How to Write a Business-Related Condolence Letter

Writing a condolence letter is never easy. When the deceased is a business colleague or relationship, the condolence note can be even more challenging. But taking a few moments to consider the purpose of the letter and crafting a thoughtful note is worth the effort.

A sympathy letter balances between condolences, the emphasis on the person, and sympathy for loved ones. The business relationship adds additional dimensions, including respect and continued relationships.

Intent

The tone of business condolence letters frequently varies from a personal note, but should still center on the deceased. Regardless of who the deceased was in your life, a letter of sympathy will always be welcome to his or her family.

Remember the primary purposes of a condolence letter:

1. To remember the person

2. To show support, sympathy and respect for the person's loved ones

3. To aid in the healing process for the loved one writer and the writer

These same elements apply, but also include subtle reminders of the business relationship. For example, a card to a colleague after her mother passes away may refer to needing time while a letter to a vendor or funder may relate a professional anecdote or refer to the deceased's interests.

Components

A letter or card that relates a personal story or memory about the deceased may be the best expression of sympathy the person's loved ones can receive. Even in business settings, any personal memories you can include will be welcome.

The best condolence letters have these elements:

1. An acknowledgement of loss

2. An expression of support

3. A memory of the deceased - whether with the writer or with the loved ones

When writing a professional condolence letter, remember it is not a tool to press for additional business, but an extension of your relationship. The focus should always remain on the deceased or the recipient.

While a prompt letter of sympathy is best, preferably within two weeks of the death, a late acknowledgment is better than never. In some instances, letters that come after the initial few weeks will help remind them people remain aware of their loss.

Sign Off

A condolence letter requires more than "Sincerely" at the end of the note. Phrases like "You are in our thoughts" may seem cliche, but they are more personal and reflect back on the reader.

While blatantly furthering an agenda is inappropriate in a condolence letter, the act of sending a letter can help further or cement a relationship. A heart-felt and well-written condolence letter may turn into a memento read many times in the future and is another symbol of professionalism and respect.