The death of a loved one is one of the most difficult experiences a person can go through. When someone close to you passes away, it falls on you to share the sad news with others in that person’s life. Announcing the death of someone requires empathy, compassion, and care. There are no set rules for how to share the news, but there are some helpful guidelines you can follow to make the announcement in a meaningful and sensitive way.
Why Make a Formal Announcement?
You may be tempted to share the news over text or social media for expediency. However, a more formal announcement allows you to share details, help others grieve, and avoid potential misunderstandings. Here are some key reasons to make a thoughtful, formal announcement:
| Control the flow of information | A formal announcement lets you share news on your own terms, avoiding gossip. |
| Share funeral details | You can provide information like service times, locations, and memorial fund details. |
| Show respect | A personal announcement demonstrates the value of the deceased person’s relationships. |
| Start the healing process | Your message can include thoughtful words to help people grieve. |
A formal announcement allows you to thoughtfully share details, help others process the news, and begin the journey of mourning.
How to Make the Announcement
The method you choose to announce a death depends on several factors:
- Your relationship to the deceased
- How close the recipients were to the deceased
- Geographic location of the recipients
Some options for sharing the news include:
| Phone calls | For close family and friends, a phone call allows you to have an intimate conversation. |
| In-person meetings | If possible, meet in person with those closest to the deceased. |
| Text or email | For more distant contacts, a text or email may be more appropriate. |
| Social media | Posting on the deceased’s social media can efficiently spread the news. |
| Obituary | Publishing an obituary reaches members of the community. |
Consider the closeness of your relationship and the recipient’s relationship to the deceased when deciding how to share the news.
What to Include in the Announcement
The announcement should provide key details and deliver the news with empathy. Include the following types of information:
The Basics
Start by sharing the basic factual information:
- The full name of the deceased
- Their age and place of residence
- The location and date of their death
If the death was unexpected, you may choose to include the cause of death, so people have closure. Provide just the facts to start.
Personal Details
Follow up with details that offer a glimpse into the deceased as an individual:
- Important family members and relationships
- Their passions, interests, and hobbies
- Where they worked and causes they championed
- Community groups or organizations they were part of
These details remind people of who the deceased was as a whole person.
Funeral Information
Offer logistical details for ceremonies, services, and memorial events:
- Times and locations for the wake, funeral, memorial service, or celebration of life
- Charities selected to receive memorial donations
- Contact information for sending flowers or condolences
Providing this practical information lets people take part in honoring the deceased.
Words of Comfort
Include some reflective thoughts or meaningful quotes to bring comfort:
- Share your favorite memory or a positive impact the deceased had
- Offer words of encouragement and empathy for the grief journey
- Include appropriate religious or spiritual quotes if relevant
Adding a few sentences to reflect on the person provides solace and perspective.
Best Practices for Announcement Wording
The wording you use to announce a death sets the tone for how people will process the news. Follow these guidelines when crafting your message:
Be Direct
State the news clearly and explicitly right away. Avoid euphemisms and open with something like:
“I’m deeply saddened to share that [name] passed away/died [date] in [location].”
Being direct avoids confusion or doubt about what happened.
Share Your Emotions
It’s okay to express your feelings, like:
“My heart is heavy sharing this devastating news. Our family is shocked and devastated by the sudden loss of our beloved [name].”
This models an appropriate emotional response for others.
Use Respectful Language
Describe the deceased in dignified terms:
“[Name] was a kind and generous soul who brightened the lives of everyone he met.”
Avoid blunt or dismissive phrasing and honor the deceased.
Offer Reassurance
Note if the death was peaceful or explain how the loss happened:
“While his passing was unexpected, he did not suffer any pain.”
This provides comfort and perspective.
Share Positive Memories
Recounting meaningful moments can stir nostalgia and celebration:
“I’ll always remember our family camping trips and her amazing campfire cooking.”
This shifts the tone toward gratitude and healing.
Extend Sympathy
Offer condolences and empathy:
“Please reach out if I can provide any support during this difficult time. You and your family are in my thoughts and prayers.”
Let people know you care and want to help them through their grief.
Sample Announcements by Relationship
How you frame the announcement may vary slightly depending on your relationship to the deceased. Here are some examples for different situations:
Sample Announcement from a Close Family Member
Dear friends and family,
With a heavy heart, I share the news that my beloved wife Jane passed away peacefully yesterday evening, April 15th 2021, at the age of 68. Jane was surrounded by family at her home in Chicago in her final days after a courageous battle with cancer.
