good to see you; I’ve been thinking of you” is enough. Let them decide whether to talk about it.

What to avoid

• Long stories about your own losses. A sentence of shared experience is plenty at work.
• Questions about how the person died. If they want to tell you, they will.
• Business in the same message. Even a small update can make a condolence note feel like an afterthought.
• Religious language, unless you know they share your faith.
• Very casual sign-offs. “Cheers” or an emoji can read as careless here.

A short, sincere note from a coworker can be a real comfort, partly because nobody expects it. Keep it simple, keep it kind and keep the pressure off. For more options, see our short condolence messages, our guide on what to write in a sympathy card, or start with the basics of writing a condolence message.