Notifying your workplace about a death in the family is a personal and often stressful task. During a time of grief, navigating professional responsibilities can feel overwhelming. This guide provides clear and straightforward guidance on how to manage this communication with your employer. It aims to help you handle the process efficiently and professionally, allowing you to focus on your family.
Determine Who to Inform and When
Your first point of contact should be your direct manager or supervisor. They are responsible for your daily tasks and need to know about your absence to manage team workflow. Informing them as soon as you feel able is a standard professional practice that allows them to arrange for coverage of your responsibilities.
It is acceptable to take a moment to process the news before reaching out. Once you have spoken with your manager, your next communication should be with the Human Resources department. HR can provide specific details about your company’s bereavement leave policy, including the number of days offered and whether the leave is paid.
Key Information to Include in Your Notification
When you communicate the news, the goal is to be clear and concise. Your message should provide the necessary information for your employer to process your leave request without sharing private details. Start by stating that there has been a death in your family and mention your relationship to the person who has passed away, as company policies can vary based on this.
Provide the specific dates you expect to be away from the office. If you are unsure of an exact return date, you can provide an estimate and state that you will confirm the date later. It is also helpful to suggest a point of contact for any urgent work-related matters that may arise during your absence.
You are not obligated to share the cause of death or other private family matters. A professional notification focuses on informing your employer of your need for leave and the logistical details surrounding it. Keeping the message brief respects your own privacy.
How to Communicate the News with Examples
Email is often the most practical method for this communication. It creates a written record for both you and your employer and allows you to convey the information without the emotional difficulty of a live conversation. A direct subject line is useful, for instance: “Family Bereavement Leave – [Your Name]”.
For the body of the email, you could write:
“Dear [Manager’s Name],
I am writing to inform you of the passing of my [relationship to deceased]. I will need to take time off for bereavement and to be with my family. I expect to be out of the office from [Start Date] to [End Date].
I have completed [mention any urgent tasks you’ve finished] and have asked [Colleague’s Name] to cover any immediate needs related to [specific project]. For other urgent matters, please contact them directly. I will check my email periodically for any critical updates.
Thank you for your understanding.”
A phone call is an alternative if you have a close relationship with your manager or if the situation is time-sensitive. The conversation can be brief. For example, you might say, “I’m calling to let you know that my uncle has passed away, and I’ll need to take about three to five days off to be with my family.” It is still good practice to follow up with an email to ensure there is a written record of your leave request for HR purposes.
Informing Your Broader Team and Setting an Auto-Reply
After you have notified your manager and HR, you may need to inform your immediate colleagues. It is a good idea to ask your manager how they prefer this information to be shared with the wider team. Your manager may offer to inform the team on your behalf to save you from having to repeat the news.
If you choose to tell your colleagues yourself, a brief message in a team chat or email is appropriate. You could say something like, “I’m writing to let you all know that my father recently passed away, and I will be out of the office until [Date]. [Colleague’s Name] will be my point of contact while I am away.”
Before you go on leave, set an out-of-office auto-reply for your email. This ensures that anyone trying to reach you knows you are away and who to contact instead. A simple and professional message is best:
“Thank you for your message. I am currently out of the office on bereavement leave and will return on [Date]. I will have limited access to email during this time. For immediate assistance, please contact [Colleague’s Name] at [colleague’s email address]. Thank you.”
Navigating Your Return to the Workplace
Returning to work after a loss can be challenging. You will likely receive condolences from your coworkers, and it is perfectly acceptable to respond with a simple “thank you.” You do not need to engage in lengthy conversations about your loss unless you feel comfortable doing so.
Give yourself permission to ease back into your workload. Your productivity may not be at its peak immediately, and that is understandable. Focus on prioritizing tasks and communicating with your manager if you feel overwhelmed.