Jane was an amazing wife, mother, grandmother, and friend. She faced life’s challenges with grace and compassion. We shared a wonderful 25 years of marriage and raised two sons together. I’ll always remember her nurturing spirit and zest for living.
There will be a memorial service on Saturday, April 20th at 2pm at Saint Mary’s Church for those who would like to pay respects. In lieu of flowers, we welcome donations to the American Cancer Society in Jane’s honor. Please feel free to call or text me if I can provide any additional information. Jane touched many lives, and we hope you’ll join us in celebrating her beautiful life.
With love and sympathy,
John
Sample Announcement from a Close Friend
Friends,
I’m so sorry to share that my dear friend Mark Jones passed away unexpectedly on Tuesday after suffering a heart attack. He was 45 years old. As many of you know, Mark was a vibrant member of our community and an incredible friend. I’ll always remember his huge heart, silly sense of humor and loyalty.
There will be a memorial gathering this Friday at 7pm at our favorite brewery, where I know Mark would want us to raise a glass and share funny stories in his honor. For those able to attend, please feel free to bring any photos or memories to share. Mark’s family also suggests considering a donation to the American Heart Association to support heart health research.
Please reach out if there is anything I can do to help you during this difficult time. Mark meant so much to so many people and will be greatly missed.
With sorrow,
James
Sample Announcement from a Company or Organization
Dear customers and colleagues,
It is with great sadness that I notify you that John Smith, founder and CEO of ABC Company, passed away Nov 12, 2022 at the age of 52 after a short illness.
John was an inspiring leader who cared deeply about our customers, employees and community. He built ABC Company from the ground up over the past 25 years with his formidable intelligence, creativity, integrity and commitment. Under his guidance, ABC grew into the successful company it is today.
There will be a small private funeral service for family, followed by a memorial service open to the broader community on November 20th at 2pm at the ABC Company headquarters. We hope you will join us in paying tribute to John’s life and many contributions.
Our thoughts are with John’s family during this difficult time. His passion for our company and community will be greatly missed.
Sincerely,
Bob Lee
President, ABC Company
How to Spread the Word
Once you draft the announcement message, you’ll need to share it through appropriate channels. Here are tips on how to spread the word:
One-on-One Conversations
Have intimate in-person or phone conversations with the inner circle of family and friends first. This allows you to convey emotions and have a dialogue.
Emails or Texts
For extended friends, more distant relatives, colleagues and acquaintances, a personalized email or text message is appropriate. Send individually instead of mass messages.
Social Media Posts
If the deceased had social media accounts, post a notice on their pages and your own. Change the profile photo to black or another memorial image.
Obituary Publication
Work with a funeral director to submit an obituary to local newspapers and websites. This publicly shares memorial service details.
Phone Calls to Community Members
It may be thoughtful to call community members like religious leaders, neighbors, or members of groups the deceased participated in.
Aim to use the medium appropriate for your relationship to the recipients. Share the news compassionately but efficiently.
Following Up After the Initial Announcement
Your job doesn’t end once you share the initial announcement. Here are some ways to follow up:
Thank People for Condolences
As sympathy notes and donations come in, take time to thank people for their thoughtfulness. Keep track of gifts to send acknowledgements later if needed.
Gather and Share Memories
Encourage people to write down favorite stories or memories about the deceased to collect in memoriam. You can share these keepsakes with family later.
Share Service Details
Follow up with invites, directions, and any additional details about memorial services, burials, or celebrations of life. Send reminders close to event dates.
Offer Emotional Support
Check in on family members and close friends to see if they need anything during their grief. Offer an empathetic ear when needed.
Finalize Administrative Details
Work with executors to finalize wills, estates, and any financial or legal matters on behalf of the deceased. Wrap up any remaining obligations.
Staying involved after the announcement provides comfort to others and allows you to fully honor your loved one’s memory.
Conclusion
Announcing the death of a loved one is a profound responsibility. While there is no perfect way to share such heartbreaking news, following the guidance above can help you deliver the message with empathy and care. Take time to reflect on the person you lost, and thoughtfully communicate details to allow friends, family, and community to grieve. With compassion and grace, you can begin the healing process and pay meaningful tribute to someone who enriched your life.