It is always an unfortunate situation when a coworker or business associate pass away. Sometimes this is sudden and sometimes it was death brought on by an existing condition. Either way it is traumatic for everyone who knows and loves the person who died.

Now that you’ve decided that you want to write a letter of condolence to a business associate, here are 5 tips to make your letter just right.

Tip Number One
Keep your letter short. Those who are suffering most likely do not have the time or energy to read statements and letters that are longer than they need to be. If you are short and to the point, your condolence is easily read and understood.

Tip Number Two
Write in layman’s terms. When people are dealing with death their minds are unfocused and often sad. They do not have the time to look up words that they do not know. They will probably not have the time to focus on big words or their meanings as it will likely just fly over their heads. People need such letters to be short and much easier than normal to read. Not only will a shorter and easier-to-read letter be easier to comprehend it will be easier remember. Using a lot of big vocabulary can actually come across as a bit cold. That is frustrating for the reader.

Tip Number Three
Write only positive things about the person who has died. Be sincere about those the positive things that you are writing about. Talk about how amazing the person was who has recently passed way. Say such things as “she was truly a joy to work with” and “his smile and cheerful laugh were always enough to brighten my day”. You could also say such things as “they will be looking down on you with a ray of sunshine to help you with this hard time”. Just remember that everyone knows when you are not being sincere. Insincerity will come across as offensive and will not be received well.

Tip Number Four
Share a positive memory that you have shared with the individual who has passed away. Maybe you have had the privilege of working with the beloved person that has passed away. Share a positive memory that captures the personality of the person who died. Everyone will feel a little relieved and happy to hear about something positive or funny that happened with the person that they miss. It helps everyone to heal from the loss of the person that they love.

Tip Number Five
Always extend your help. Offer to help out with anything that you can. Maybe you can pick up some of the responsibility in finding someone to help fill the position of the person who died. Maybe you could help those to which you are writing to complete some of the tasks that they used to rely on the deceased person to do. Any form of help that you are willing to offer is deeply appreciated even if it is not accepted.