When a coworker experiences a loss, your thoughtful show of support can be a sense of great comfort to them. But expressing your condolences via email can be pretty difficult. Instead of consoling them, you may end up causing your colleague even more distress by accidentally saying something wrong.
This is why you should know how to write a professional condolence email at work. Read on to learn the dos and don’ts of offering consolation over email. We have also included various condolence email templates you can use to express your sympathies.
Things to Do When Writing a Condolence Email
Here are some things you should do when writing a condolence email:
An Appropriate Subject Line
Start the email with an appropriate subject line. You can use phrases like “Sorry for your loss,” “My condolences,” “My sympathies,” or “Sorry to hear about your loss.”
The aim is to write something concise, and to the point, so your coworker instantly knows the purpose of the email. They may then decide if they want to open it or not.
Get Straight to the Point
When it comes to professional settings, there are somecommon mistakes to avoid in your email opening lines. So, never go off track and talk about unrelated things, especially when writing professional condolence emails.
You must understand that your coworker is grieving, so you shouldn’t be wasting their time with unnecessarily long emails. Get straight to the point by saying something like, “I heard about your loss, and I offer my deepest condolences.", or just, “I am very sorry for your loss."
Make It Personalized
If you know what relationship your coworker had with the deceased, consider including this information to make the email sound more personalized. An example would be, “I am really sorry about your brother passing away.”
If you personally know the individual who passed away, consider including a shared memory of them in the condolence email. This will not only honor their memory, but also show your support for the bereaved.
Offer Your Support
In the last section of your condolence email, be sure to offer your support to your coworker. Tell them that you’ll always be there for them, and they have your full support during this tough time. This way, your coworker won’t feel alone in their grieving process.
More importantly, be ready to offer your support if your coworker does ask for it, whether that’s in the form of a quick call or a personal visit. But even if they don’t need any help at the moment, your colleague will definitely appreciate the gesture.
You can then end the email using a professional signature as it’s one of thetop email etiquetteto do so. It not only makes you look more professional, but also helps the recipient contact you if needed.
Things to Avoid When Writing a Condolence Email
Here are a few things you should avoid at all costs when writing a condolence email in a professional setting:
A Casual Salutation
When it comes to professional emails, the rule of thumb is to steer clear away from casual salutations. This is especially important when it comes to emails offering condolences.
There are various professional salutations you can use instead, such as ”Greetings,” ”Dear Mr/Mrs,” or a simple ”Mr/Mrs” before the name of your coworker. You may use a “Hello” if the bereaved is a close work friend. But anything more casual may come off as rude.
Assuming Religious Beliefs
Assuming the religious beliefs of your colleague and incorporating religious condolences in your email based on these assumptions is never a good idea. Your colleague may find this inappropriate or downright disrespectful.
But if you’re close to the bereaved, and genuinely believe that it’ll comfort them if you mention a familiar religious saying, you may do so. But ensure it’s brief, and the words are framed correctly.
Giving Unsolicited Advice and Comparing Their Loss to Your Own
Many people make the mistake of providing unsolicited advice when offering condolences. You must understand that, if needed, a person would ask for advice on their own. So, steer clear away from saying things like, “Try staying occupied to keep your mind off this tragedy.”
Furthermore, no one wants their grief to be invalidated or compared to someone else’s. So, be sure to avoid creating parallels between the loss of your coworkers and your own.
Condolence Email Templates
Here are some condolence email templates you can use to help you show your support to a coworker. You can also create:
Template 1:
Subject Line: My condolences
Hi [Coworker’s name],
I am deeply saddened to hear about your loss. I want to offer my deepest condolences. [Deceased’s name] was an amazing person, and I remember them fondly from that time we met [State when you met the deceased].
I want you to know that I am here for you if you need anything.
Yours sincerely,
[Your name]
Template 2:
Subject Line: I am sorry for your loss.
Hello [Coworker’s name],
I heard about the recent loss in your family. Please accept my deepest sympathies. I hope that you find comfort in the good memories you shared with them. [Insert the shared good memory] is still one of my fondest memories with them that I deeply cherish.
If you need anything or want someone to talk to, please know that I am only a call away.
Sincerely,
Template 3:
Subject Line: My sympathies.
Dear [Coworker’s name],
I am deeply sorry to hear that [deceased name] has passed away. I hope you have all the support you need to get through this difficult time. Please reach out if you need anything at all.
Professional Condolence Emails Can Strengthen Work Relationships
These are the dos and don’ts of writing a professional condolence email, along with some templates to help you out. Start out your email with a concise subject line and use a professional salutation.
Don’t forget to keep the email short, express your condolences, and show your support. Also, be sure to give your email a second read before hitting “send” to ensure you don’t accidentally say something that makes things worse.
