Your Ultimate Bereavement Policy Guide in 2024 [+ Free Template]
Providing comprehensive support to employees through well-structured benefits is critical, and this includes the implementation of a sensitive and fair bereavement policy. By recognizing the complexities of grief, HR professionals are increasingly encouraging employers to adopt policies that offer time and space for employees to mourn, reflecting an understanding that the wellbeing of staff is intrinsically linked to the health of the organization.
Establishing a bereavement leave policy is not only a compassionate practice but also a strategic approach that underscores a company’s commitment to its workforce’s emotional and mental health, particularly for those navigating the challenges of remote work.
We have created a free-to-download bereavement policy template as a Word doc to help you develop and customize your own policy.
Contents
What is bereavement leave?
Why does HR need to develop a bereavement policy?
The importance of providing bereavement leave
Legal considerations and bereavement pay
What to include in a typical bereavement policy
Standard bereavement policy sample template
Bereavement policy examples
8 best practices when implementing a work bereavement policy
What is bereavement leave?
Bereavement leave, also known as compassionate leave, is time off granted to an employee to grieve the loss of a close relative, deal with associated matters such as funerals and life policies, and have time for healing.
The specifics of bereavement leave, such as how many days are allowed and whether it is paid or not, can vary depending on the country, state, or the policies of individual employers. In some places, employment law dictates minimum requirements for bereavement leave, while in others, it is left to the discretion of the employer.
Why does HR need to develop a bereavement policy?
Every person will experience the loss of a loved one at some point during their life. However, when it comes to employee benefits, bereavement policies are rarely highlighted, and in the US, there is no federal law requiring bereavement leave. This leaves it up to individual states and employers to determine bereavement leave policies.
Oregon is currently the only state requiring employers to provide two weeks of bereavement leave per family member by law. In Illinois, employers are mandated to provide employees with up to 10 days of bereavement leave. However, neither policy includes the condition of mandatory bereavement pay. California grants workers up to five days of job-protected leave from work to grieve and to attend to logistical matters in the event of the death of a close family member.
However, despite a lack of regulations, most US employers do offer some bereavement leave. The question is, is it enough? According to a study from The Society for Human Resource Management (SHRM), average bereavement policies in the US include:
- Four days for the death of a child or spouse
- Three days if an extended family member, such as a parent or sibling, dies
- One day for an extended family member, including cousins, uncles and aunts
- Zero days for a friend, coworker, or neighbor.
Some countries do include paid bereavement leave, with France granting three days of paid bereavement leave for immediate family members and five days for a deceased child. Australia and Brazil give two days of paid leave to employees whose immediate family member has died.
The importance of bereavement leave on employee wellbeing
When we lose a loved one, life becomes incredibly complicated and filled with difficult tasks, from determining life policies and other assets that must be managed to funeral arrangements.
According to Empathy, a workplace bereavement solution, it takes an average of 540 hours to settle the affairs of the deceased, including arranging a funeral, claiming benefits, and managing assets. This does not include the time to grieve and heal from the loss of a loved one.
As an HR professional, incorporating a supportive bereavement policy into your business plan not only gives employees peace of mind during an incredibly vulnerable time but also supports the organization’s goals. For example, researchers have discovered that the increased absenteeism and decreased productivity caused by grief cost the United States over US$75 billion per year.
20% of the workforce at any given company will be grieving a recent loss.
The Cost of Dying, Report by Empathy
The risks of not having a bereavement policy in place
The Grief Index: The ‘Hidden’ Annual Costs of Grief in America’s Workplace report shows that it takes time for individuals to restore their ability to function effectively and to find a new routine, both at home and at work, after the death of a loved one. The Grief Index included feedback from over 25,000 individuals and reveals the following statistics:
- The bereavement aftermath casts a long shadow on workplace productivity and safety, with 85% of managerial staff reporting a marked decline in decision-making capabilities post-bereavement.
- 90% of workers in physically demanding roles report a surge in workplace injuries, attributing this uptick to diminished concentration in the wake of personal loss.
- 75% of respondents agreed that the ripple effects of grief extend well beyond the allocated leave period, insinuating that the traditional bereavement time fails to address the prolonged impact of grief.
- Quantifying this impact paints a more alarming picture: half of the participants concede to losing a minimum of 30 workdays due to impaired focus, suggesting a period of vulnerability where businesses may be exposed to suboptimal decisions, supervisory lapses, dwindling sales, and a spike in accidents. A further 20% experience these detrimental effects for an even more extended period.
