How to Write a Sympathy Email

In this article, we delve into the delicate task of writing a sympathy email. We’ll explore what to do before writing, what information should be included, and we’ll also provide an easy-to-use email template. By the end of this article, you’ll be equipped to convey your condolences with dignity and respect.

To write a sympathy email, express your condolences sincerely, add a personal touch by mentioning a positive memory of the deceased, and offer support if you can.

What To Do Before Writing the Email

Before you start writing a sympathy email, there are few things you should take into account:

  • Understand the Relationship: Gauge the depth of your relationship with the person you’re writing to. This will inform the tone and content of your email.
  • Gather Information: Find out details about the bereavement, if appropriate. It will help you to personalize your message.
  • Be Sensitive: Remember that people experience grief differently. Be mindful of this when drafting your email.

What to Include In the Email

The content of a sympathy email can be broken down into the following parts:

  • Salutation: Address the receiver in a respectful manner. If you have a close relationship, using their first name is appropriate.
  • Expression of Sympathy: Clearly express your condolences. Be sincere and straightforward.
  • Personal Touch: If possible, include a positive memory or characteristic of the deceased.
  • Offer of Support: If you’re in a position to do so, offer practical help or emotional support.
  • Closing: Conclude with a comforting closing statement and sign off with your name.

Email Template

Here’s a simple email template you can customize:

Subject: My Condolences on Your Loss

Dear [Recipient’s Name],

I was deeply saddened to hear about the passing of [Deceased’s Name]. My heart goes out to you during this difficult time.

[Deceased’s Name] was a wonderful person who touched the lives of many. I will always remember [a positive memory or characteristic].

Please know that you’re not alone and I’m here for you. If there’s anything I can do for you during this challenging time, don’t hesitate to ask.

Take care and remember that [Deceased’s Name’s] legacy lives on in all of us who had the pleasure of knowing them.


[Your Name]


Composing a sympathy email is a sensitive task that requires thoughtfulness. Remember to consider your relationship with the recipient, be sincere in your condolences, add a personal touch, and offer support if possible. The key is to communicate your compassion and support in an empathetic and respectful manner.