Most English speakers say "I’m sorry for your loss" first, because it is short and it is never wrong. The other ways to say I’m sorry for your loss add one of three parts to it: the name of the person who died, a memory of them, or an offer of help. A funeral or a wake is where the words are said face to face, so start with the phrases for that day.
Ways to Say I’m Sorry for Your Loss in Person at a Funeral or Wake
These condolences are said face to face on the day itself, and each one is short because the grieving person hears them many times.
I’m sorry for your loss: the standard condolence in English, and it fits a friend, a colleague, or a stranger at the door of the church or the funeral home. It sounds better with a name in front of it.
- Maria, I’m sorry for your loss, your father was always kind to me.
- I’m sorry for your loss. I worked with Ken for eleven years.
- I’m sorry for your loss, and thank you for letting me come today.
I’m so sorry: the shortest condolence, and the most common one at a wake. The word "so" makes it warm, and a hand on the arm or a hug goes with it.
- I’m so sorry, Tom.
- Oh, Nadia, I’m so sorry. I only heard this morning.
- I’m so sorry, love. She was so good to all of us.
My condolences: a formal condolence for someone you do not know well, and it fits a colleague’s family or a neighbour you greet in the street.
- My condolences, Mrs Ellis. Your husband was a good neighbour to us.
- My condolences to you and your family.
- Please accept my condolences. I was in your father’s class in 1998.
It was a beautiful service: said after the funeral itself, and it thanks the family for the day without asking them to talk about the death.
- It was a beautiful service, Aisha. The music was perfect.
- Thank you for inviting us. It was a beautiful service.
- It was a beautiful service, and the reading from your brother was lovely.
She’ll be missed: a gentle condolence that names the loss for everyone, the family and the friends alike, and it fits a colleague’s or a neighbour’s funeral.
- She’ll be missed by the whole street, Peter.
- He was the heart of the choir. He’ll be missed.
- She’ll be so missed. Nobody else made tea like her.
Say the person’s name, say "I’m so sorry", and keep the rest for a phone call in a week, because a funeral day is not the time for long talk.
Ways to Say I’m Sorry for Your Loss to a Close Friend
With a close friend the words can be plain and even clumsy, because a close friend hears the care behind them.
I don’t know what to say: an honest condolence for a close friend, and it works because it admits that no phrase is big enough. It goes with "but I’m here".
- I don’t know what to say, Jess, but I’m here.
- I don’t know what to say. I loved him too.
- I honestly don’t know what to say, but I’m coming over tonight.
I’m here: the two words a grieving friend needs most, and they fit a text, a call, or a hug. Add a time or a day to make them real.
- I’m here, whatever you need, at any hour.
- I’m here all weekend, and the door is open.
- Just so you know, I’m here, and I’m not going anywhere.
I’m heartbroken for you: a condolence that says your own sadness out loud, and it fits a close friend whose parent, partner, or child has died.
- I’m heartbroken for you, Lena.
- I’m heartbroken for you and the girls.
- I read your message twice and cried. I’m heartbroken for you.
Call me any time: an offer that fits a close friend only, because a colleague will not phone at three in the morning and a close friend will.
- Call me any time, day or night, I mean it.
- Call me any time this week, even if you just want to sit on the phone and say nothing.
- Call me any time, Ravi. I’ve got the phone next to the bed.
I’ll bring dinner on Thursday: a condolence with a task and a day in it. It works better than "let me know if you need anything", because the grieving person does not have to ask.
- I’ll bring dinner on Thursday, and I’ll leave it on the step if you’re not up to talking.
- I’ll bring dinner on Thursday and pick the kids up from school on Friday.
- Don’t cook this week. I’ll bring dinner on Thursday and Sunday.
Give a close friend an offer with a day in it, because "call me any time" is warm but "I’ll bring dinner on Thursday" is warmer.
Ways to Say I’m Sorry for Your Loss to a Colleague
A condolence to a colleague is polite and short, and it takes away worry about work in the same breath.
