Preview: these examples are awaiting final review.
Short Professional Condolence Messages
Find brief, respectful wording for a manager, company, client or business contact. These examples focus on formal communication and practical offers you can genuinely make. For a personal note to a peer, see the coworker page below.
Brief formal messages
For a professional contact when you want warm, respectful wording without assuming a close relationship.
I was very sorry to learn of your loss. Please accept my sincere condolences.
Thinking of you and your family at this difficult time. There is no need to reply to this note.
Please accept my heartfelt sympathy on your family's loss.
I wanted to express my condolences and let you know you are in my thoughts.
With sincere sympathy to you and your family, from all of us at [Company].
Wishing you comfort and support in the days ahead. My sincere condolences.
From a manager to an employee
Use only offers of leave, flexibility or workload cover that you are able to arrange.
I'm very sorry for your loss. Please take the time you need, and let me know how we can support you.
Please focus on what you need right now. We'll coordinate work coverage with the team.
On behalf of the team, I want to express our deepest sympathy. When you're ready to discuss your return, we'll work with you on the arrangements.
I was so sorry to hear about your family's loss. If you need to discuss leave or flexibility, I'm available to talk through the options with you.
Thinking of you and your family. I'll make sure your work is covered.
On behalf of a team or company
For cards signed by many people or official messages.
On behalf of everyone at [Company], we offer our heartfelt condolences.
Your colleagues at [Team] are thinking of you and your family during this difficult time.
All of us here extend our deepest sympathy and warm wishes to you and your family.
The entire [Company] community is holding you and your family in our thoughts.
With sincere sympathy from all of your colleagues.
To a client or business contact
Respectful, brief and focused on the person.
I was sorry to hear of your loss. Please accept my condolences. There is no need to reply, and our work can wait.
My sincere sympathies on your loss. Please take all the time you need.
I'm so sorry to hear about your family's loss. We'll coordinate any work matters with the team while you're away.
Please accept my heartfelt condolences. Thinking of you and your family.
Short email openings
Starting points for a slightly longer professional email.
Dear [Name], I was deeply saddened to hear about the loss of your [relationship]. Please accept my sincere condolences.
Dear [Name], I'm so sorry for your loss. I wanted to reach out and let you know that you are in my thoughts.
How to write a condolence message at work
In a professional setting, a good condolence message is brief, kind and clear. Say that you are sorry, mention that you are thinking of the person, and where appropriate, reassure them that work arrangements can be handled. If you are not in a position to make that decision, offer help with a specific task instead. Avoid personal opinions about the loss.
If you are a manager, the most important part of your message is what it makes possible: time away, flexible deadlines, and the sense that the team has things covered. Follow up with practical details in a separate message, not in the condolence note.
Keep the tone sincere without being overly familiar. If you know the person well, you can add a personal line. If you do not, a short formal note is enough, and it is always better than saying nothing.
When you are writing as a manager, separate compassion from logistics. The condolence note can acknowledge the loss and reassure the employee that they do not need to respond. A separate message can explain who is handling urgent work, how to request leave, and whom to contact if plans change. Avoid asking for a return date in the first note. If you are a colleague rather than a manager, do not promise time off or make decisions on the person's behalf.
For a condolence note to a client or customer, keep the message respectful and avoid turning it into a business conversation. Do not include sales language, requests, or routine reminders.
- Keep it to two or three sentences.
- Don't ask about the cause of death.
- Make it clear they don't need to reply.
- Offer flexibility or help with work in concrete terms.
- Send the message privately before a group card.
What not to say
- Asking for details about how the person died.
- Mentioning deadlines or projects in the same message.
- "I know how you feel," even if you've had a similar loss.
- Making the message public if you're unsure the person wants that.
- Using humor or emojis.
Frequently asked questions
What is a professional condolence message?
It is a short, respectful message sent in a work setting to a colleague, employee or client after a loss. It expresses sympathy without being too personal.
How do I write a condolence email to an employee?
Say you are sorry, tell them to take the time they need, and mention that the team has things covered. Save details about leave and logistics for a separate message.
What do I write on a company condolence card?
Use short lines such as "On behalf of everyone at [Company], we offer our heartfelt condolences." Ask colleagues to add a personal line if they wish.
Should I send a condolence message to a client?
Yes, if you have a relationship with them. Keep it brief, sincere and free of business matters.
How soon should I send a condolence message at work?
As soon as you hear. If you're late, send it anyway. A kind message weeks later is still appreciated.