When someone dies, all we have left are our memories. Condolence notes that express your sympathy bring comfort to the bereaved. The most meaningful ones include your thoughts, personal memories and, if possible, a treasured story. Photographs are especially appreciated.

Expressing condolences can be a challenge when you never met the deceased. Instead of first hand observations, you can draw on the previous conversations you've had with the bereaved. Use those stories and anecdotes as the basis for your note of sympathy, as in the following example:

Dear William,

You have my deepest sympathy on the death of your mom. I know how important she was in your life and your care and support during these last few years must have brought her great comfort. Your relationship was quite special and while this makes the loss so very painful, I do believe that your closeness and warm memories will bring you solace in the days and months ahead. Know that I am thinking of you and your mom.

Fondly,

Marie

Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, available in ebooks for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.
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Used with permission from www.legacy.com

Do you remember when guest books were the bound kind? We were asked to sign them at funeral and memorial services. Our signatures provided a record of attendance and the book became a keepsake for the bereaved.

Guest books have taken on new meaning, not only with online obituaries, but the pandemic prevents us from any in-person  condolences.

When you access an online obituary there is usually a virtual guest book where you can add a message of sympathy and even include photos. An online guest book gives the bereaved instant access to condolences and allows new and old friends, neighbors, classmates, coworkers, community members, acquaintances, and even strangers to reach out to the bereaved.

Online guest books also provide a place for people to come together to mourn public figures. In the past, if you were moved by the death of an actor, newscaster, author or someone else you admired, you had nowhere to express your grief. Now, you can share memories and condolences in the virtual guest book.

How do guest book messages compare to condolence letters? And do you ever write both?

I’ve read guest book entries that are long and heartfelt, as well as short and simple. Guest book messages provide quicker and more direct access to the bereaved. You can sit at your computer or preferred electronic device, compose, then copy and paste. Or, you can type directly on the guest book entry form.

What you say in a guest book message and condolence letter might be similar. I believe more time and thought is given to a handwritten sympathy note than a virtual message. But you can take your time with guest book messages, too. You might write the message, let it sit, and then work on it some more. Given the extra time, you may think of more memories and stories to share.
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Once you’ve posted a message in an online guest book, whether you choose to follow up with a condolence letter depends on your relationship with the deceased and the family. If you do write both, you might choose to send your letter at a later date, and your letter would most likely have a different tone. It just might be more of a “thinking of you” letter with additional thoughts and memories of the deceased.
 
Most messages, whether in a guest book or handwritten note, are sent immediately following a death. While there is no rule of etiquette that a condolence note should follow a guest book entry, sending one would be a thoughtful gesture. Grieving takes place in the weeks and months that follow a death, and contact during this period provides support and comfort to the bereaved.

Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, now at a reduced price for e-books for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.
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A neighbor wonders, “Is it too late to send a condolence note six months after a death?” I’m not aware of a statute of limitations when it comes to condolence notes, but how late is too late? Is it appropriate to send a note six months or even one year after a death?

One bereaved friend says it is never too late to express your condolences. “Your loved one is in your heart and mind every day and it is comforting to know that someone else is also thinking of them.”

Treat each case individually. Have you known about the death for many months and procrastinated? Or, did you just learn of a death, for example a high school or college friend, and wish to contact the parents or sibling(s)? Evaluate each case on its own merit. You might ask yourself, “What is it I want to say and what makes me want to reach out?”

The following example is a belated sympathy note you might write for a former classmate that died seven months ago:

Dear Mr. and Mrs. Hiller,

Please accept my apology for this delayed note, but I just learned of Paul’s death. I was unaware he was ill and I’m terribly saddened to hear of his untimely death. You both have my deepest sympathy.

Paul was an extraordinarily special person who touched many lives. I was so lucky to have him as a roommate freshman year and he made my transition to college much easier. We supported each other through many challenges and I’ll always be grateful for the integral part Paul played in my life.

Despite living on opposite coasts, Paul and I managed to retain our friendship and when we had time to spend together, it was if no time had elapsed between visits. I will miss our conversations and visits, but cherish all my memories.

