Condolences at work
What to write in a sympathy card for a coworker
In a sympathy card for a coworker, say you’re sorry for their loss, let them know the team is thinking of them, and make it clear they can take the time they need. Keep it short, warm and free of work talk. If you knew the person who died, a brief kind memory is a gift.
19 examples below: Short and simple · Heartfelt · Formal
Short and simple
For a team card, or a coworker you know mostly through work.
“I’m so sorry for your loss. Thinking of you and your family.”
“Holding you in our thoughts during this hard time.”
“With deepest sympathy from all of us on the team.”
“Please take care of yourself. We’re here for you.”
“So sorry to hear about your mother. Sending you comfort and care.”
“Wrapping you in quiet support from every desk on our floor.”
“Grieving a beloved aunt is hard enough without email waiting. Breathe, rest, and lean on us; we mean it sincerely.”
Heartfelt
From a work friend, or someone who knew the person they lost.
“I’ll never forget meeting your dad at the summer picnic. He told me three stories about you as a kid and was so proud of every one.”
“You’ve listened to me through so many hard days at work. Now it’s my turn. Call or text anytime, even if it’s just to sit quietly over coffee.”
“There are no right words for losing your husband. I just want you to know you’re not alone, at work or anywhere else.”
“I lost my brother a few years ago, and I remember how heavy the first weeks felt. Be gentle with yourself. We’ll be here when you’re ready.”
“Please don’t worry about anything here. We’ve divided up your week and it’s handled. Just be with your family.”
“Your grandmother sounded like a remarkable woman from every story you shared at lunch. I’m sorry the world has one less person like her in it.”
“Your son’s kindness showed in every photo on your desk, especially the one from the fishing trip. Our hearts break with yours.”
Formal
From a manager, a department or the company.
“On behalf of everyone at the company, please accept our heartfelt condolences.”
“We are deeply sorry for your loss. Please take whatever time you need.”
“Our thoughts are with you and your family as you grieve.”
“With sincere sympathy and warm support from all of your colleagues.”
“Please know the leadership team grieves with you, and that your colleagues have gladly arranged to handle your responsibilities for as long as needed.”
Do
- Mention the person who died by name or relationship if you know it.
- Say clearly that work can wait and their tasks are taken care of.
- Share a short memory if you met the person they lost.
- Offer one practical kind of help, like covering a shift or dropping off a meal.
- Keep in mind that grief continues after they return; a kind word weeks later matters too.
- If the team sends flowers or gives to a charity in the person’s memory, note it simply in the card.
Don’t
- Don’t mention projects, deadlines or when they’re expected back.
- Don’t say “everything happens for a reason” or “they’re in a better place” unless you know their beliefs.
- Don’t ask how the person died.
- Don’t compare their loss to your own in detail.
- Don’t add anything funny. Even a light joke can feel wrong in a condolence card.
- Don’t share details of their loss with others outside the team.
- Don’t wait until they return to the office to say something. Silence can feel like nobody noticed.
- Don’t tell them how they should feel, or that they’ll be over it by a certain point. Grief is personal and rarely tidy.
How to write it
Start with a simple, direct line: “I’m so sorry about your father.” Coworkers sometimes overthink sympathy cards; plain and sincere is best.
If you have one, add a memory of the person or a kind word about your coworker’s strength. Otherwise, a sentence saying the team is thinking of them is enough.
Close with support and no pressure, like “Take all the time you need” or “We’re here whenever you need us,” and sign with “With sympathy,” “Thinking of you” or “With care.”
Questions
Keep it brief and kind: “I’m so sorry for your loss. Thinking of you and your family.” Sign with your full name and team so they know who it’s from.
Express sympathy, assure them their work is covered, and tell them to take the time they need. Avoid any mention of deadlines, leave policies or return dates in the card itself.
A group card is a lovely way to show support. Ask each person to write a short, sincere line and their name, and keep humor and work talk out of it.
As soon as you hear, ideally within a week or two. If you missed that, a card a little later is still welcome; grief doesn’t keep to a schedule.
A quiet, private “I’m really glad you’re back, and I’m sorry about your mom” is enough. Follow their lead about talking: some people welcome routine and distraction, others need patience on harder days, especially around birthdays and holidays.