Losing a loved one is one of the most difficult experiences a person can go through.
As an employer, it’s important to handle this sensitive situation with care and compassion.
Sending a thoughtful email to your team can help them process the news and feel supported during this challenging time.
In this article, we’ll provide 20 sample emails you can use as a starting point when crafting your message.
Each one is designed to strike the right tone and convey your heartfelt condolences.
With a little customization, you can create a personalized message that shows your employees how much you care.
Sample Emails Announcing Death of Employee’s Relative
Here are 20 examples to help you find the right words:
1. With a heavy heart
Subject: Sad News – John’s Father Has Passed Away
Dear team,
I have some very sad news to share. Our colleague John’s father passed away last night after a long battle with cancer. John is understandably devastated and will be taking some time off to be with his family.
If you’d like to send your condolences, please feel free to reach out to John directly. In the meantime, let’s all keep John and his loved ones in our thoughts during this difficult time.
Take care,
[Your Name]
2. Offering support
Subject: Condolences and Support for Sarah
Hi everyone,
I just learned that Sarah’s grandmother passed away unexpectedly this weekend. This is an incredibly tough loss for Sarah and her family, especially since they were so close.
Sarah will be out of the office for the next week to help with funeral arrangements and spend time with loved ones. Please join me in extending our deepest sympathies. If there’s anything we can do to support Sarah, even if it’s just lending an ear, I know she would appreciate it greatly.
Warmly,
[Your Name]
3. Respecting privacy
Subject: Sad News About Mark’s Family
Dear all,
I have some sad news to share about Mark. His sister passed away yesterday in a car accident. As you can imagine, Mark is in shock and grieving this sudden loss.
Mark has requested privacy during this time, so please refrain from reaching out directly. If you’d like to express your condolences, feel free to send a card to the office and I’ll make sure it gets to him.
My heart goes out to Mark and his family. Wishing them strength and comfort in the days ahead.
Sincerely,
[Your Name]
4. Coming together as a team
Subject: Supporting Emily During a Difficult Time
Hi team,
Emily’s husband passed away last night after suffering a stroke. This is an unimaginable loss and Emily is understandably heartbroken.
As Emily takes time to grieve and heal with loved ones, let’s come together to support her in any way we can. Whether it’s covering her work, sending a thoughtful note, or donating to the memorial fund, every act of kindness will matter.
I know we’ll all be keeping Emily and her family in our thoughts. Thank you for being such a compassionate team.
Take care,
[Your Name]
5. Celebrating a life
Subject: Remembering Tom’s Mother
Dear colleagues,
I have some sad news to share about our coworker Tom. His mother passed away over the weekend after a valiant fight against Alzheimer’s. While her passing is painful, Tom wanted me to share that the family is focusing on celebrating her remarkable life and legacy.
Tom’s mother was a pioneering scientist whose work touched countless lives. Her curiosity, integrity, and kind heart live on through Tom and will continue to inspire all who knew her.
As Tom takes some much-needed family time, let’s surround him with the same warmth and care his mother always showed others. We’re lucky to have Tom as part of our work family.
With sympathy,
[Your Name]
6. Dealing with an unexpected loss
Subject: Heartbreaking News About Lila
Dear all,
It’s with a very heavy heart that I share some tragic news about Lila. Her brother died by suicide last night. Lila is utterly shocked and devastated by this unexpected loss.
Losing someone to suicide is unimaginably painful. Lila’s brother battled depression for years and his death is no one’s fault, but the “what-ifs” right now are overwhelming. As Lila takes time to grieve with her family, let’s gently remind her of the love and support surrounding her.
I know you’ll join me in keeping Lila and her family in your thoughts and prayers. We’re here for you, Lila.
Take care,
[Your Name]
7. Permission to unplug
Subject: Scott Will Be Taking Bereavement Leave
Hi team,
Scott’s beloved grandfather passed away last night. Given their incredibly close relationship, Scott is taking this loss very hard.
Scott will be out for the next two weeks on bereavement leave. He has permission to fully unplug so he can focus on grieving and being present with his family. We’ll cover his projects and ensure nothing slips through the cracks.
If you’d like to send condolences, I’m happy to collect cards and pass them along to Scott. For now, let’s give him the space he needs and keep him in our thoughts.
Take care,
[Your Name]
8. Offering flexibility
Subject: Supporting Amy After the Loss of Her Mother
Dear team,
I have some very sad news. Amy’s mother passed away yesterday after a long illness. Amy was able to be by her side at the end, which was a deep comfort, but she is understandably devastated right now.
As Amy takes time to grieve, please know that she has our full support and the flexibility to take as much time as she needs. If you’re able to help cover any of her projects, let’s discuss them offline.
Most of all, let’s rally around Amy and extend our love and sympathy during this painful time. She’s part of our work family and we’re here for her.