I was so sorry to hear about your father: the standard condolence between colleagues, and "so sorry to hear" works in speech and in a message. The family word at the end makes it personal.
- I was so sorry to hear about your father, Priya.
- I was so sorry to hear about your mother. Please take all the time you need.
- Omar, I was so sorry to hear about your grandfather this morning.
Please take all the time you need: a condolence about work, and it says to a colleague that nobody is counting the days off.
- Please take all the time you need, and we’ll see you when you’re ready.
- Please take all the time you need. The report can wait.
- Don’t think about the office. Please take all the time you need.
Don’t worry about work: the casual form of the same message, and it fits a colleague you sit near or eat lunch with.
- Don’t worry about work, Ben. I’ve picked up your tickets for the week.
- Don’t worry about work at all. We’ve got it covered.
- Don’t worry about work, and don’t check your email either.
We’re all thinking of you: a condolence from a whole team in one line, and it fits a card that everyone signs or a message from one colleague for all.
- We’re all thinking of you, Hana.
- We’re all thinking of you here, and the flowers are from the whole floor.
- We’re all thinking of you and your family this week.
Tell a colleague that work is covered, because that is the one worry you can take off their list.
Ways to Say I’m Sorry for Your Loss From a Manager
A condolence from a manager is formal and warm at the same time, and it names the time off and the support in plain words.
Please accept my condolences: the formal condolence in English, and it fits a manager, a client, or a letter to a family you have never met.
- Please accept my condolences on the loss of your mother, Daniel.
- Please accept my condolences. Your father was well respected here.
- On behalf of the whole company, please accept my condolences.
Take whatever time you need: the manager’s version of "take all the time you need", and it means that the leave is approved before the person asks.
- Take whatever time you need, Grace, and let HR know when you have a date in mind.
- Take whatever time you need. Your role will be here when you come back.
- Take whatever time you need, and the first two weeks are paid.
Your work is covered: a plain, practical condolence from a manager, and it answers the question a grieving employee is afraid to ask.
- Your work is covered, so please don’t log in.
- Your work is covered for the rest of the month. Marcus has the client calls.
- I want you to hear this from me: your work is covered.
On behalf of the team: a formal opening for a condolence sent for a group, and it goes on a card, a letter, or in a speech at a memorial. "With heartfelt condolences" is the matching close.
- On behalf of the team, I want to say how sorry we all are.
- On behalf of the team, please accept our deepest sympathy.
- On behalf of the team and the board, my sincere condolences.
A manager can get one line wrong by talking about work before the loss.
- We’ll need the handover notes by Friday, and I’m sorry about your dad. ❌
The condolence goes first and on its own, and the work talk waits for a later message.
- I’m so sorry about your dad, Daniel. Take whatever time you need, and your work is covered. ✅
Every condolence on this page belongs to one of four levels.
| Level | Condolences | Who it fits |
|---|---|---|
| Casual | I’m so sorry, I’m here, thinking of you | Close friends, family, relaxed colleagues |
| Neutral | I’m sorry for your loss, I was so sorry to hear | Colleagues, neighbours, friends of friends |
| Formal | My condolences, please accept my condolences, with deepest sympathy | Managers, clients, strangers, older people |
| Very formal | On behalf of the team, with heartfelt condolences | Company letters, memorial speeches, families you have not met |
Write the condolence first, name the time off second, and leave every work question for a message a week later.
Ways to Say I’m Sorry for Your Loss in a Sympathy Card
A sympathy card is read and kept, so the phrases in it are calm, warm, and written in full sentences.
With deepest sympathy: the classic card closing, and it goes on the last line before your name. It is written, not spoken.
- With deepest sympathy, Anna and Mark.
- With deepest sympathy to you and all the family.
- With our deepest sympathy at this sad time.
Thinking of you at this sad time: a card phrase for anyone, from a close friend to a colleague’s family, and it fits the first line under the printed message.
- Thinking of you at this sad time, and sending all our love.
