Words of Condolence: How to Write a Business Condolence Letter to Someone, While Also Sending Condolences?

by Liz
(E. Syracuse, NY, USA)

I work for an insurance carrier and I need to get information from a woman about her husband's death. I hate that I have to do this so close to the passing of her husband, but it is required for the insurance end of this matter. My company has no references for me to seek out in how to write a letter that is business minded, but also is sensitive to someone's grief. Any suggestions?

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Dear Liz,

A business condolence letter should have a basic business letter format, but as you've mentioned, it needs to be personable enough to be sensitive to a grieving individual.

Here are a few tips for writing words of condolence.

-Use a high-quality stationery or business letterhead.
-A condolence letter can be inserted inside of a sympathy card.
-Be respectful of the mourner's emotional state and keep your letter brief.
-Offer assistance of if you are able to help in some way.
-Be a good representative of your organization, by being careful not make religious statements that might not be well received.
-Close with a thoughtful sympathy sentiment.

Mary Mitchell writes in The Complete Idiot's Guide to Etiquette that a condolence letter should accomplish three things: "Acknowledge what a terrible loss the death is for the bereaved and that you sympathize with their suffering to some degree, convey a sincere desire to help in some way, and praise the accomplishments, character, and devotion of the deceased."

It can be difficult to write a condolence letter to a customer, client or business associate since you probably do not know them well enough to mention character traits. However, there are a few words of sympathy and comfort that apply to most every situation.

Here is a sample letter of condolence to give you an idea of what to aim for.

Sample Condolence Letter

In most cases a condolence letter should be handwritten, but in a business situation such as yours, a typed letter in a business letter format is appropriate.
This sample condolence letter uses a standard business letter format and can be modified to suit your particular situation.

January 12th, 2008 Mrs. John Smith 1260 North Washington Avenue Scranton, Pennsylvania 18503 Dear Mrs. John Smith: Please accept my sincere condolences for the loss of your husband. I can only imagine what a difficult time it must be for you and your family to suffer the death of a wonderful father and husband. We will try our best to conduct matters quickly and efficiently so as to not be a bother to you during this time. Please fill out the attached form to provide us with necessary information to process your invoice. Please let me know if I can be of service in any other way or if you have any questions. My thoughts are with you and your family. Sincere Condolences, Mary Hollingsworth

A good resource for you or your company is a book called The Art of Condolence by Leonard M. Zunin and Hilary Stanton Zunin. It may help you in futures situations and I've consulted it more than a few times to help people in situations like yours.

I hope this helps you out Liz!



Best Wishes,
Jenna Harner