These sample death announcement emails can help you to write a courteous message after someones passing.
When you cant share the news of a death in person or you need to share it with a large group quickly, a sample death announcement email can help you find a respectful way to inform others of the loss. The key is to think about how you might break the news to employees, colleagues, or distant family members in person and then use those words in the body of your email.
Having to inform others about the passing of a loved one can be an extremely difficult task. Writing emails to share the sad news requires sensitivity, care, and thoughtfulness.
This guide provides tips and examples to help you composeemails about a death in the family in a meaningful way
Why Send an Email?
During such a difficult time, writing individual emails likely feels overwhelming. However, a personalized email is more sensitive than a general social media post. Email also allows sharing some details and memories you may not announce publicly.
Though emotional, take time to thoughtfully craft emails to close connections. This gives space for you to express the loss, and for recipients to process it before responding.
When to Email
Ideally, send notification emails within 24-48 hours of the passing Quickly informing close contacts allows them to provide support and gives them time to adjust schedules if attending services
However, give yourself grace during the grieving process. Take the time you need before notifying extended contacts. Consider asking a close friend or relative to assist with outreach.
Who to Notify by Email
Emails are appropriate for notifying:
- Close friends and family who will want details and to comfort you
- Colleagues, employers, or business associates of the deceased
- Distant relatives who may not be called directly
- Organizations, groups, or communities the deceased was involved with
- Anyone you won’t see soon in person
Think through who should hear the news more personally from you or someone close versus a general announcement. Tailor each email accordingly.
Basic Email Structure
While every email will be unique, most should include:
- A subject line briefly conveying the loss
- A warm opening acknowledging the relationship
- The name of the deceased and their relation to you
- Basic information about the death and services planned
- A meaningful memory or reflection on the person
- Appreciation for the recipient’s support
- Links to an obituary or online memorial
- Your contact information for further questions
Adjust details based on your relationship and the recipient’s level of closeness with the departed. Keep the focus on honoring them.
How to Start the Email
Opening the email is difficult. Begin gently while clearly conveying the purpose.
Some salutation options:
- Dear friends,
- Dearest family,
- To my cherished college friends,
- My dear coworkers,
- To all who knew and loved my grandfather,
Or open by acknowledging the loss:
- With a heavy heart, I’m deeply saddened to share that my dear sister Anna passed away on Tuesday after a brief illness.
- It is with great sorrow that I inform you my father James died suddenly this morning from a heart attack.
- I’m reaching out with the devastating news that my son Eli died in a car accident last night.
Follow the opening with a sentence on the relationship, such as “As many of you know, Anna was an inspiring teacher and friend to all.”
How Much Detail to Include
The amount of detail depends on your comfort level and the recipient’s relationship. Close family and friends may want more information on the circumstances. For work contacts, a brief explanation may suffice.
Details you may choose to include:
- Cause of death and any illnesses
- Date and location of passing
- Funeral or memorial service date/location
- Charities designated for donations in lieu of flowers
- Online memorial or remembrance page
- Point person to coordinate food, etc.
Keep details focused on logistics to support attendees. Limit what feels too personal or painful. But know sharing memories and emotions can help healing.
Sharing a Memory
Consider adding a meaningful paragraph to honor them. For example:
-
Ben thoughtfully brought donuts for the office every Friday. We’ll miss his generous spirit and bright smile around the hallways.
-
Ava had a passion for volunteering and always stepped up to help local families in need. She leaves a legacy of selfless service.
-
As a single father, Miguel devoted his life to caring for his daughters. He beamed with pride at their every accomplishment and milestone.
Aim for authenticity. Share a memory or quality you sincerely admired.
Expressing Appreciation
During such a painful time, expressing gratitude for ongoing support means a lot. Close with something like:
- Thank you for the love and friendship you gave Anna over the years. I’m deeply grateful for people like you in her life.
- Your presence would mean so much to us. Please reach out if I can provide any information to assist you.
- James treasured your colleagueship. We’re comforted knowing he was cared for by his work family.
Sincerely thank recipients for their understanding, condolences, or help during the difficult days ahead.
Email Subject Lines
Choose a simple, straightforward subject line like:
- In memory of Peter Miller
- Passing of my grandmother Anna
- Honoring the life of Bob Lewis
The recipient will immediately grasp that a loss has occurred based on the subject wording.
Emails to Children
If the deceased had young children, adapt details based on their age and comprehension. Use simple, honest language:
- Ava’s body stopped working so she died. She didn’t want to leave you but she couldn’t stay here anymore.
- We are sad because Grandpa Tom died yesterday. Dying means his body stopped and he can’t come back again. But we can think about our happy memories of him.