- Thinking of you at this sad time, Robert.
- Thinking of you all at this sad time.
Our thoughts are with you and your family: a warm, neutral card line from a couple or a family, and it works for a loss you did not see up close.
- Our thoughts are with you and your family, Sara.
- Our thoughts are with you and your family this week and in the weeks ahead.
- Our thoughts are with you and your family at this time.
In loving memory: a phrase for the front of a card or a flower card, and it goes before the name of the person who died.
- In loving memory of Grandad Joe.
- In loving memory of a dear friend and colleague.
- In loving memory of Ruth, who made every Christmas special.
May their memory be a blessing: a condolence from Jewish tradition, now common in cards everywhere. It says that remembering the person is a good thing.
- May his memory be a blessing, David.
- May her memory be a blessing to all who loved her.
- May their memory be a blessing. We will not forget them.
She gave so much to everyone: a card line with a memory in it, and one true sentence about the person makes a card worth keeping.
- She gave so much to everyone, and she never once asked for thanks.
- He gave so much to everyone at the club. The under-tens will miss him.
- She gave so much to everyone, and I was lucky to be her student.
Open a card with the person’s name, add one true memory, and close with "with deepest sympathy" or "sending love".
Ways to Say I’m Sorry for Your Loss in an Email
An email condolence is short, and its last line says that no reply is needed.
I was saddened to hear: the formal email opening for a condolence, and it fits a client, a business contact, or someone senior.
- I was saddened to hear of your mother’s death, and I wanted to send my condolences.
- I was deeply saddened to hear about Mr Patel this morning.
- I was saddened to hear the news from Laura, and I am thinking of you.
My thoughts are with you and your family: a neutral email line that works at any level, and it goes after the opening sentence.
- My thoughts are with you and your family at this difficult time.
- My thoughts are with you and your family, and please do not think about the project.
- I am so sorry, Yusuf. My thoughts are with you and your family.
Please don’t feel you need to reply: a closing line for an email condolence, and it takes the reply off the grieving person’s list.
- Please don’t feel you need to reply to this.
- Please don’t feel you need to reply. I just wanted you to know I am thinking of you.
- Please don’t feel you need to reply, and take all the time you need.
With sympathy: a short email sign-off for a condolence, one step lighter than "with deepest sympathy", and it goes on the line before your name.
- With sympathy, Ellen.
- With sympathy and warm regards, James.
- With sympathy from all of us at Hartley Engineering.
Keep a condolence email to four lines, and say in the last line that no reply is needed.
Ways to Say I’m Sorry for Your Loss in a Text
A text condolence is the shortest form, and the grieving person reads it on a phone in a hospital corridor or a car park, so it stays to one or two lines.
Thinking of you: the most common text condolence, and it fits friends, family, and relaxed colleagues. A heart or an "x" goes after it between friends.
- Thinking of you today, Lou x
- Thinking of you and your dad.
- Thinking of you all. Let me know if you want company later.
Sending love: a casual text condolence for a friend or a family member, and it fits when there is nothing to add yet.
- Sending love, Kemi.
- Sending love to you and the boys x
- Sending so much love. Here whenever you need me.
Here if you need me: an offer in five words, and it fits a friend who does not want a long message right now.
- Here if you need me, any time.
- Here if you need me. No need to reply.
- I’m so sorry, Ali. Here if you need me.
No need to reply: a closing line for a text condolence, and it frees the grieving person from answering forty messages in a day.
- Thinking of you. No need to reply.
- So sorry to hear about your gran. No need to reply, just know I’m here.
- No need to reply to this. I’ll call you at the weekend.
I just heard: a text opening for a sudden loss, and it says why you are writing now and not before.
- I just heard. I’m so sorry, Mia.
- I just heard about Paul. Are you at home? I can come now.
- I just heard from Sam. I’m thinking of you all.
Send one short text now, and then send a second one in two weeks, because that is when most messages have stopped.
