Bereavement: How to communicate the death of an employee as a management team

The death of a colleague is an incredibly sad event to go through as an organization. Here is a template communication plan to use for this difficult time. 

What HR will take care of:

1. Company Property - contacting IT to terminate the employee’s computer and building access.
2. Personal Property - arrangements with the family to return any personal items 
3. Payroll, benefit, and life insurance payments including contacting beneficiaries 
4. Notifying the Employee Assistance Program about the passing. 

Sample communication plan

Be sure HR and the employee’s manager have been informed of the passing.

Loop them in on any further communication so they are not caught off-guard. 

Be sure you have received permission from the employee's family to share the news.

If so, ask what information they feel comfortable sharing. For instance, they may want to keep the cause of death private. Note: this may be information the manager or HR already has. 

Ask if you can let staff know about funeral arrangements. Some families prefer private services. 

Ask them for a point of contact for future communications who can provide funeral details, when known, and who can respond to questions about the family’s wishes and any needs they may have at that time.

Be sure the manager has communicated the news to their team first.

If in a very small organization this may not be necessary but give them the option nonetheless. A separate Pyn is available with instructions and guidance for the manager. 

Email the management team

Managers will be an important source of support and guidance during this time for many employees. Giving them a heads up of the news will help prepare them for that responsibility. Send a brief email such as:

“Hello all, it is with great sadness that we share the news of the death of [insert name]. We extend our deepest condolences to their family, friends, and loved ones. We will share this news with the entire company shortly along with links to our EAP and counseling services. We ask for your support in allowing your employees the opportunity to grieve this passing. In addition to the benefits provided please make yourself available to be with your employees today. Lastly, please keep this news confidential. Please reach out to [insert name of someone in HR] for more information. Thank you. 

Prepare comms for the entire organization

Whether to communicate in person or over email will depend on the size and culture of your company. If in-person, send an invite with a vague subject line (not “employee death”) and let them know this is a required meeting.

What to say in a meeting

Messaging should come from company leadership, either the head of the department the employee belonged to or the CEO. 

Express that you have some sad news to disclose.

• Be direct and concise but also tactful and sympathetic. Explain that the employee has regretfully passed away. Express how the news has affected you personally and recall a fond memory or two about the employee.
• Share the details of the upcoming funeral if the family is okay with them attending.
• Share details about the EAP or any additional counseling services that may be available. 
• Avoid talking about work responsibilities unless it’s necessary. 
• Ask employees to keep the news to themselves for now - you don’t want anyone finding out on social media until it’s appropriate
• Discuss how to help the family - spend a few minutes opening up the floor to gather ideas on how to support the family. It might be a meal, flowers, a donation, a group card, etc. 
• Give them time and space to grieve. Consider sending employees who worked closely with this person home for the rest of the day - or, they may choose to stay together to grieve. Provide them with a private place and the time to do so. 

What to say over email 

Even if you are able to pull everyone together it is advisable to prepare an email on behalf of company leadership 

Employee Death Announcement Sample Email or Letter

Subject line ideas

• It is with great sadness...
• Urgent news involving a member of our work family. Please read.
• Jane Smith
• Sad News
• With Sympathy

For a small, close-knit staff or department

“It is with great personal sadness that I announce the death of Jane Smith. Our beloved friend and coworker passed away last night as the result of a car accident. We’ve been in touch with Jane’s husband, Jason. Jane has been a part of our staff since 2008. Her dedication to the company and knowledge of the industry is one of the reasons for our company’s success. On a personal level, we all remember Jane’s infectious laugh, her love for the San Francisco Giants, and stories of her trips to the beach with her family. She will be terribly missed.  We will provide details of the funeral services as soon as they are available.”

For a larger staff or department

“We regret to inform you of the passing of Joe Smith. He died last night after a long battle with brain cancer. Joe was a member of our sales staff, working out of Chicago. He leaves behind a wife (Cynthia) and twin eight-year-old daughters, Chloe and Sophie. Our thoughts go out to his family during this time.We will share funeral arrangements with you as soon as they are available.”

What else to do in the first week

Designate someone in HR as an internal point of contact

They will respond to colleagues’ questions and concerns. Please limit the number of employees trying to contact the family directly. The internal point of contact should communicate with and inform the team of ways in which the staff will support the family (i.e., flowers, monetary contributions, etc.). 

Consider organizing a celebration of life

This might be a team meeting, sharing videos or photos, and storytelling. Consider inviting the family.

Remind employees about EAP

Counselors are trained and ready to talk them through the stress and grief they might encounter. You might even ask HR to hire a grief counselor for several days of onsite sessions.