The Cost of Dying 2023 report by Empathy surveyed 1,500 individuals who had recently experienced the death of an immediate relative and quantified the costs on an individual basis:
- US$7,848: Median cost of a funeral
- US$4,384: Average cost of handling financial matters
- US$4,967: Average cost of handling legal matters.
| The risks of not having a bereavement policy | |
| ✓ | Employees who are forced to work while grieving may experience lower morale and decreased productivity. Grief can impair concentration and performance, affecting the quality of work. |
| ✓ | If employees feel unsupported during difficult times, they may seek employment elsewhere, leading to higher turnover rates and associated costs. |
| ✓ | The absence of a bereavement leave policy can contribute to a culture that seems uncaring or insensitive to employee needs, which can affect overall employee satisfaction and engagement. |
| ✓ | Without adequate time to grieve, employees may experience prolonged emotional and physical health issues, potentially leading to increased absenteeism and healthcare costs. |
| ✓ | In some jurisdictions, there are legal requirements for bereavement leave. Not providing it when required can lead to legal action against the company. |
The importance of providing bereavement leave
Comprehensive bereavement support is the only way organizations can ensure that workforces can absorb the shocks of loss without significant repercussions to productivity.
HR professionals can be instrumental in designing and supporting bereavement policies that can help the emotional wellbeing of employees but also the overall health of an organization. Consider the following key benefits for employees and employers:
1. The emotional wellbeing of employees
A well-designed and compassionate bereavement policy provides employees with the necessary space and time to process their loss without the added stress of workplace obligations. This acknowledgment of their personal hardship is instrumental in facilitating healthy grieving.
Recognizing the need for such a break demonstrates a company’s recognition of its employees as individuals with lives outside of work, which can also significantly support emotional recovery and stability.
2. Maintaining productivity levels during bereavement period
While the immediate aftermath of a loss may result in a dip in the affected employee’s productivity, bereavement leave can actually help mitigate long-term productivity issues. By allowing employees the time to grieve, companies can reduce the “presenteeism” effect—where employees are physically present but mentally distracted—and avoid extended periods of reduced efficiency.
Employees who are given time to address their grief are more likely to return to work fully focused and ready to perform at their usual levels.
3. Encouraging positive relationships in the workplace
Bereavement policies can significantly contribute to a workplace culture of empathy and support. When employees feel supported in their times of need, it builds trust and loyalty, enhancing team dynamics and overall morale. Colleagues and managers who express sympathy and understanding towards grieving employees help to strengthen interpersonal bonds, which are essential for a collaborative and harmonious work environment.
HR tip: Don’t ask for proof of death
Harvard Business Review advises employers not to ask to see a death certificate, hospital letter, funeral home notification, or obituary. The chances that someone would lie about the death of a loved one to abuse their company’s bereavement policy are minimal. Instead, use the moment to create trust over conflict.
Legal considerations and bereavement pay
In the United States, there are no federal mandates that require employers to provide bereavement leave, whether paid or unpaid. The Family and Medical Leave Act (FMLA) does offer job protection for unpaid time off for eligible workers under certain conditions, but it does not specifically include bereavement leave.
However, bereavement leave policies can differ significantly at the state level, and some states have taken steps to ensure that employees have the right to time off following the loss of a family member.
California Bereavement Leave Law
In California, as of January 1, 2023, employers with five or more employees must provide up to five days of bereavement leave. This leave is unpaid unless the employer has an existing policy for paid leave or the employee chooses to use accrued leave like vacation or sick time. The bereavement leave in California can be taken for the death of a family member, which includes a parent-in-law, among other relatives.
Illinois Family Bereavement Leave Act
Illinois has the Family Bereavement Leave Act (FBLA), which entitles eligible employees to up to two weeks (10 workdays) of unpaid leave following the death of a family member or for other events such as a miscarriage or failed adoption.
If an employee experiences the death of more than one family member within a 12-month period, they are entitled to up to six weeks of leave. Eligibility for this leave requires the employee to have worked at least 1,250 hours for their employer in the previous 12 months. The act defines a “covered family member” quite broadly, including individuals such as domestic partners and in-laws.
These state-specific regulations highlight a growing acknowledgment of the importance of bereavement leave for employees’ wellbeing and the overall health of the workplace. By providing bereavement leave, states are recognizing the significant impact that the loss of a loved one can have on an individual’s emotional state and workplace performance. HR can help lead the way to remain compliant with local laws, creating organizations that are viewed as employers of choice.
What to include in a typical bereavement policy
A comprehensive bereavement leave policy should address the following key components:
- Eligibility: Define who qualifies for bereavement leave. Criteria may include length of employment, employment status (full-time, part-time), and the employee’s relationship to the deceased.
- Bereavement leave pay: Is bereavement leave paid? It is important to clarify whether bereavement leave is paid or unpaid upfront. Consider company policy and applicable state laws.
- Bereavement length: How long is bereavement leave? Specify the number of bereavement days provided. The policy should state the standard leave duration and whether it can be extended under certain circumstances.
- Relationships included in bereavement policy: Detail who is considered immediate family for bereavement leave and whether the policy extends to other significant individuals in the employee’s life, reflecting the diversity of family structures.