You were wonderful parents and I always enjoyed your campus visits. You and Paul made a difference in my life and I will continue to keep you in my thoughts and prayers.

Warm regards,

Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, available in ebooks for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.

​Most people would like some help when it's  time to write a sympathy note. As one friend puts it, "It’s very difficult to figure out what to say to someone experiencing such deep sorrow."

The bereaved do appreciate the caring sentiment these notes convey and they play an essential role in communicating our condolences. While it’s important to craft a comforting message, it feels as if there is too much emphasis placed on a written note rather than the personal extension of condolences and support extended to the bereaved.

Many bereaved share how touched they are by notes and personal remembrances from friends, loved ones, neighbors, and colleagues. These messages are often savored, read, and re-read during the period of mourning. But the bereaved also share that the most meaningful expressions of sympathy are often verbal and face-to-face communications in the weeks and months following a death. This is a sad and often lonely period when physical presence is often scarce.

So instead of placing so much importance on a sympathy note, let’s focus our attention on being present in the life of the bereaved, well past the early weeks following a loved one’s death. Do write a meaningful note, sign an online guest book, and post on a Facebook page, sharing your stories and old photos that make the deceased present once again to those who loved and cherished them. But don’t stop there. The pandemic has made everyone feel isolated, and the bereaved more so. Send a “thinking of you” card, a personal note, an email message, a text, or a Facebook poke. Phone to check in and see how they are doing. Suggest a date for a social-distance walk, coffee, visit, or meal. Invite them to join you for a picnic or dinner at an appropriate place. 

Caring condolence notes are a great start, but once they’re mailed, your job isn’t done. Let your thoughtfulness extend beyond the written word and your kindness will make a profound difference.

Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, now at a reduced price for e-books for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.
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Adapted from legacy.com All rights reserved.

It's Monday and you realize another week has passed and you still haven't written the sympathy note. You have good intentions, but it's too hard and you just keep putting it off. You don’t know the bereaved well and you never met the deceased; and you know nothing about the relationship between the bereaved and the deceased. How can you possibly think of anything that might bring comfort?

The business of grief is a lonely one. It’s something you do all by yourself. You feel so much pain and wonder if you will ever feel “normal” again. While the note writing task might seem daunting, one of the kindest things you can say and do for someone who is grieving a loss is acknowledge the pain and the difficulty in losing someone so very dear.

A handwritten note lets the bereaved know you care and it will lessen their sense of isolation. Acknowledging their grief helps them understand that their pain is an appropriate response to their loss. And it does not really matter if the note arrives one week or thirty after the death. Here are some guidelines:

1. Begin by communicating your sympathy or sadness at their loss.
2. Acknowledge the difficulty in losing a beloved friend or family member.
3. Share that you care and have been thinking of them.
4. Include any common experience that demonstrates that you have an understanding of their loss. Avoid comparisons such as divorce or death of a pet.

​The following is an example of how I recently handled a belated sympathy note to someone I knew, but never met the deceased:
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Dear Jacob,
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I was sorry to hear that your dad had died. It is so difficult to lose a parent and I remember how lonely I felt after my mother’s death. I gravitated to others who had faced a similar loss and their understanding gave me comfort during the long grieving and healing process.

I just wanted to let you know that you have been in my thoughts. I hope that the memories you have of your dad will bring comfort in the weeks and months ahead.                                                                                                                                                                                                           
My deepest condolences,
 

Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, now available as e-books for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store

Copyright www.legacy.com.  All rights reserved

What makes a sympathy note memorable? How do you elevate a note of condolence from an acknowledgment of sympathy to one that comforts the bereaved?

I find that people struggle to find the right words to write a truly appropriate condolence message. But it's not your mastery with words that's important; what are truly memorable are messages that come from your heart.

In the weeks following my mom's death, I received many condolence notes that truly brought me comfort. I thought I'd share some of the qualities that made these messages special.

1. Memories are all we have left when a loved one dies and it's wonderful to hear someone else's perspective of our loved one. One friend shared: "Your mom was always so fun to speak with. Many from her generation tell the same stories over and over but your mom had so many interests and travels, I loved to visit with her."

