Compassionate and Conventional Comfort Letter Example for a Business

| August 15, 2012 | 0 Comments

Our comfort letter example for a business is designed to help companies to send a comfort letter to other businesses or to the families of associates and employees who have died. The death of a loved one gives rise to a wealth of emotions, and a well written comfort letter lets the grieving survivors know they are not alone in their sorrow. Writing a comfort letter can be a difficult task, especially if you do not know the bereaved well. The appropriate sentiments can be hard to express to complete strangers, but you can do so with compassion by using our comfort letter example for a business.

How to Use Our Comfort Letter Example for a Business

This comfort letter example for a business can be easily downloaded to your personal computer and edited using Microsoft Word or similar program. Because it is a business letter sent by an employer or business associate it is composed in a business format. The format we use is known as the “block style.” The content of a block style letter is written in blocks or sections, and justified to the left of the page, allowing you to easily construct your own letter section by section.

Before you begin to compose your own letter however, it is best to first grasp an idea of what to say and what should not be said. We can do this by analyzing our comfort letter example for a business section by section, or “block by block.”

Once you are to compose your own letter you can Download Our Comfort Letter Example for a Business and edit it to contain your personal sentiments..

Analysis of Our Comfort Letter Example for a Business

Our comfort letter example for a business begins with the proper addressing. This involves placing your contact information in the top left corner of the page followed by the date, the name and contact details of the recipient, and the salutation or greeting. It will look like this:


Mrs. Wanda Smith
Human Resources Manager
Ashton Associates
42 Livingston Ave.
Columbus OH 013425
Tel: 210-353-6974
Email: wsmith@ashton.org

July 9, 2012

Mrs. Harold Morgan
17 Fountain Lane
Worley Heights
Dayton, OH 0145637

Dear Mr. Morgan,

Once you have addressed your letter correctly you can begin to compose your message of sympathy. Our comfort letter example for a business follows what is known as the KISS principle – Keep It Simple and Sincere. You need to express your sympathy, yet not be overly familiar.

We first express our sorrow at the loss the family of the deceased has experienced. It is important to keep the tone of the letter positive by mentioning any fine qualities the deceased had such as integrity or dedication. You might say something like:

The management and staff of Ashton Associates send our sincere condolences on the loss of your wife Marie. Marie was a loved and respected colleague and will be sadly missed by those of us who had the opportunity to work alongside her.

In the following paragraphs you can share any funny work related stories about the deceased. Ask the deceased’s colleagues to share any amusing anecdotes they may remember. Reading such things can be very comforting to the deceased’s family, and provide them with a happy memory to help them deal with their loss. Something like the following would be appropriate:

As you know Marie was very active in team building and passionate about organizing various events to promote social interaction among the staff at Ashton Associates. Her many friends here will especially miss her annual summer barbecues, complete with her famous Dunk the Boss stall. 

President of Ashton Associates Mr. David Ashton used to joke with Marie constantly, kiddingly saying that: “You’ll be president by next year Marie, and then I’ll get to dunk you!” That was the kind of rapport Marie had with everyone here, from the guys who worked in the mail room, to those on the top floor.

Finally, close your letter by once again expressing your sympathy and sign the letter using your full title. Our completed comfort letter example for a business thus looks like this:

Mrs. Wanda Smith
Human Resources Manager
Ashton Associates
42 Livingston Ave.
Columbus OH013425
Tel: 210-353-6974
Email: wsmith@ashton.org

July 9, 2012

Mrs. Harold Morgan
17 Fountain Lane
Worley Heights
Dayton, OH 0145637

Dear Mr. Morgan,

The management and staff of Ashton Associates send our sincere condolences on the loss of your wife Marie. Marie was a loved and respected colleague and will be sadly missed by those of us who had the opportunity to work alongside her.

As you know Marie was very active in team building and passionate about organizing various events to promote social interaction among the staff at Ashton Associates. Her many friends here will especially miss her annual summer barbecues, complete with her famous Dunk the Boss stall. 

President of Ashton Associates Mr. David Ashton used to joke with Marie constantly, kiddingly saying that: “You’ll be president by next year Marie, and then I’ll get to dunk you!” That was the kind of rapport Marie had with everyone here, from the guys who worked in the mail room, to those on the top floor.

Please extend my deepest personal sympathies and those of Marie’s colleagues here at our firm to your family. Marie was highly regarded and respected by everyone who knew her.

With Sadness,

Mrs. Wanda Smith
Human Resources Manager
Ashton Associates

As our comfort letter example for a business can be printed out from your own printer, we suggest you use paper with a soft, pastel type background, and mail it in a matching envelope. This will show that some genuine thought and feeling has gone into the process.

Once you’re ready to begin composing your own comfort letter you can Download This Comfort Letter Example for a Business and edit it to convey your personal sympathies.

Tips and Useful Sentences you Can Use with our Comfort Letter Example for a Business:

  • Don’t mention anything negative about the deceased.
  • Keep your letter short, sensitive and sympathetic.
  • Post the letter where other staff members can see how the company has conveyed their sympathies to the family of their beloved co-worker.

Category: Sympathy Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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