What to Write in a Sympathy Card or Condolence Letter

When someone experiences a loss, it’s natural to want to say something comforting, but finding the right words isn’t always easy. A sympathy card or condolence letter is a meaningful way to offer support. Whether you’re writing a simple message or sharing a short story about the deceased, this guide will help you write with compassion and confidence.

Sympathy vs. Condolences: What’s the Difference?

While often used interchangeably, “sympathy” refers to the emotion of feeling sorrow for someone else’s loss, while “Condolence” refers to the message you send to express sympathy.

• Use sympathy when referring to your feelings for those in mourning.
• Use condolences when referring to the message or gesture itself.

Example sympathy message:

“Please accept my heartfelt sympathy. You and your family are in my thoughts.”

Example condolence message:

“We send our deepest condolences. Your mother’s warmth and kindness touched so many.”

Who Should Receive a Sympathy Card or Condolence Note?

It’s appropriate to send a sympathy card or letter to:

• A spouse or partner of the deceased
• Parents, children, or siblings
• Grandparents or grandchildren
• Close friends, colleagues, or extended family
• Acquaintances, especially if they may not have an extensive support system

If you don’t know the family well, address the card to “The Family of [Name].” You can send it to the home address or in care of the funeral home.

When to Send a Sympathy Card or Letter

Ideally, send your message within two weeks of the death. But late is better than never, especially if you just found out about the loss. In that case, acknowledge the delay in your note and focus on your support.

You can also send a card or letter on important dates like:

• The deceased’s birthday
• Death anniversary
• Holidays or special occasions

These follow-up gestures often mean even more as time passes.

Should You Send a Sympathy Card If You Go to the Funeral?

Yes. Attending the funeral and sending a sympathy card are two different ways to express support. The card offers a lasting message that the grieving family can revisit after the service.

• Funerals can be overwhelming. A card ensures your words are remembered.
• Cards create comfort over time. They can be saved and reread in quiet moments.
• You can say more in writing. A short note lets you share a memory or kind thought without feeling rushed.

Even if you speak to the family at the service, following up with a card adds a thoughtful and personal touch.

What to Say in a Sympathy Card or Condolence Note

A few sincere words are better than something long or overly polished. Keep your message brief and heartfelt.

What to include:

• A simple expression of sympathy
• A personal memory, if appropriate
• A note of support (e.g., “I’m here if you need anything”)
• A thoughtful close (“Wishing you peace” or “With caring thoughts”)

What to avoid:

• “I know how you feel.”
• “Everything happens for a reason.”
• “At least they’re no longer in pain.”
• “You’ll feel better soon.”

If you’re unsure, try something simple, like “Thinking of you during this difficult time” or “We’re so sorry for your loss.”

How to Send a Sympathy Card the Right Way

To make sure the recipient receives your card, follow these best practices:

• Choose a card that reflects the recipient’s beliefs and relationship to the deceased.
• Address the envelope clearly, and include your return address.
• Sign your full name — especially if others may share your first name.
• Don’t include personal updates or unrelated news.
• Add a short, handwritten message.

How to Write a Condolence Letter

A condolence letter may be longer than a card, offering a chance to share deeper reflections or memories.

6 Tips for Writing a Condolence Letter

1. Write by hand if possible. A handwritten letter feels personal and intentional.
2. Send it promptly. Aim for within two weeks, but send it later if needed.
3. Use the deceased’s name. It shows respect and avoids awkward vagueness.
4. Share something specific. A memory, a trait, or a kind gesture goes a long way.
5. Keep it focused on the bereaved. Don’t center your own grief or experiences.
6. Offer specific help. Instead of “let me know,” say “I can drop off meals this weekend.”

Condolence Letter Sample

Here are three short condolence letter examples you can adapt depending on your relationship to the grieving person.

Condolence Letter To a Family Member

Dear Aunt Sue,

I was heartbroken to hear about Uncle Tony’s passing. He always had a story to tell and made everyone feel welcome. I’ll miss him dearly and will keep you and the rest of the family in my thoughts.

Love,

Jessica

Condolence Letter To a Friend

Dear Sam,

I was so sorry to hear about your dad. I know how much he meant to you and how proud he was of everything you've done. I’ll be thinking of you in the days ahead—if you ever want to talk, grab coffee, or just hang out in silence, I’m here.

With love,

Tina

Condolence Letter to a Client

Dear Mr. Martinez,

On behalf of our entire team, please accept our sincere condolences on the loss of your father. We understand how difficult this time must be for you and your family. If there’s anything we can do to ease your workload in the coming weeks, please don’t hesitate to let us know.

With sympathy,

Fran White

Client Services Director

Condolence Letter from an Organization

Dear Ms. Whitaker,

On behalf of everyone at Rosewood Consulting, please accept our heartfelt condolences on the loss of your husband. James was more than a colleague; he was a friend to many of us. We are grateful for the time we shared with him and extend our deepest sympathies to your family.

Sincerely,

Daniel Rose

Other Expressions of Support

Whether you send a card, write a letter, or offer condolences, what matters most is letting someone know you care. Explore our helpful resources for other ways to express your support, honor someone special, or for your grief journey.

A sympathy gift can also be a meaningful gesture — something that brings comfort now and serves as a lasting tribute. If you’re looking for ideas, our Memorial Store offers a thoughtful selection of both traditional and personal remembrance items. 

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