Letter of Condolence: 4 Examples and What to Say (2026)
By KI-Briefe editorial teamPublished 4 letters
A letter of condolence does not have to be long or eloquent; it has to be honest and it has to arrive. Below are 4 examples for the four situations people most often face: writing to a close friend, writing on behalf of a company, writing a short card and sharing a memory of the person who died. Each one can be adapted in a few minutes.
All letters at a glance
The table shows which letter is meant for which situation. Click a title to jump to the text.
| No. | Letter | Tone | Best for | Words |
|---|---|---|---|---|
| 1 | To a close friend | Sincere | A close friend or relative who has lost a parent, partner or sibling | 120 |
| 2 | On behalf of a company or team | Formal and professional | The family of a colleague or employee; also suitable for a business partner | 102 |
| 3 | A short card | Short and direct | A neighbour, an acquaintance or a colleague you do not know closely | 48 |
| 4 | Sharing a memory | Nostalgic | The family of someone you knew well: a friend's parent, a neighbour, a former teacher | 171 |
Letter of condolence: 4 examples to copy
Replace the highlighted parts in square brackets with your own details.
1. To a close friend
Best for: A close friend or relative who has lost a parent, partner or sibling
Dear [Name],
I was so sorry to hear that your mother has died. I have been thinking about you ever since I got the news, and I wish I had words that could make this easier. I do not, so I will just say it plainly: I am here.
You do not need to answer this letter or pick up the phone. When you want company, I will come. When you want quiet, I will leave soup at the door and go. On Thursday I am going to the shops anyway, so send me a list. Or do not, and I will guess.
Your mother raised someone kind and steady. That does not end with her.
With love,
[Your name]
2. On behalf of a company or team
Best for: The family of a colleague or employee; also suitable for a business partner
Dear Mrs [Surname],
It was with great sadness that we learned of the death of your husband, [First name Surname]. On behalf of everyone at [Company], I would like to express our sincere condolences to you and your family.
[First name] worked with us for [number] years. We valued his expertise, and we valued even more the calm and fairness with which he treated every colleague. He will be greatly missed in our team.
If there is anything we can do to support you in the coming weeks, please contact me directly at [phone number].
With deepest sympathy,
[Your name]
[Position, Company]
3. A short card
Best for: A neighbour, an acquaintance or a colleague you do not know closely
Dear [Name],
I wish you strength for the days ahead, and people around you who hold you up. I did not know [name of the deceased] well, but I know how much [he/she] meant to you. I am so sorry for your loss.
With heartfelt sympathy,
[Your name]
4. Sharing a memory
Best for: The family of someone you knew well: a friend's parent, a neighbour, a former teacher
Dear [Name],
The first time I met your father, he was standing on a ladder in your front garden, arguing with an apple tree. He lost the argument, laughed about it louder than anyone, and then invited me in for coffee as if we had known each other for years.
That is how I will remember him: sleeves rolled up, never too busy for a chat, always sending people home with a bag of apples they had not asked for. Did he ever tell you that he gave me my first tools when I moved into my flat? I still have them.
I wanted you to have this memory because I suspect you have heard a great deal of "I am so sorry" and not enough stories. He was a good man, and he was very proud of you. He told me so more than once.
I am sorry he is gone. I have more stories, and I would be glad to share them whenever you are ready.
Warmly,
[Your name]
How to make the letter personal
Use the name of the person who died
Writing "your mother" or "Helen" instead of "your loss" shows that you are thinking of a person, not of an event. Families often say this is what they remember about a letter.
Offer something concrete
"Let me know if you need anything" hands the work to the grieving person. "I will bring dinner on Thursday" or "I can drive the children to school next week" is help they can simply accept.
Write by hand if you can
A handwritten card or letter is kept, sometimes for decades. If your handwriting is hard to read, type the letter and sign it by hand.
Do not ask for a reply
Say explicitly that no answer is needed. People in mourning receive dozens of messages and feel guilty about each one they leave unanswered.
Frequently asked questions
How do you start a letter of condolence?
Start with the simplest true sentence: "I was so sorry to hear that your father has died." You do not need an introduction. In a formal letter, "It was with great sadness that we learned of the death of ..." is the usual opening.
What should you not write in a condolence letter?
Avoid anything that explains or shrinks the loss: "he is in a better place", "I know exactly how you feel", "time heals all wounds", "at least she did not suffer". Also avoid long passages about your own grief.
How long should a letter of condolence be?
A card needs two or three sentences. A letter to a friend is usually three or four short paragraphs. Length is not a sign of sympathy; a few honest lines are enough.
Is it acceptable to send condolences by email or text?
A short message straight away is fine and often welcome, especially between friends. Follow it with a card or a letter in the days after. For business relationships, a letter on paper is still the appropriate form.
Why 4 letters?
Four letters. Condolence letters allow only a narrow range of tones: humour, playfulness or grand emotion would be out of place, and readers in this situation want a clear choice rather than a long list. The four examples cover the four relationships that actually differ (close friend, business, distant acquaintance, someone who knew the deceased well). Further letters would only repeat one of them with other names.
KI-Briefe editorial team
The letters on this site are written with an AI language model. Before publication, an automatic check makes sure every letter has its own tone, its own opening and its own structure.
