The Art of Writing Condolences in an Email: Tips and Examples

Sending condolences in an email has become more common, especially with digital communication being a part of everyday life. But expressing sympathy this way can feel daunting—how do you ensure your message is heartfelt, respectful, and appropriate?

In Australia, where culture blends both formality and warmth, crafting the right condolence message requires genuine care and thought. Whether you're offering support to a colleague, friend, or acquaintance, here’s how to do it with grace.

Is It OK to Send Condolences via Email?

Many people ask, is it ok to send condolences via email? The answer is yes—when done thoughtfully. Email allows you to reach out promptly, especially when geography or timing makes phone calls or visits difficult.

However, consider your relationship to the person. For close family or friends, a call or handwritten note may be more suitable. For professional contacts or distant friends, email is an acceptable and respectful option.

How to Email Condolences: First Steps

Writing condolences in an email doesn't need to be complicated. The most important element is sincerity. Keep it personal, direct, and supportive.

• Use a simple, compassionate subject line (e.g. "Thinking of You").
• Open with a warm greeting using their name.
• Express your sympathy clearly in the first sentence.
• Share a memory or quality of the person who passed, if you knew them.
• Offer specific support if appropriate (e.g. help with tasks or simply being available).
• Close gently and warmly—"With sympathy", "Thinking of you", or "Warm regards".

Examples of Condolence Emails

Below are sample messages tailored for different situations to guide your wording:

Example 1: Professional Relationship

Dear Sam,

I was very sorry to hear about your father's passing. Please accept my deepest condolences. My thoughts are with you and your family during this difficult time. If there's anything I can do at work to support you, please don’t hesitate to ask.

Warm regards, Helen

Example 2: Friend or Acquaintance

Hi Leah,

I just heard about your sister. I’m so sorry. I remember how fondly you always spoke of her. Please know I’m thinking of you, and if you need anything at all—talk, tea, or just kindness and company—I’m here.

With love, Matt

Tips for Tone and Timing

Timing matters. Ideally, send your message within a few days of hearing the news. Don't worry if it’s slightly delayed—late condolences are better than none at all.

Keep the tone quiet and respectful. Avoid overly formal language, clichés, or making assumptions about how the person feels. Be kind and supportive without trying to "fix" anything.

What Not to Include

• Don’t make it about yourself.
• Avoid religious references unless you’re sure they’re welcome.
• Keep it brief—under 250 words is often best.

Final Thoughts on Sending Condolences in an Email

Writing condolences in an email is about connection and comfort. In moments of grief, even a few kind words can offer real solace. If you're unsure what to say, simplicity and honesty are always safe choices.

Above all, what matters most is showing you care—because small gestures, whether typed or spoken, still make a difference. When you reach out with authenticity and warmth, it truly counts.