Ways to Say I’m Sorry for Your Loss for a Parent
A condolence for a parent names the mother or the father, and the best ones say one true thing about them.
Your mum was a wonderful woman: a condolence with a memory, and it fits anyone who met the parent even once. Change "mum" to "mother" for a formal card.
- Your mum was a wonderful woman, Claire, and she made me feel at home every visit.
- Your mother was a wonderful woman. I remember her laugh from every school play.
- Your mum was a wonderful woman and a brilliant cook.
I know how close you two were: a condolence for a friend who was close to the parent, and it says that you saw that bond yourself.
- I know how close you two were, and I’m so sorry.
- I know how close you two were, Dev. He talked about you every time I saw him.
- I know how close you two were, so I can only imagine how this feels.
He was so proud of you: a condolence that gives the grieving person something to keep, and it works when you heard the parent say it.
- He was so proud of you, Amy. He told everyone about the exhibition.
- She was so proud of you, and she showed me the photos from your graduation twice.
- He was so proud of you all.
I’m sorry about your dad: the plain condolence with the family word in it, and it fits speech, a text, or a quick word at work.
- I’m sorry about your dad, Steve.
- I’m so sorry about your dad. He was always so cheerful at the gate.
- I’m sorry about your dad, and I’m sorry I couldn’t get to the service.
Name the parent, and give back one memory, because a grieving son or daughter collects those memories for years.
Ways to Say I’m Sorry for Your Loss for a Partner
A condolence for a husband, a wife, or a partner speaks about the couple, and it fits the days after the death and the months after them too.
You two had something special: a condolence about the couple, and it fits a friend whose marriage or partnership you watched over the years.
- You two had something special, and everyone could see it.
- You two had something special, Ruth. Forty years is a whole life.
- You two had something special, and I was lucky to see it up close.
He loved you so much: a condolence for a partner that repeats what the person who died felt, and it fits a close friend or a family member.
- He loved you so much, Nina. He told me so at the wedding.
- She loved you so much, and she said so every week.
- He loved you so much, and he was so happy with you.
I’m here for you and the kids: an offer for a partner with children, and it says that the whole family has help.
- I’m here for you and the kids, whatever you need.
- I’m here for you and the kids, and I can do the school run all month.
- I’m here for you and the kids, Tara. Today, next week, and next year.
I’ll check in every week: a condolence with a promise in it, and it fits a partner who will be alone in the house for the first time.
- I’ll check in every week, and we can go for a walk on Sundays.
- I’ll check in every week, Frank, so expect the phone to ring.
- I’ll check in every week, and I’ll bring the paper on Saturdays.
Talk about the couple as well as the person who died, and promise a visit with a day in it.
Ways to Say I’m Sorry for Your Loss for a Child
A condolence for a child is the hardest one to say, so it is short, and it names the child.
There are no words: the condolence most parents hear after the death of a child, and it is right because it does not try to explain anything.
- There are no words, Emma. I’m here.
- There are no words for this. We love you.
- There are no words, and I’m not going to try to find any. I’m just so sorry.
We’ll always remember Lily: a condolence with the child’s name in it, and parents want to hear the name said out loud.
- We’ll always remember Lily and her yellow wellies.
- We’ll always remember Lily, and we’ll say her name every year.
- We’ll always remember Lily. She made the whole class laugh.
I’m holding you in my heart: a gentle condolence for a grieving parent, and it fits a card or a text when a visit is not possible.
- I’m holding you in my heart, Rosa.
- I’m holding you both in my heart today.
- I’m holding you in my heart, and I’ll be at the door on Sunday.
Say the child’s name, say "I’m so sorry", and let the parents lead any talk that follows.
Ways to Say I’m Sorry for Your Loss for a Pet
A condolence for a pet is real, because the grief is real, and it names the animal the way it names a person.
I’m so sorry about Max: the plain condolence with the pet’s name in it, and it fits a friend, a neighbour, or a colleague.
- I’m so sorry about Max. He was such a good boy.
