Edit online · Download free · No account

Sympathy letter template

You do not need to find words that make a loss better. A sympathy letter can simply acknowledge the person who has died and let someone know you are thinking of them. Keep what feels sincere, remove what does not fit and allow the letter to be short.

Use this free template

Before you start

The name of the person you are writing to and, if appropriate, the person who died.
A brief memory or a simple expression of care.
An optional, practical offer of help that you can follow through on.

Replace the bracketed prompts and change or remove any sentence that does not sound like you. You can leave the subject line and sender address blank for a personal note.

Example wording

Dear [name], I was so sorry to hear about [person's name]. I am thinking of you and the people who loved them. [If you knew them, share a brief memory or a quality you will remember. Otherwise, write a simple sentence of care.] [If you can, offer one specific form of help and when you could do it.] There is no need to reply to this letter. I just wanted you to know that you are in my thoughts. With sympathy, [your name]

Step 1Choose a starting point

Start with an example or a blank letter. Make the words your own and replace every square-bracket prompt before you send.

Letter type

Acknowledge a loss with a memory, care and a gentle offer of help.

Step 2Add the people

The recipient details appear in your PDF and carry through to the envelope address in checkout. You can review and edit them there.

Your name

Date

Your address (optional)

Recipient name

Find a UK address (optional)

Suggestions use OpenStreetMap and may be incomplete. Search text is sent to Photon. You can also enter the address manually. Privacy

Recipient address line 1

Address line 2 (optional)

Town or city

UK postcode

Writing to an organisation? Find its postal address before drafting your letter.

Step 3Write the letter

Keep the facts clear. The PDF will be laid out like a normal letter and can run to more than one page.

Subject (optional)

Letter text

Make it sound like you

Use simple, direct words

‘I was so sorry to hear about Mina’ is enough to begin. Avoid trying to explain the loss or telling someone how they must feel. Use religious language only if you know it would be welcome. If you did not know the person who died, you can still write with warmth and care.

Share a memory without a lesson

If you knew them, write about an ordinary moment or a quality you remember: ‘He always saved a seat for anyone arriving late.’ Let the memory stand on its own. You do not need to draw a positive conclusion, compare the loss with your own or ask for details of what happened.

Make support easy to receive

If you can help, offer something specific, such as bringing dinner on a particular evening, and leave them free to decline. Avoid broad promises you may not be able to keep. A line saying there is no need to reply can remove pressure while making clear that the letter comes with care.

Is the PDF really free?

Yes. Edit the letter and choose “Download free PDF”. There is no account or payment to download it. PostOwl only charges if you choose printing and postal delivery; the full price is shown before payment.

Can I print or email it myself?

Yes. Keep the downloaded file, print it or attach it to an email if the recipient accepts that method. The PDF is generated in your browser. Choosing postal checkout carries it to the send page, where you can review the document and address.