Grief in the inbox: communicating the passing of a colleague

by Jen Armel:

As a corporate communications professional, you expect to write about change, growth, vision, purpose…

But nothing prepares you for the moments when the news you’re tasked with sharing is that a colleague has passed away.

Over the years, I’ve written far more of these messages than I ever thought I would. And while each situation is different, every single time I’m reminded of how deeply human this work is.

When an employee dies, the role of corporate communications becomes quietly pivotal. We are the ones who help put into words what others can’t yet say.

We shape how an organization mourns.

We ensure the person is remembered with dignity, that their family is respected, and that their colleagues feel seen and supported in their grief.

It is incredibly grounding work. In a field often driven by metrics and messaging plans, these are the moments that remind me why I do what I do.

What the role demands:

Writing these communications isn’t just about informing, it’s about holding space.

There are a few things I try to keep front of mind:

Clarity with compassion: Coworkers need to hear this type of message in language that’s straightforward yet sensitive. I often write, rewrite, and read aloud to make sure the tone feels human, not clinical.

Respect for the family: I often work closely with HR or senior leaders to ensure the family’s wishes are respected in the timing and wording of internal messages.

Honouring the individual: A colleague’s passing is not just a “loss for the company.” It’s the loss of a person with a name, a role and a story. Including a few details about who they were and what they brought to their work helps colleagues remember them as more than a title or employee number.

Being a steady voice: In times of grief, people look for anchors. Our words can offer that. Whether we’re writing a company-wide email, a message for a memorial card, or remarks for a leader to deliver, we provide something steady for people to hold onto.

Why it matters

At its core, this work is about more than communication. It’s about care. It’s about showing that an organization doesn’t just talk about values like empathy and respect, it lives them, especially in the hardest moments.

I’ve sat at my desk with tears in my eyes while writing some of these notes. I’ve paused, breathed, and started again. It’s not easy, and it’s not meant to be. But I’m grateful to play a small part in honouring someone’s life, and in helping coworkers navigate the unthinkable.

To my fellow communicators: when you’re called on to write in these moments, know that your words matter more than ever. They don’t have to be perfect, they just have to be true, and kind.

Because when someone is gone, the way we speak about them becomes part of how they’re remembered.

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Jen Armel is a corporate communications leader and workplace wellness advocate, passionate about helping organizations connect their people to purpose. With a decade of experience in corporate communications, she brings clarity, creativity, and heart to every conversation. 

Written by: Editor