Navigating the Loss of a Colleague: A Guide for Employers
Sadly, people die every day but when an employee passes away while still employed, it's important to handle the situation with compassion and professionalism.
Here's a step-by-step guide outlining what to do:
Immediate actions
Confirm the news sensitively and verify the details (usually via a family member or close contact). Seems daft but this is an important step - I dealt with a case once where the sad news rippled through the organisation and it transpired it wasn’t our employee but someone with the same name.
Express condolences to the family on behalf of the organisation
Notify key internal stakeholders e.g., HR, line manager, payroll and the senior leadership team, but remember to do so confidentially until a decision is made on how to share the news across the wider team.
Internal communication
Inform the direct team sensitively. If possible, it is better to do this in person so consider a short meeting or alternatively a carefully worded email.
Offer grief counselling – signpost staff to your Employee Assistance Program (EAP) if you have one.
Support to the Family
Reach out to the next of kin to offer support and guidance on practical matters.
Provide a point of contact within the company (typically someone in HR).
Pay and benefits:
Issue final pay (including outstanding salary, unused holiday, bonuses, etc.) to the legal beneficiary or estate.
Process benefits such as Death-in-service benefits (if applicable)
Legal & compliance:
Obtain and file a death certificate (needed for many administrative processes).
Update payroll and benefits systems to reflect the change.
Company property & security
Arrange for the return of company equipment (with sensitivity; coordinate with the family).
Revoke system access and update records (email, ID badges, security systems).
Memorial and Tribute
Find out from the family if the funeral is open to your organisation and share this information with the team
Consider:
A moment of silence or a memorial service
A donation or tribute in their name
Sharing a formal acknowledgment or obituary (with family consent)
Long-Term Considerations
Reassign duties or post a job opening, as appropriate.
Monitor and support employee morale and mental health.
Review and improve internal policies on employee death.
And last, but certainly not least, please take care of yourself and your own wellbeing. Dealing with these situations can be very emotional and draining and whist we appreciate it may be your job to do it, please be mindful of the impact it may have on you too.