With sympathy,
[Your Name]
9. Remembering a special person
Subject: Celebrating the Life of Kevin’s Aunt
Hi all,
I have some sad news to share about Kevin. His Aunt Lisa, who he was extremely close to, passed away over the weekend from a rare cancer.
For those who don’t know, Aunt Lisa stepped in to raise Kevin after he lost his parents as a young child. She was an incredibly loving, caring presence who shaped Kevin in countless ways. Her kindness and generosity touched everyone who knew her.
Kevin and his family are heartbroken but are focusing on celebrating Aunt Lisa’s beautiful life and legacy. As Kevin takes time to grieve and memorialize his aunt, let’s keep him in our thoughts and flood him with happy memories of this very special woman.
With condolences,
[Your Name]
10. When more information isn’t available
Subject: News About Sophia’s Family Loss
Dear colleagues,
I received word that Sophia experienced a death in her family and will be out of the office for the next week. Out of respect for her privacy, I don’t have any additional details to share at this time.
Losing a loved one is never easy. While we may not know the specifics of Sophia’s loss, we can still extend our deepest sympathies and let her know we’re here to support her however we can.
If you’d like to send a card, please drop it off with me and I’ll ensure it gets to Sophia. In the meantime, let’s keep her in our thoughts as she takes the time she needs to grieve with her family.
Take care,
[Your Name]
11. When the team is close-knit
Subject: Holding Ben in Our Hearts
Dear work family,
It’s with a very heavy heart that I share the news of Ben’s father’s passing. After suffering a major stroke last week, he died peacefully yesterday morning surrounded by loved ones.
There’s no easy way to lose a parent. Having to say goodbye to someone who has loved, raised, and shaped you is one of the most difficult things we face in life. As Ben and his family grieve this immense loss, let’s surround them with the same love and care Ben’s dad always embodied.
Ben will be taking a few weeks off to be with his family. As we give him this time and space, please know that I’m always here if you need support as well. We’re a family and we’ll get through this together.
With love,
[Your Name]
12. When the death was expected
Subject: Sad Update on Mary’s Family
Hi everyone,
Many of you know that Mary’s grandfather has been in hospice care for the past few months. I’m saddened to share that he passed away yesterday afternoon.
While his death was expected, it doesn’t make the loss any easier. Mary was very close to her grandfather and is grieving the end of his long, beautiful life. As she takes time to mourn with her family, let’s send her our love and let her know we’re here for any support she needs.
Mary will be out for the next two weeks. We’ll ensure all of her projects are covered and that she has the space to grieve and celebrate her beloved grandfather. If you’d like to send condolences, feel free to drop off cards with me.
With sympathy,
[Your Name]
13. When the person was a public figure
Subject: Liam’s Family Suffers a Tragic Loss
Dear team,
By now, many of you may have seen the very sad news that Liam’s mother passed away over the weekend. As a sitting U.S. Senator, Senator Collins was a dedicated public servant whose work touched millions of lives.
To Liam, though, she was first and foremost Mom – a loving, inspiring presence who shaped him in countless ways. Her death, while not entirely unexpected after a long illness, is a devastating loss for Liam and his family.
As you can imagine, planning services for a high-profile public figure is a significant undertaking. Liam will be out for the next month to focus on his family and lay his incredible mother to rest.
Let’s rally together to support Liam and give him the time and space to grieve. If you’d like to express your condolences, we’ll be collecting cards to pass along to Liam and his family. We’re here for you, Liam.
Take care,
[Your Name]
14. Respecting different grieving styles
Subject: Supporting Rachel During Her Loss
Hi team,
I have some sad news to share about Rachel. Her sister passed away yesterday after a difficult battle with addiction. Rachel is understandably shocked and heartbroken.
Grief looks different for everyone, so let’s focus on supporting Rachel in whatever way she needs. If she wants to talk, listen with compassion. If she needs space, honor that too. Let her know it’s okay to not be okay right now.
Rachel will likely be out for the next two weeks. We’ll keep things running smoothly in her absence and welcome her back whenever she’s ready.
My heart goes out to Rachel and her family during this devastating time. Let’s surround her with care as she begins to heal.
With condolences,
[Your Name]
15. When children are impacted
Subject: Sad News About David’s Family
Dear colleagues,
I have some heartbreaking news to share. David’s wife passed away very suddenly from an undiagnosed heart condition, leaving behind David and their two young children.
To lose your partner and mother of your kids without any warning is an unimaginable tragedy. David is in a state of shock as he tries to process his grief while staying strong for his children.
David will be out for the foreseeable future to care for his family and begin to heal. Let’s do everything we can to support him – from covering his projects at work to offering help with meals or childcare.
I know you’ll join me in keeping David and his kids in your thoughts and prayers. We’re here for you, David, today and always.
With deepest sympathy,
[Your Name]
16. When the employee is remote
Subject: Holding Anna in Our Hearts
Hi everyone,
Our remote colleague Anna shared some very sad news. Her mother died yesterday after complications from surgery. Despite the physical distance between us, let’s rally together to support Anna during this devastating time.
