How to say “sorry for your loss” professionally

Say this instead

1. 01

   I was so sorry to hear about your grandmother. Thinking of you and your family. No need to reply.

   Coworker · Chat

   Fits a colleague you know fairly well, since naming the grandmother shows you paid attention and “no need to reply” lifts the pressure.

   Use for my message
   Copy
2. 02

   I'm very sorry to hear about your father. I'm thinking of you and your family at this difficult time.

   Boss · Email

   Calm and respectful for a manager, sincere without getting too personal or too long.

   Use for my message
   Copy
3. 03

   I was saddened to learn of your loss. Please accept my sincere condolences. There is no need to reply to this.

   Client · Email

   Suits a client when you want warmth but formality, and it asks nothing of them.

   Use for my message
   Copy
4. 04

   I'm so sorry about your grandfather. I'm thinking of you.

   Someone you manage · Chat

   Short and human for someone you manage, with work left out so the sympathy stands alone.

   Use for my message
   Copy
5. 05

   Just heard about your brother. I'm so sorry. Thinking of you and your family today.

   Coworker · SMS

   Good when you already text each other, and brief enough to read at a hard moment.

   Use for my message
   Copy
6. 06

   I was sorry to learn of your loss. Please accept our sincere condolences.

   Customer · Email

   Fits a customer who has shared news of a bereavement, polite and short without prying.

   Use for my message
   Copy
7. 07

   I was sorry to hear about your loss. Wishing you and your family comfort in the days ahead.

   Recruiter / HR · Email

   Suitable for a recruiter you have dealt with professionally, warm without assuming a close relationship.

   Use for my message
   Copy
8. 08

   I heard about your aunt and I'm so sorry. Thinking of you.

   Boss · Chat

   Right for a manager you chat with informally, quick and personal and easy to receive.

   Use for my message
   Copy

Examples

What to avoid

• Skip “at least...” and “everything happens for a reason,” which can sound like you're minimizing the loss.
• Asking how the person died or for any details puts a burden on them.
• Keep work questions and deadlines out of the same message.
• Save “let me know if you need anything” for when you mean it and can follow through.
• A few sincere lines are enough, so keep the message from getting long or dramatic.

Related phrases

• What to say instead of “thank you”→
• Saying “you're welcome” at work→
• “As soon as possible”: how to say it politely→
• A kinder way to say “FYI”→
• Saying “get well soon” at work→
• Better ways to say “no, sorry”→