When you learn that someone close to your friend or colleague has died, you may want to do something to let them know that you are there for them. You can acknowledge their grief by sending them a sympathy message. There are various things you should keep in mind when writing condolences messages.
You can begin the note by admitting that a loss has indeed occurred. If you knew the deceased, use their name in the letter whenever referring to them. If you know any special qualities that the person had, mention some of them.
If you had interacted with the person before, share pleasant memories you have about them. If you have never met the person before then you can share the nice comments that the person may have said about them. You can retell a story about something they did or something the loved.
Don’t over think your message. Just write something out of your heart and something genuine, expressing how you feel about the whole situation. Be brief and to the point. The recipient may not have time to read through a long letter.
You can offer the bereaved help. Be specific about what you can do for the recipient, instead of offering generalized help. You can conclude your letter by a thoughtful expression. This includes letting them know that they are thinking and praying for them. Visiting the bereaved personally will make a big difference, instead of just posting the letter.
Do not delay to send your note. Preferably do it shortly after you have learned about the loss. Take time to write out the note by hand, instead of having it typed. Sympathy messages are best written on plain paper in subtle colors rather than bold colors.