In lieu of an in-person visit or meal train, I’ve started a digital GrievingWell page where we can share memories, support, and virtual gift cards to help with expenses. You can access it here [link].
Anna’s incredibly close relationship with her mom was always so clear. She spoke of her constantly and shared so many wonderful stories. My heart breaks at the thought of the pain Anna must be feeling right now.
As Anna takes time to grieve, let’s flood her inbox with love and continuously remind her that her work family is here, even from afar. We love you, Anna.
With sympathy,
[Your Name]
17. When the employee has no family nearby
Subject: Supporting Kai After the Loss of His Grandmother
Dear team,
I have some very sad news. Kai’s grandmother, his last living relative, passed away suddenly last night. Kai is understandably devastated and feels the immense weight of this loss.
Being far from his hometown with no family nearby, Kai needs his work family more than ever right now. While we can’t take away his pain, we can surround him with love and be there to listen, help with arrangements, or provide meals.
Kai will be flying home this afternoon and will be out for the next week. Let’s cover his projects and ensure he doesn’t have to worry about working on top of everything else.
I know we’ll all be keeping Kai in our thoughts and ready to support him in any way we can as he copes with life without his beloved grandmother. We’re here for you, Kai.
With condolences,
[Your Name]
18. When more support is needed
Subject: Help Zoe Grieve the Loss of Her Partner
Hi everyone,
I have some tragic news to share. Zoe’s partner passed away suddenly last night. This shocking loss has left Zoe understandably rattled and heartsick.
As Zoe faces the overwhelming logistics and emotions of this loss largely on her own, let’s do everything we can to support her. I’ve started a MealTrain and ErrandsCalendar for people to sign up to help. Even the smallest gestures will mean a lot right now.
Zoe will be out for the next few weeks and will have extended leave available as needed. Let’s cover her projects, coordinate support efforts, and continuously remind Zoe that we’re here for anything she needs.
My heart is with Zoe and I know yours are too. Let’s take good care of her as she begins to process this unimaginable loss.
With sympathy,
[Your Name]
19. When the loss hits close to home
Subject: Team Member Loss – Let’s Support Each Other
Dear colleagues,
It’s with a very heavy heart that I share that our teammate Chris lost his brother last night to an overdose. This tragedy is devastating on its own but especially gut-wrenching given how many of us on this team have been impacted by addiction.
Losing a loved one to the disease of addiction comes with such complicated emotions. As someone who lost my son, I know how isolating that grief can feel. I’m here for anyone who needs support and I know Chris would appreciate love and compassion from his work family too.
Chris will be taking extended leave to grieve with his family. Let’s cover his workload, deliver care packages, and continuously let him know that we’re here to listen or sit in silence, whatever he needs.
Most of all, let’s commit to taking care of ourselves and each other. If you’re struggling, my door is always open. We’ll get through this together.
With love,
[Your Name]
20. When you need to be brief
Subject: Loss in Madison’s Family
Team,
Madison suffered a death in her family and will be out on bereavement leave. Out of respect for her privacy, I can’t share more details.
Let’s keep Madison in our thoughts and support her team to cover projects in her absence. Cards can be sent to the office.
More than anything, let’s extend Madison’s compassion as she copes with her loss. We’re here for you, Madison.
[Your name]
Wrapping Up
Losing a loved one is devastating under any circumstances.
As an employer, you have an opportunity to offer support and compassion that can make a real difference for your grieving employee.
While you can’t take away their pain, you can create a workplace culture that normalizes grief and encourages employees to take the time they need.
Even small gestures, like the sample emails above, can provide immense comfort during a difficult time.
Most of all, remind your employees that they’re part of a supportive work family who will be there for them every step of the way.
With empathy, flexibility, and open communication, you can help your team navigate even the most painful of losses.
When it comes to helping a grieving employee, it’s not about having the perfect words.
It’s about showing up, offering genuine care, and creating a safe space for them to heal.
Whether it’s through a thoughtful email, a card signed by the team, or a commitment to covering their workload, every act of support matters.
By leading with compassion, you not only help your grieving employee but you foster a workplace culture of empathy and resilience.
When employees know they can bring their whole selves to work, even during life’s most difficult moments, it builds loyalty, productivity, and a shared sense of purpose.
Grief is a universal human experience, yet it’s still something we often shy away from discussing at work.
By normalizing these conversations and modeling healthy ways to support grieving employees, you make a lasting positive impact.
You never know when someone on your team may be suffering in silence.
So use the sample emails above as a starting point, but don’t be afraid to customize your message and support based on your employee’s unique needs.
The most important thing is to lead with empathy, be consistent in your care, and create a workplace culture that navigates challenging times with grace and compassion.
Together, we can break the stigma around grief and create more supportive workplaces for everyone.