It is important to know how to write a condolence letter. This is because we may be called upon to do so in our capacity as the secretary of an association, or the human resource person at our place of employment.
A condolence letter will follow the general guidelines of writing, namely the contents, organization of the body and conclusion. It is also necessary to pay attention to the spelling of words and punctuation.
Are Condolence Letters Formal or Informal letters?
Condolence letters can be written formal or informally. The type of relationship between the writer(s) and recipient(s) will determine if the condolence letter should be written as a formal or informal letter.
Parts of a Formal Condolence Letter
The Address
A formal condolence letter will have two addresses as a regular formal letter.
The Salutation and Heading
A condolence letter is usually written to members of the bereaved family as a whole, although there may be one person who is the focal point of the relationship between the writer and the recipient(s). Therefore, Dear sir/ma may be omitted and only the heading, that is, the subject matter of the letter should be written.
The Body
The format and contents of the body of a condolence letter can follow the same pattern for both a formal and informal condolence letter.
Write on the person’s positive attributes. Mention some of his contributions, service, impact, why and how he will be missed.
Conclusion
A condolence letter can be concluded with words of hope and comfort to the mourners. You can also express you (your organisation’s) willingness to support them through any means within your reach.
Closing
A condolence letter will be closed with signatures and full name of the writer. The writer’s designation in the organization or association can also be written.
Example of a Condolence Letter
Unique Friends Club
P. O. Box 67
Uyo
31st July, 2020.
The Family of
Mr. James Adei
Sky Blue Estate
Uyo.
LETTER OF CONDOLENCE
On behalf of the members of Unique Friends Club, Uyo, I write to convey our condolence on the death of our esteemed friend and resourceful community leader; Mr. James Adei, which sad event occurred on the 28th of July 2020.
Late Mr. James Adei, though not a member of our club, influenced us positively through his participation in our special neighbourhood development programmes. Those who had the privilege of meeting Mr. James Adei, either in the course of business, or through his many grassroots projects for self-empowerment of less-privileged members of society, can attest to his selfless nature and diligence. He took great pleasure in carrying everyone along while advancing the cause of both his immediate community and the wider society. Certainly the Unique Friends Club, Uyo will miss his patient and yet strict, guidance.
Although we are still in shock at his sudden departure, we take consolation in his many outstanding achievements and contributions. The several scholarships both known and unknown, community health centres, portable water supply, among others, stand as his legacy which will not be forgotten. He will be sorely missed.
We urge you to take solace in the fact that Mr. James Adei’s sojourn on earth was not without impact. We believe that he has found eternal rest in the bosom of the Creator.
We pray that God will grant you, the family, the fortitude to bear this loss.
Yours faithfully,
Solomon Johnson
Chairman