Offer reassurance about all who will continue surrounding them with love and support.
Wrap up with a final note of gratitude and care. Sign the email with your name or closing like “Love” or “Blessings”.
Some closing message options:
- Thank you for your compassion during this painful time.
- I’m grateful to be surrounded by community and will draw comfort from fond memories.
- Bless you for understanding my delayed replies as we grieve this loss.
Let recipients know it’s okay if you’re unable to respond quickly. Most will thoughtfully await your contact after learning of the tragedy.
Sample Emails
Use these samples as inspiration when drafting your own message:
Subject: Passing of my father, Mark Thompson
Dear friends and family,
It is with great sadness that I share the passing of my beloved father, Mark Thompson, after his year-long battle with cancer. He was surrounded by close family at home when he died peacefully yesterday evening.
As many of you know, my father was a deeply caring physician who touched countless lives during his 30 years of pediatric practice in our hometown. He loved barbecuing for our big family gatherings, and never failed to entertain us with his signature magic tricks. We will always carry his warmth and laugh in our hearts.
A memorial service is planned for this Saturday at 2pm at Oak Grove Cemetery. We welcome those wanting to pay respects in person, or join virtually via livestream on the cemetery website. In lieu of flowers, I know Dad would appreciate any gifts to the local children’s hospital which gave him such purpose.
With gratitude,
Sarah
Here is an example email to co-workers:
Subject: Passing of our colleague, Diane Wilson
Dear colleagues,
I’m very sorry to share that our longtime accounting associate Diane Wilson unexpectedly passed away from heart complications yesterday.
Diane was with our company for over 8 years, and her reliability, skill, and dedication will be greatly missed. She took pride in mentorship and helped many new staff get up to speed. We’ll fondly remember her famous cookies she often baked for our office celebrations.
Her memorial service will be held privately by family next Tuesday. Our management team is working ensure all Diane’s projects are transitioned smoothly. Please reach out if I can clarify any open items, and I’ll communicate more as we move forward.
If you’d like to share a favorite memory or photo of Diane, we will be compiling a remembrance book for her family. Please email me any stories or pictures you’d like included.
My door is open if anyone needs any support during this difficult time. Wishing everyone patience and care.
Regards,
Brian Mills
Moving Forward After Loss
Losing someone you care for deeply leaves a permanent void. While the grief never fully fades, receiving support from friends and family during the mourning period provides comfort.
Be patient, gentle, and gracious with yourself as you navigate life after loss. Cherish the memories that mean most. If you allow, sharing your loss with others through emails and stories can help bring you together in healing.
Sample Email Death Announcement for a Family Member
Notifying family members of a death is part of planning a funeral, but you typically wouldnt announce the death of a family member via email unless youre notifying distant relatives or friends who dont live nearby. Use this sample email to get you started.
Death in the Family Email to Boss Sample
The loss of a family member is always hard to share, especially with your employer. However, it is important to let them know this news as soon as possible so that they can make plans for while you are away at the funeral.
To: Manager Subject: Loss of a loved one
Dear [Mr./Mrs. Manager Name],
I wanted to inform you of the death of my [family members relationship to you]. He/she passed away on [day of the week] in [location]. I know that this is not the most convenient time, but I need to request bereavement leave to go to [location of funeral] to prepare for the funeral/celebration of life.
I was hoping to take off [amount of time]. Please let me know if this is acceptable and what I need to do in order to have this request approved. I appreciate your understanding and support during this difficult time. I will make sure to prepare the team before I leave.
[Insert your name and title] Quick Tip
If you do not know your companys bereavement policy, you can replace the third sentence with: “I need to request bereavement leave to go to [location of funeral] to prepare for the funeral/celebration of life. Can you put me in contact with the HR representative who can let me know our company policy?”
Sample Email for Death in Family
How do I send a family death announcement?
Use this sample email to get you started. The subject line for a family death announcement should include the name of the deceased person so recipients can see that it’s a legitimate message and not a scam. Regretful notification that [insert first and last name] has passed away.
How do you write a letter to a deceased family member?
Begin with the full name of the deceased and maybe a small extra bit of information about them. “The Jones family announces the passing of their father, David” You may want to include the location of their death too but it isn’t necessary. Make it clear if there will be a funeral or memorial service along with the date of it and location.
How do you write an email about a loss in your family?
The following steps can show you how to compose an email that informs your peers about a loss in your family: Address the recipient: With a formal salutation, address the recipient of your email by name.
How do you write a death announcement email?
It’s important to include a descriptive death announcement email subject line so people don’t overlook the message. Remember to keep the subject line brief, yet somber. You don’t need to include the person’s name in the subject line, but you can if you’re a small company where everyone knows each other well.
