Workplace
What to write in a sympathy card for a coworker
Keep it brief, kind and private: say you are sorry, say you are thinking of them, and ask for nothing. One or two sentences is right for a coworker, and offering a specific piece of help is better than “let me know.” If you are unsure, “I'm so sorry for your loss. Thinking of you, and please don't worry about work” is safe for almost any workplace.
Five sympathy messages for a coworker
I'm so sorry for your loss. Thinking of you, and please don't worry about work.
I'm so sorry. Thinking of you.
I'm so sorry for your loss. I'll cover your meetings this week; no need to reply.
I'm sorry you're going through this. Work can wait. Please take the time you need.
Thinking of you and your family.
Jump to a situation
- For a close teammate
- For a colleague you know lightly
- From a manager to a team member
- For a distant coworker or when you barely knew them
- One line for a shared team card
- After they return to work
- When a parent, spouse or child has died
- When the loss was sudden or unexpected
- When a coworker's pet has died
- From a manager or team to a team member
- For someone you barely know
- Offers that help (when you can truly follow through)
- By text or Slack
- If faith language fits (only if you know)
- Short sympathy texts for a coworker
- What not to say to a grieving coworker
Why workplace sympathy feels hard
At work, grief meets professionalism, and most of us freeze. The cure is to be shorter and more specific, not more eloquent. You are not trying to fix their grief. You are letting them know that someone noticed, cares, and wants nothing back. Skip religious language unless you know it fits. Skip “at least” statements. Leave out your own loss stories. Then send it, ideally within a few days, because a short note this week beats a perfect one next month.
For a close teammate
3 messages
I'm so sorry for your loss. Thinking of you. No need to reply or catch us up. Take the time you need.
I'm so sorry. Whatever you need from work, or nothing at all, I'll handle it.
Thinking of you and your family. We've got things covered.
For a colleague you know lightly
3 messages
Sorry to hear about your loss. Sending care from here. No reply needed.
Thinking of you in this hard time.
My condolences. Wishing you and your family comfort.
From a manager to a team member
2 messages
I'm sorry you're going through this. Work can wait. Please take the time you need. We're thinking of you.
I'm so sorry. Take what time you need; we'll sort the details when you're ready.
For a distant coworker or when you barely knew them
2 messages
Hearing the news with care. Wishing you quiet and support in the days ahead.
So sorry for your loss.
After they return to work
2 messages
Glad to see you when you're ready. No need to talk about it unless you want to. We've got your back.
Welcome back. Take things at whatever pace works. I'm around if you want company.
When a parent, spouse or child has died
4 messages
The closer the loss, the shorter the line. Do not compare or explain.
I'm so sorry about your mother/father. Thinking of you and your family.
I can't imagine how hard this is. I'm so sorry. We have things covered here.
I have no words, only that I am so sorry. We are thinking of you and your family.
I'm so sorry about your brother/sister. Whenever you're ready, we're here; no hurry.
When the loss was sudden or unexpected
3 messages
I was shocked to hear. I'm so sorry. You don't need to reply, and please take the time you need.
There are no right words, only that I'm so sorry and I'm thinking of you.
Whatever you need from work this week, consider it taken care of.
See also: Sympathy card: what not to say
When a coworker's pet has died
3 messages
To the person it was family. Treat it as the loss it is.
I'm so sorry about [name]. They were lucky to have you.
Losing a pet is losing family. Thinking of you today.
I'm so sorry. Take all the time you need.
See also: Pet loss card
From a manager or team to a team member
4 messages
Please take whatever time you need. Your work is covered, and we're thinking of you.
There's nothing you need to do here this week. We've got you.
Everyone here is thinking of you and your family. No need to reply.
We're sorry for your loss. Your seat is here whenever you want it back.
For someone you barely know
3 messages
A short, sincere line is better than silence. Don't pretend to know the person who died.
I'm sorry for your loss. Thinking of you.
I was sad to hear your news. Wishing you comfort.
Thinking of you and your family at this time.
Offers that help (when you can truly follow through)
3 messages
Specific beats general. Only offer what you will actually do.
I'll cover your Thursday meeting. You don't need to reply.
I'm bringing lunch to the office for you next week, whenever you feel like it.
I'll handle the report this week. Take care of yourself.
By text or Slack
2 messages
Just saw the note. So sorry. No need to reply. Thinking of you.
So sorry for your loss. Nothing needed from you.
If faith language fits (only if you know)
1 message
Holding you and your family in my thoughts and prayers. No need to reply.
Short sympathy texts for a coworker
3 messages
One line, with explicit permission not to reply.
So sorry for your loss. Thinking of you. No reply needed.
Holding you in mind today. Take all the quiet you need.
Care from here. No updates required.
What not to say to a grieving coworker
These are common at work and often land wrong.
- “I know exactly how you feel”You don't. Comparison shifts the focus to you.
- “They're in a better place” / religious certaintyOnly use faith language if you know they share it.
- “At least they lived a long life” / “At least…”Minimizes the loss. Skip silver linings.
- “Let me know if you need anything” (alone)Puts work on them. If you offer help, make it specific and optional.
- Asking for details of the death or funeralPrivacy first. HR or the family will share what they want shared.
- “When are you coming back?”Timeline pressure. Leave return dates to them and their manager.
- “At least they lived a long life.”It rushes the person toward comfort they don't feel yet.
- “I know exactly how you feel.”Even if you've lost someone too, theirs is different.
- “Let me know if you need anything.”Puts the work on them. Offer a specific task instead.
- A work question in the same messageEven a small one signals you want an answer.
A note on signing a group card
If someone is circulating a card, write one or two lines and sign your name. Don't use the space for a long message, and don't comment on others' notes. For the deeper guide on grief wording beyond the office, see the sympathy page.
Before you send it
- Ask HR or their manager how the family prefers to be contacted before you mail anything to a home.
- On a team card, keep each line short so everyone fits.
- If you're covering their work, say so plainly. It's often the most helpful line in the card.
Our best lines on one printable page
The free wording pack collects our favorite lines for cards and texts on a single page you can print or copy from.
Open the free wording packRelated guides
This guide offers etiquette and wording ideas, not HR or counseling advice.