2. It can be insightful to hear how others viewed your family member. My cousin shared: "I always thought it must have been so much fun growing up in your family. You always seemed to be such an active and involved bunch. I can only imagine what a great teacher your mom must have been because she had such a keen interest in so many things."

3. A friend made me feel better for feeling so bad. She shared: "It is always difficult to lose your mom, no matter what your age."

4. And someone from my book club who was not an intimate truly touched my heart when she referred to my mom as "Your dear mother."

Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, now at a reduced price for e-books for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.
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Many friends and family members announce the death of a loved one on Facebook so that's where I most often learn there's been a death. In this day and age, social media is the most expedient way to communicate personal news and yet Facebook death announcements feel so impersonal, as do the many condolence posts that friends share.

 I'm no longer a frequent Facebook user so sometimes I learn there's been a death belatedly. I am always on the fence on how to respond to these announcements. If I write on a friend's Facebook wall, will my message sound trivial? If I don't write on a friend's wall, will they think I do not care? The biggest dilemma we each face: Do you post a condolence message on Facebook or do you write a traditional condolence note?

I always write a note of sympathy so the decision is not too hard for me.  Having been bereaved myself, I know the healing power of written condolences and I like to think sympathy notes will be re-read and cherished during the period of mourning.

And yet Facebook communication is so tempting because it is immediate. If you write on a friend's wall, they will instantly know that you care. Instead, if you write a sympathy note, they will have to wait a few days until the note arrives.

Is it worth the wait? For me personally, I believe it is. But we are each unique and you will need to decide yourself how you want to console your bereaved friends and loved ones. While Facebook is immediate, the posts are often short and quickly written. Notes with personal messages of condolence take time and are usually well thought out. I believe they are meaningful and well worth the time and effort it takes to write and deliver.

For whatever reason, you never got around to writing that sympathy note. Maybe you are pressed for time or it felt too hard. Now it is weeks and months later and you wonder, "How late is too late when it comes to writing a message of condolence?" As one widow shares, “It's never too late. It's not as if we finish grieving and ‘forget’ that our loved one died.” A loved one’s death is always in the hearts and minds of the bereaved.

Here are some tips on belated condolence notes:

• Whether you just learned of a death or procrastinated for months, don’t be afraid to reach out.
• Begin your sympathy message with an expression of how you are feeling. For example: “I just wanted you to know that Susan is often in my thoughts and I remember her with love, as I know you do."
• Follow with additional thoughts, a personal story or memory of the deceased, and your expression of sympathy.
• The bereaved will be grieving for a long time and your thoughtfulness and care will help in the healing process.

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Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, now at a reduced price for e-books for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.
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When we hear there's been a death, our first impulse is to respond quickly by writing a sympathy note. But waiting to send a condolence note is okay too. It’s in the weeks and months ahead, when mourning takes place, that people might most appreciate a sympathy note.

The following are some tips for preparing heartfelt sympathy notes, which can be sent the traditional way – on printed cards or notepaper – or via technology, such as e-mail or online Guest Books:

• Wait a day, a week or a few weeks to digest the news and collect personal thoughts before writing the note.
• Begin with a sentence that expresses sadness for the loss.
• Use the sentences that follow to articulate personal feelings, memories, anecdotes, and any ways the deceased touched others and made a difference.
• Draft the note first. Then, edit, revise, and proofread before writing the final note.
• Allow the note to sit for a day before sending it. Re-read it to ensure it reflects the true message that it is intended to convey.
• Include the sender’s address on the envelope, or the e-mail address in the online Guest Book, to make it easier for recipients to respond back, should the recipient wish to do so.

​Robbie Miller Kaplan is an author who writes from a unique perspective as a mother who has lost two children. She has written How to Say It When You Don't Know What to Say, a guide to help readers communicate effectively when those they care about experience loss, available in ebooks for "Illness & Death," "Suicide," "Miscarriage," "Death of a Child," "Death of a Stillborn or Newborn Baby," "Pet Loss," "Caregiver Responsibilities," "Divorce" and "Job Loss." All titles are in Amazon's Kindle Store.