- I’m so sorry about Max, Jamie. Fourteen years is a long friendship.
- I’m so sorry about Max. The walks won’t be the same.
She was part of the family: a condolence that says the pet was more than an animal, and it fits any pet owner.
- She was part of the family, and I know how much you’ll miss her.
- She was part of the family for so long.
- He was part of the family, and the kids adored him.
He had a wonderful life with you: a condolence that says the owner did well, and it fits a pet that died after a long, happy life.
- He had a wonderful life with you, Maya.
- She had a wonderful life with you, and every walk was an adventure.
- He had a wonderful life with you, and he knew he was loved.
Say the pet’s name and say "I’m so sorry", and never say "it was only a dog".
Ways to Say I’m Sorry for Your Loss After a Long Illness
A condolence after a long illness can speak about the care that came before the death, and it never says that the death was a relief.
You cared for her so well: a condolence for a family member who nursed the person at home or visited every day, and it fits when you saw that care.
- You cared for her so well, Helen, right to the end.
- You cared for him so well, and he knew it.
- You cared for her so well these last two years. Now let us care for you.
I know these last months were hard: a condolence that names the long illness, and it fits a close friend or a family member.
- I know these last months were hard, and I’m so sorry.
- I know these last months were hard on all of you.
- I know these last months were hard, Paul, and you never once complained.
She’s at peace now: a condolence for a death after long pain, and it fits only after the family has said it first. Said too early it sounds like "at least".
- She’s at peace now, and so are you, in a way.
- Your dad said it himself last week. He’s at peace now.
- She’s at peace now, Beth, and she had you beside her.
Speak about the care that was given, and wait for the family to say "at peace" before you say it.
Ways to Say I’m Sorry for Your Loss After a Sudden Loss
A sudden death leaves shock before grief, and the condolence names the shock without asking what happened.
I can’t believe it: a condolence for a sudden loss, and it says the shock out loud. It fits a friend or a colleague of the person who died.
- I can’t believe it, Sara. I saw him on Tuesday.
- I can’t believe it. I’m so, so sorry.
- I still can’t believe it. She was so full of life.
This is such a shock: a slightly more formal condolence for a sudden loss, and it fits a card, an email, or a colleague’s family.
- This is such a shock, and I’m so sorry for your loss.
- This is such a shock for everyone who knew him.
- This is such a shock. Please tell me what I can do.
I’m so sorry, I just heard the news: a condolence for the first hours, and it fits a phone call or a text sent from work.
- I’m so sorry, I just heard the news. Where are you?
- I’m so sorry, I just heard the news from Chris.
- I’m so sorry, I just heard the news, and I’m on my way.
Name the shock, never ask how it happened, and offer to come now rather than later.
Ways to Say I’m Sorry for Your Loss When You Did Not Know the Person
A condolence for a stranger’s death is still real, because it is for the living person in front of you, not for the one who died.
I never met your father, but I know how much he meant to you: an honest condolence that admits you did not know the person and turns to what you do know.
- I never met your father, but I know how much he meant to you.
- I never met your mother, but I know how much she meant to you, Zoe.
- I never met your grandad, but I know how much he meant to you, from all your stories.
I’ve heard so many good stories about her: a condolence that repeats what the grieving person told you, and it fits a friend whose parent or partner you never met.
- I’ve heard so many good stories about her from you over the years.
- I’ve heard so many good stories about him. The one about the boat is my favourite.
- I’ve heard so many good stories about her, and I wish I’d met her.
I’m so sorry you’re going through this: a condolence for the grieving person alone, and it fits when you cannot say anything about the one who died.
- I’m so sorry you’re going through this, Mark.
- I’m so sorry you’re going through this, and I’m here.
- I’m so sorry you’re going through this on top of everything else this year.
Speak about the grieving person, not the one who died, when you never met them.
Ways to Say I’m Sorry for Your Loss to a Group or Family
A condolence to a whole family goes to everyone at once, and the words "you all" or "your family" do that work.
