Losing a loved one is a challenge, and navigating work obligations during this time can feel overwhelming. This guide provides a step-by-step approach to writing a bereavement leave request email. It covers understanding your company’s policy, structuring your email, and managing your responsibilities before you take leave.
Understanding Your Company’s Bereavement Leave Policy
Before writing your request, review your employer’s bereavement leave policy. This information is located in the employee handbook, which may be available on a company intranet or HR portal.
If you cannot find the handbook or the policy is unclear, contact your Human Resources department directly. When reviewing the policy, look for specific details like the number of days offered and whether the leave is paid or unpaid. You should also determine how the company defines “immediate family” and if documentation, such as a copy of an obituary or funeral program, is required.
Key Information to Include in Your Email
When writing your request, each part of the email should communicate your needs clearly. This structure ensures your manager has all the necessary information.
A Clear and Professional Subject Line
The subject line must be direct and informative so it can be addressed promptly. Use a clear title like “Bereavement Leave Request – [Your Name]” or “Absence Notification – [Your Name]” to ensure your email is prioritized.
A Direct Statement of Your Request
State your reason for writing in the opening sentence, such as, “I am writing to request bereavement leave due to a death in my family.” You do not need to disclose the relationship to the deceased or the specific circumstances of their passing unless you are comfortable doing so.
The Dates You Expect to Be Away
Clearly specify the dates you will be on leave with a start and anticipated end date. For example, “I would like to request leave from Monday, July 21st, through Friday, July 25th.” If you are unsure of your exact return date, state that you will provide an update when you can.
A Plan for Your Work Responsibilities
Briefly mention your plan for handling work responsibilities to reassure your manager. A short statement is sufficient, such as, “I have updated the status of my urgent projects, and [Colleague’s Name] will be the point of contact for any immediate client needs.”
What to Avoid in Your Bereavement Leave Request
It is important to know what to include and what to omit to ensure your communication remains professional. Avoid sharing overly emotional or personal details about your loss, as it is sufficient to state that there has been a death in your family. You should also refrain from using an apologetic or demanding tone for needing time off. Do not make firm commitments about checking email or being available for work, as this can create an expectation you should not have to meet while grieving.
Bereavement Leave Email Template and Examples
To help you draft your message, here is a template you can adapt. It is followed by two examples: an informal version and a more formal one suitable for a supervisor you may not know as well.
Template:
Subject: Bereavement Leave Request – [Your Name]
Dear [Manager’s Name],
I am writing to request bereavement leave following the death of a family member. I would like to take leave from [Start Date] to [End Date].
I will ensure my urgent tasks are handled before I leave. [Colleague’s Name] will be the point of contact for any immediate issues that arise in my absence.
Please let me know if you need any further information.
Thank you,
[Your Name]
Informal Example:
Subject: Absence Notification – Jane Doe
Hi Mark,
I’m writing to let you know that I need to request bereavement leave. There has been a death in my family, and I will need to be out of the office from Wednesday, July 16th, returning on Monday, July 21st. I’m finishing up the quarterly report today and will ask Sarah to cover any urgent client emails.
Thanks for your understanding.
Best,
Jane
Formal Example:
Subject: Bereavement Leave Request – John Smith
Dear Mr. Harrison,
This email is to formally request bereavement leave due to a death in my family. I would like to request leave from July 17th through July 22nd.
Before my departure, I will complete the initial draft of the project proposal and provide a status update to the team. I have designated Maria Rodriguez as the interim contact for any critical project inquiries.
Please let me know if any documentation or further information is required.
Sincerely,
John Smith
Next Steps After Sending Your Email
After sending your request, a few final steps can ensure a smooth transition out of the office. These actions help manage workplace expectations and prevent interruptions during your leave.
Set up an out-of-office auto-reply for your email. This message should state that you are out of the office and when you plan to return. You can also provide contact information for a colleague who can handle urgent matters in your absence.
If your role involves direct client contact, consider sending them a brief notification about your absence and who to contact. You should also prepare a short handover note for your designated backup. This note should outline the status of key tasks and where to find necessary files.