What is a Bereavement Policy and How Do You Create One?

A comprehensive bereavement policy is a critical component of a supportive workplace, typically offering three to five days of paid leave for employees grieving the loss of a loved one. Establishing clear guidelines on eligibility, pay, and the application process is essential for both HR administration and employee well-being, ensuring compassionate and consistent support during difficult times.

What is a Bereavement Policy?

A bereavement policy is a formal set of human resources (HR) guidelines that outlines the support and time off—known as bereavement leave—an organization provides to employees following the death of a relative or close friend. The specifics can vary significantly between companies. Key differentiators often include the definition of a qualifying relationship (e.g., immediate family only vs. extended family and friends) and the allotted leave duration. For instance, the loss of an immediate family member like a parent, child, or spouse often warrants more time than the loss of an extended family member. In the UK, Jack’s Law mandates a minimum of two weeks' leave for parents who suffer the loss of a child under 18 or experience a stillbirth after 24 weeks of pregnancy, setting a legal precedent for compassionate employment standards.

A well-structured policy typically defines:

• The policy's objective and scope.
• Employee eligibility criteria.
• The number of paid and/or unpaid leave days.
• The procedure for requesting leave and any potential extensions.

Why is Bereavement Leave Important for Employees and Companies?

Bereavement leave is vital because it allows employees the necessary space to grieve, manage practical affairs, and begin healing without the added pressure of work responsibilities. This support is not just an ethical imperative but also a strategic HR practice that can impact talent retention and employee morale. From a business perspective, a clear policy streamlines administrative decisions for managers and HR, preventing inconsistencies and potential disputes. It demonstrates a company's commitment to its workforce, which can strengthen employer branding and foster a culture of empathy and trust. Employees use this time for essential tasks such as:

• Attending funeral and memorial services.
• Handling legal and financial documentation for the deceased.
• Supporting other grieving family members.
• Processing their loss through rest or counselling.

How to Write a Bereavement Policy in 4 Steps?

Creating a clear and compassionate policy involves a structured approach. Based on our assessment experience, following these steps ensures all critical aspects are covered.

1. Decide the Leave Duration and Pay? The first step is to determine the number of leave days and whether they are paid. A common industry standard is three to five days of paid leave for the loss of an immediate family member. You must also decide if unpaid extensions are available and whether the leave must be taken consecutively or can be intermittent. The duration often correlates with the employee's closeness to the deceased, creating a tiered system.

2. Outline the Eligibility Criteria? This section clarifies who is covered by the policy. It should define employee status (e.g., full-time, part-time) and, crucially, specify which relationships qualify for leave. A clear definition of "immediate family" and "other loved ones" prevents confusion. For example:

3. Write the Policy's Objective? The objective is a concise statement at the beginning of the document that expresses the company's sympathy and commitment to supporting employees. It sets a compassionate tone, explains the purpose of the leave, and may mention additional support like counselling services.

4. Highlight the Application Procedure? Finally, provide a clear, step-by-step guide for employees to request leave. This should cover whom to notify (e.g., immediate supervisor), the required notice period, and any needed documentation, such as a death certificate or obituary. The procedure for requesting an extension should also be explicitly outlined here.

What is a Bereavement Policy Example?

Here is a simplified template from ok.com that you can adapt:

Bereavement Leave Policy Example

Policy Objective: Our company recognizes that the loss of a loved one is a difficult experience. This policy is designed to provide employees with paid time off to grieve, attend funeral services, and manage necessary arrangements without concern for their work responsibilities.

Eligibility and Leave Entitlement:

• Immediate Family: Full-time and part-time employees are eligible for five days of paid bereavement leave for the death of a spouse, child, parent, or sibling.
• Other Loved Ones: Employees are eligible for two days of paid leave for the death of a grandparent, in-law, or close friend.
• Extensions: Unpaid extensions of up to 5 additional days may be requested through the HR department.

Application Procedure: Employees must notify their direct manager as soon as practicable. A formal leave request must then be submitted to HR via the company portal. While documentation is not routinely required, the company may request it for leaves exceeding the standard duration.

In summary, the key to an effective bereavement policy is balancing clarity with compassion. Define leave duration and pay clearly, establish tiered eligibility criteria, state a sympathetic objective, and create a simple application process. A well-defined policy supports employees when they need it most and serves as a cornerstone of a respectful organizational culture.