Our thoughts are with your whole family: a neutral condolence to a family, and it fits a card, an email, or a few words at the door.
- Our thoughts are with your whole family at this sad time.
- Our thoughts are with your whole family, from all of us at the school.
- Our thoughts are with your whole family, and please tell your mum we’re here.
Please pass on my condolences to your mother: a condolence for a relative you cannot reach, sent through the person you can.
- Please pass on my condolences to your mother.
- Please pass on my condolences to your mother and your sisters.
- Please pass on my condolences to your mother, and tell her I’ll visit next week.
Use "you all" or "your family" so that no relative feels left out.
Regional Ways to Say I’m Sorry for Your Loss
British, American, and Irish English each keep one or two condolences of their own, and using the right one sounds natural at once.
British Ways to Say I’m Sorry for Your Loss
So sorry to hear about your mum: the everyday British condolence, said without "I’m" at the front, and it fits a text, a card, or a word at the school gate.
- So sorry to hear about your mum, Claire x
- So sorry to hear about your dad. He was a gentleman.
- So sorry to hear about your gran, love.
Thinking of you all: a British card and text condolence for a family, and it fits colleagues and neighbours as well as friends.
- Thinking of you all at this sad time.
- Thinking of you all today.
- Thinking of you all, from everyone at the surgery.
Sending love: casual and warm, and in Britain it goes at the end of almost every condolence text between friends.
- Sending love x
- Sending love to you and the family.
- Sending lots of love, Jen.
American Ways to Say I’m Sorry for Your Loss
My condolences: the formal American condolence, and it is more common in the United States than "my sympathies".
- My condolences, Mr Alvarez.
- My condolences to you and your family.
- Please accept my condolences on the loss of your wife.
We’re praying for you: a religious American condolence, and it fits a family you know goes to church. With a family that does not, "we’re thinking of you" is the safer choice.
- We’re praying for you and your family.
- We’re praying for you, Denise.
- We’re praying for you all this week.
Irish Ways to Say I’m Sorry for Your Loss
I’m sorry for your trouble: the classic Irish condolence, said at the wake and at the funeral, and "trouble" means the death itself. It is the phrase said most as mourners shake hands at the coffin.
- I’m sorry for your trouble, Mary.
- I’m sorry for your trouble. He was a great man.
- I’m very sorry for your trouble, and your father was good to us all.
May he rest in peace: the Irish condolence said after the name of the person who died, and it is common in cards and speech across Ireland. For "rest in peace" and its forms, see the page on ways to say rest in peace.
- Your father, may he rest in peace, taught half the town to drive.
- May she rest in peace. She had a hard life and a kind heart.
- May he rest in peace, and my sympathy to you all.
Say "sorry for your trouble" in Ireland, "so sorry to hear" in Britain, and "my condolences" in the United States.
Things Not to Say Instead of I’m Sorry for Your Loss
Four common condolences hurt the grieving person, because each one tries to explain the death or make it smaller.
The first one talks about the death as a good thing, and the grieving person does not feel that way.
- She’s in a better place now, so try not to be sad. ❌
"A better place" says how the grieving person is meant to feel about the death, and it brings religion into a moment where nobody asked for it.
- I’m so sorry, Anna. She was so kind, and I’ll miss her too. ✅
The second one gives the death a purpose, and no purpose is big enough for the person who is left behind.
- Everything happens for a reason, you’ll see that one day. ❌
"Everything happens for a reason" turns the loss into a lesson, and the grieving person did not want a lesson.
- I don’t know what to say, but I’m here, and I’m not going anywhere. ✅
The third one moves the talk from the grieving person to you.
- I know how you feel, my uncle died last year. ❌
"I know how you feel" is not true, because every loss is different, and it makes the grieving person comfort you instead.
- I can’t imagine how you feel, but I’m here to listen. ✅
The fourth one starts with "at least", and every line that starts that way makes the loss smaller.