- Diversity and inclusiveness in bereavement policy: Ensure the policy is inclusive, acknowledging diverse family dynamics, cultural differences, and non-traditional relationships.
- Notification and documentation requirements: Outline how employees should notify their supervisors and any documentation that might be required to substantiate the need for leave.
- Process for requesting additional time: Provide a clear process for how employees can request additional time off if needed, whether it is unpaid leave or the use of other types of leave like paid time off (PTO) or sick days.
- Support resources: Include information on any employee assistance programs (EAPs) or other support services offered by the company.
- Return to work: Address any considerations or accommodations that may be provided upon the employee’s return to work to ease the transition.
Standard bereavement policy sample template
Bereavement policy examples
There are many organizations across the US that have gone beyond state and federal legislation for their bereavement leave policies. Here are two examples:
1. Amazon
Amazon states that the purpose of the bereavement policy is to provide time off with pay for employees experiencing the death of an immediate family member.
The scope of the policy applies to graded full-time and graded part-time positions.
The policy defines who is covered in the following ways:
- Immediate Family Member: The employee’s spouse, child, parent, sibling, grandparent, grandchild, father-in-law, mother-in-law, son-in-law, and daughter-in-law or any person who is domiciled in the employee’s household.
- Parent: The biological, adopted, step- or foster- parent, or other individual who stood in loco parentis to the employee when the employee was under the age of 18.
The policy allows for bereavement leave with pay for an employee’s absence from duty in the event of a death in the immediate family. An employee may use such leave to make funeral arrangements, settle family affairs, attend the funeral or memorial services, and for bereavement.
The details include:
- Full-time employees shall receive up to three (3) days of bereavement leave with pay (up to a maximum of 24 work hours or 36 hours for 56-hour employees).
- Part-time employees shall be eligible for bereavement leave equal to three part-time days off with pay (i.e., pay equivalent to their normal part-time schedule).
2. Paypal
Paypal’s policy is not as detailed, but there is a clear purpose and how much time employees can receive off if a family member dies.
According to Paypal, taking time off is vital for an employee to be at their best. This is supported through offering ample time off for many different situations, including sick time, marriage time, parental leave and bereavement leave. Bereavement leave is far more encompassing than any state or federal laws. Paypal offers up to 20 days paid bereavement leave for the death of a partner or child, 3 days for a parent, grandparent, or sibling, and 1 day for other family members.
8 best practices when implementing a work bereavement policy
Implementing a good work bereavement policy is about more than simply having a policy in place and offering paid bereavement leave. Grief can be extremely disruptive in an employee’s personal and professional life.
Compassionate support extends beyond a bereavement policy and into other benefits, policies, and the company’s culture. As an HR professional, you can lay the foundations for strong support when employees need it most.
- Communicate the policy effectively. The moment of loss is not when an employee should be finding out what is—and is not—available to them through the organization’s bereavement policy. Ensure all employees are aware of the bereavement policy, its features, and how to use it.
- Offer grief counseling. Your organization may already provide mental health support. Ensure employees know what is available and that the program includes grief counseling. Some organizations even offer subsidies for grief counselors that employees can choose on their own.
- Train management. All HR professionals and managers should go through training on how to handle bereavement leave requests compassionately and consistently. You are well-placed to work with your organization to ensure this takes place regularly.
- Maintain confidentiality. Treat bereavement leave requests with sensitivity and confidentiality.
- Allow flexibility. Recognize that each person’s grieving process is different and allow flexibility in taking leave. Many organizations allow bereavement leave to be taken within a six-month or 12-month period because there may be a need for leave later, for example.
- Review and update regularly. Regularly review and update the policy to reflect changes in law and best practices.
- Include return-to-work support. It’s not enough to have a bereavement policy in place or even grief counseling. What happens after an employee returns to work? Have a plan in place to support their transition. Grief lasts far longer than five days, and many employees will not know what to expect.
- Measure policy impact. Monitor the impact of the policy on employee wellbeing and the organization to make informed adjustments as needed.
HR tip
Create a system built on ‘Care Managers’ that supports all employees who have suffered a loss and are returning to work. This can be done through employee assistance programs (EAPs) or other support services offered by the company. The important thing is to ensure that in-office, hybrid, and remote workers can find and speak to local professionals when they need them.
Implement a bereavement policy
The implementation of a thoughtful bereavement leave policy is a critical aspect of employee support, particularly in a landscape where remote work has become a norm. Employers can effectively support employees through the grieving process by ensuring regular communication, offering flexible work arrangements, and providing access to counseling and support services.
These types of policies affirm an organization’s commitment to its values and create a culture of empathy and understanding. This can help enhance overall employee satisfaction and loyalty, strengthening the organizational fabric.
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