Writing a condolence message at work can feel awkward for a simple reason: you want to be genuinely kind without crossing boundaries. You don’t want to sound cold, but you also don’t want to sound overly intimate—especially if you don’t know the details of the loss. The best condolence message to coworker is usually short, clear, and practical: acknowledge the loss, express sympathy, offer workplace support, and remove pressure to respond.
This guide gives workplace-appropriate examples for a coworker, manager, direct report, or client; shows what to include in an email versus a card; and includes bilingual options (English/Spanish) for diverse teams.
What to Include in a Professional Condolence Message
A workplace condolence message works best when it follows a simple structure:
1) Acknowledge the loss (without demanding details).
2) Express sympathy in one sentence.
3) Offer practical support related to work (coverage, deadlines, handoffs).
4) Close warmly and remove pressure (“no need to reply”).
If you know the person’s relationship (parent, spouse, sibling), you can name it. If you don’t, it’s perfectly fine to keep it general.
What to Avoid at Work
These are the phrases that most often land wrong in professional settings:
- “I know exactly how you feel.” (Even if you’ve experienced loss, it can feel dismissive.)
- “Everything happens for a reason.” (Can sound minimizing.)
- Faith assumptions (“They’re in a better place”) unless you know the coworker welcomes that language.
- Long advice or grief coaching. (The goal is support, not instruction.)
- Requests for details. (Let them share if and when they want to.)
Email vs Card: What’s Different?
Email is usually best when you want the message to reach them quickly and you want to include a practical work-related offer (coverage, deadlines, project handoffs). Keep it brief and calm, and avoid adding extra questions they feel obligated to answer.
A card is often best for something lasting and simple. Cards work well when a team is signing together, when you want a gentle “we’re thinking of you” message, or when you’re not directly involved in workflow decisions.
If you’re sending both, keep the card more human and the email slightly more practical.
Professional Condolence Email Examples
Simple, neutral email (coworker)
Subject: Thinking of you
Hi [Name],
I’m very sorry for your loss. Please know I’m thinking of you and your family. Take the time you need—[Team/Department] will cover things here. No need to reply.
With sympathy,
[Your Name]
More supportive email with a specific offer
Subject: My condolences
Hi [Name],
I’m so sorry you’re going through this. Please take the time you need. If it helps, I can handle [specific task/meeting/client update] this week and keep you copied only when you’re ready. No need to respond right now.
Sincerely,
[Your Name]
Email to a direct report (bereavement message for employee)
Subject: I’m so sorry
Hi [Name],
I’m very sorry for your loss. Please take the time you need, and don’t worry about work right now. We’ll cover your responsibilities and we can talk about a return plan whenever you’re ready. No need to reply—just sending support.
With care,
[Your Name]
Email to a manager
Subject: Thinking of you
Hi [Name],
I’m very sorry for your loss. Please know I’m thinking of you. If it would be helpful, I can support the team by covering [specific deliverable] or coordinating handoffs while you’re out. No need to reply right away.
Sincerely,
[Your Name]
Client-facing condolence email (professional and respectful)
Subject: My sincere condolences
Dear [Name],
Please accept my sincere condolences on the loss of [Name/your loved one]. I’m thinking of you and wishing you comfort in the days ahead. If it would help to pause or reschedule anything on our side, please let me know.
Sincerely,
[Your Name]
[Title / Company]
Sympathy Card Messages for a Coworker
These are short enough for a card and professional enough for most workplaces.
I’m very sorry for your loss. Thinking of you and your family.
Please accept my condolences. Wishing you comfort in the days ahead.
With sympathy—take the time you need. We’re thinking of you.
Holding you in our thoughts. Please let us know if we can help.
We’re so sorry. Sending support from your [team/department].
What to Say When a Coworker Lost a Loved One (In Person)
If you’re seeing them in the hallway or on a call, the best language is short and non-demanding:
“I’m so sorry for your loss.”
“I’m thinking of you.”
“No need to talk—just wanted to say I’m sorry.”
“If you want, I can take [task] off your plate.”
Avoid asking “How are you?” unless you genuinely mean it and can hold whatever answer comes.
How to Offer Practical Support Without Overpromising
Workplace support is most helpful when it’s specific and time-bounded. Instead of “Let me know if you need anything,” try:
“I can cover your inbox for two days.”
“I can run the client call on Thursday.”
“I can coordinate handoffs for the next sprint.”
“I can draft the update and send it for approval when you’re ready.”
If you’re sending a team message, it can help to name one coordinator (often the manager or HR partner) so the grieving employee isn’t fielding offers from ten people.
Bilingual Options: English + Spanish Templates
Short and neutral (card or text)
English: I’m very sorry for your loss. Thinking of you and your family.
Español: Lamento mucho tu pérdida. Estoy pensando en ti y en tu familia.
Email with “no need to reply”
English: I’m very sorry for your loss. Please take the time you need. No need to reply—just sending support.
Español: Lamento mucho tu pérdida. Tómate el tiempo que necesites. No hace falta responder—solo te mando apoyo.
Work-cover offer
English: If it helps, I can cover [task/meeting] this week so you don’t have to think about it.
Español: Si te ayuda, puedo encargarme de [tarea/reunión] esta semana para que no tengas que preocuparte por eso.
Manager/employee message
English: Please take the time you need. We’ll handle work coverage, and we can reconnect whenever you’re ready.
Español: Tómate el tiempo que necesites. Nosotros cubriremos el trabajo, y podemos retomar cuando tú estés listo/a.
Sympathy Flowers for a Coworker and Corporate Notes
If the team is sending flowers, keep the card short and collective. A corporate condolence note should be warm but restrained:
With deepest sympathy,
From your [Team/Department] at [Company].
Thinking of you and your family,
[Company/Team Name]
If the family requested donations “in lieu of flowers,” follow that preference and write a brief note that names the person and the team’s support.
A Quiet Takeaway
The best professional condolence message is brief, sincere, and practical. Acknowledge the loss, offer support that fits the workplace, and remove pressure to respond. If you keep your language simple and your help specific, your message will land the way you intend: as steady support at a difficult time.