- At least he had a long life. ❌
"At least" asks the grieving person to be grateful on the day they feel worst, and no loss is smaller because of an "at least".
- He had a wonderful life, and I’m so sorry it’s over. ✅
Cut "better place", "for a reason", "I know how you feel", and every "at least", and say "I’m so sorry" and one memory in their place.
How Do You Reply When Someone Says I’m Sorry for Your Loss?
The grieving person answers a condolence with thanks, and two or three words are enough, because the same reply is said fifty times in a day.
Thank you: the standard reply to every condolence, and it works alone or with the person’s name.
- I’m sorry for your loss. Thank you, Ruth.
- My condolences. Thank you, that’s kind of you.
- I’m so sorry. Thank you. It’s good to see you.
Thank you for coming: the reply at a funeral or a wake, and it thanks the visitor for the journey as well as the words.
- It was a beautiful service. Thank you for coming, it meant a lot to Dad.
- I’m so sorry, Tom. Thank you for coming all this way.
- Thank you for coming, both of you. She would have loved to see you here.
Thank you, he was a wonderful man: a reply that adds one line about the person who died, and it lets the visitor share a memory if they have one.
- I’m sorry for your trouble. Thank you, he was a wonderful man.
- My condolences, Mrs Ellis. Thank you, he was a wonderful husband for fifty years.
- Thank you, she was a wonderful mum, and she liked you very much.
Thank you for your kind words: the formal reply, and it fits a card, an email, or a colleague’s family at the door.
- Thank you for your kind words, and thank you for the flowers.
- Thank you for your kind words about my father.
- Thank you for your kind words. Dad spoke about you often.
I appreciate it: the American reply to a condolence, short and warm, and it fits a neighbour, a colleague, or a stranger.
- I’m so sorry for your loss. I appreciate it.
- My condolences. I appreciate it, thank you.
- I appreciate it, Coach. He loved those games.
Reply with "thank you", add "for coming" at a funeral, and say one line about the person who died only when you feel able to.
More Everyday English Phrases
FAQs
Say "I’m so sorry", "my condolences", or "thinking of you", and add the name of the person who died. A memory works even better, such as "your mum was a wonderful woman" or "he was so proud of you". An offer with a day in it, such as "I’ll bring dinner on Thursday", is the warmest of all, because the grieving person does not have to ask.
Yes, "I’m sorry for your loss" is correct and kind, and most English speakers say it at a funeral, in a card, or in a text. It sounds flat only on its own, so add the person’s name or one true memory. A doctor, a police officer, or a colleague you do not know well says it exactly as it is.
The difference is the level: "I’m sorry for your loss" is neutral and fits everyone, and "my condolences" is formal and fits a colleague, a client, or a stranger. With a close friend, both sound a little distant, so "I’m so sorry" or "I’m here" fits better. In a card or an email, "please accept my condolences" is the formal choice.
Text "thinking of you", "sending love", or "here if you need me", and add "no need to reply" at the end. A text condolence is one or two lines, because the grieving person reads it in a hospital or a car park. Send a second text two weeks later, when most other messages have stopped.
Respond with "thank you", and add "for coming" at a funeral or "for your kind words" in reply to a card. A short reply is right, because the grieving person says it many times in one day. One line about the person who died, such as "thank you, he was a wonderful man", works when you feel able to say it.
Avoid "they’re in a better place", "everything happens for a reason", "I know how you feel", and any line that starts with "at least". Each one tries to explain the death or make it smaller, and the grieving person feels neither. Say "I’m so sorry" and one memory instead.
Write "please accept my condolences" or "I was saddened to hear", name the time off, and say that work is covered. A manager writes the condolence first and on its own, and leaves every work question for a later message. "On behalf of the team" opens a condolence sent for a whole group.
The best short sympathy message is "I’m so sorry" with the person’s name, because it fits every level and every kind of loss. For a card, "with deepest sympathy" or "thinking of you at this sad time" fits on one line. For a text, "thinking of you, no need to reply" is complete on its own.
