How to Write a Sympathy Letter to an Employee (with Sample & Format)

Let’s face it – we often tend to get stuck on what to say to someone close to us when they lose someone dear to them. Finding the right words to express yourself can be daunting. But a letter of sympathy can help comfort them in their time of grief.

Here are a few tips, guidelines, a sample format and letter, and elements of a good employee sympathy letter:

Start with a Reason for Your Sympathy. Typically, an employee sympathy letter is more formal than any other note that you’d send to a friend or coworker. For instance, you can start off with words, such as, “We want to express our deepest condolences for your recent loss. It can be quite sad to lose a family member, and we want you to know we are very sorry.”

Offer Your Assistance. Let your employee know that they have your support in case they need your help. What’s more, offer your assistance without obligating your company’s resources. An example of such a note can be, “Kindly let us know if there is anything, we can do to offer our assistance.”

State the Company’s Resources That Might Help. Note that you can state the company resources available that might be of use during their time of grief. Although they might not need your resources, it is imperative to make the offer. It will show that you care.

Grant Them a Paid Leave. Apart from showing that you care and want to help, you can state that you are granting them a paid leave to allow them enough time to deal with the loss. For instance, you can state that, “We have picked someone to help with your office tasks while you are away, and we also want you to know that you can all the time you need to mourn the loss of your mother.”

Use Your Normal Signature in the End. Ideally, you want to send your condolences in a formal way. For this reason, ensure you use your normal signature. Regards is one of the most common signs off signatures for a sympathy message. Other closing signatures include:

• With warm regards
• Warmly
• Sincerely
• Thinking of you
• With sympathy
• Thinking of you

• Write your letter by hand in a piece of paper. It might seem outdated, but it will leave a bigger impact on your employee. It’s a more meaningful gesture.
• Don’t copy other templates just to seem more articulate. Instead, write the letter in your own voice. It’s highly likely that your employee already knows how you express yourself.
• Make the letter short
• Offer comfort and reassurance
• Include your full name at the end
• Keep in mind religious beliefs no matter what the bereaved believes in
• Write the letter from the heart and be thoughtful

Without a doubt, the above guide is quite helpful if you are looking to write a sympathy letter to an employee. However, it is also imperative to note that your unique nature and the relationship you have with your employee will determine what you will write.