Supporting Your Team After the Death of An Employee
An empty desk can speak volumes.
Losing a team member is one of the hardest moments a workplace can face. It changes the tone of meetings, leaves an empty desk, and affects everyone who worked alongside them. How an employer responds can ease the weight of loss or make it harder. This guide offers clear, practical steps to take when an employee passes away- including short scripts and a sample policy you can adapt.
What To Do In The First 24-72 hours
Contact the employee’s family if they have not already done so. Express your condolences and verify what details they are okay with you sharing. Respect privacy and follow their lead on timing.
- Confirm the facts before you tell others. Ask the family what they want to be shared.
- Notify Human Resources (HR) and any relevant managers and payroll. Use email for record updates and brief phone calls for urgent matters that require immediate attention.
- Pause automatic systems that might send messages from the deceased’s account.
- Offer immediate support, such as access to the employee assistance program, grief resources, and a clear point of contact for questions.
A Short Sample Script for telling a manager or HR representative:
“Hi [Name]. I’m sorry to let you know that [colleague] passed away. The family requests that we share [brief detail]. Feel free to call me if you need help. I’m looking forward to making short-term plans for the team.”
Legal and Payroll Basics
Employment law varies. Check local rules on final pay, benefits, life insurance, and retirement accounts. Keep records of all decisions and actions made. Check whether the company handbook covers these steps; if not, document decisions made clearly. Decide who will coordinate with the family on final pay, personal belongings, and benefits continuation, where applicable.
Supporting the Workplace After the Loss
Short Script for Managers
“I’m so sorry about [employee’s name]. This is hard for all of us. We’ll take the time to adjust and make sure everyone has the support they need.”
What to Avoid in Conversations
- Don’t say how they should feel.
- Don’t share details that the family has not approved.
- Don’t speculate on the cause of death.
- Avoid long policy explanations during the first meeting.
Practical Workplace Steps
- Reassign projects, duties, and deadlines if possible.
- Offer flexible schedules for affected team members.
- Hold a brief meeting to acknowledge the loss and talk over the next steps.
- Allow employees to take personal time if needed through the normal leave process.
Let the Team Know
Ask the family what they want shared. Keep messages short and respectful. Communicate who will cover the employee’s responsibilities, and provide HR and grief-support contacts.
Sample Message To Staff:
“Sadly, we lost our colleague, [name]. [Name] has passed away. The family has asked for privacy during this time. If you need support, please contact HR or our Employee Assistance Program at [contact]. We will share service details once the family is ready and has updated us.
Managing Team Workload
- Identify essential tasks, temporary job responsibilities, and roles.
- Keep meetings short and simple in the first week
- Allow space for adjustment
Respect Culture and Faith
People and families follow many traditions after a death. Ask the family about funeral home preferences before offering help or sending flowers and sympathy cards. If the family invites coworkers to attend a service or memorial. Keep language neutral when you are not sure about the religious customs, and consult a local funeral director if needed.
Hosting a Memorial or Group Remembrance
Get family approval first. If they decline, respect that choice. If they agree, offer options such as a moment of silence, a short gathering over a company breakfast or lunch, a virtual meeting, or even a donation in the employee’s name.
Sample Company Policy ( Death of an Employee)
- Purpose: Maintain business stability by providing respectful procedures and support when an employee passes away.
- Immediate Response: HR will send condolences and confirm what can be shared.
- Payroll & Benefits: Final pay, accrued leave, and benefits will be processed promptly.
- Employee Belongings: Personal items will be gathered respectfully and returned to the family.
- Team Support: HR will coordinate grief resources, flexible scheduling, and memorial options.
- Communication: The company will issue one approved internal message to prevent misinformation.
When to Bring in Outside Help
In the event that grief affects the workplace for more than a week, it may be a good idea to consult a professional grief counselor or attend on-site workshops.
How Madonna Multinational Funeral Home Can Help
We work closely with employers when a staff member passes away.
We can:
Help families coordinate service details and timing.
Provide private viewings or memorial arrangements for company groups.
Set up live-streaming options for employees who cannot attend in person.
Offer guides and grief resources for workplace communication.
When a business faces loss, every decision feels heavy. Madonna Multinational Funeral Home is here to help lighten that load. Our team provides respectful guidance from communicating with the family to helping your staff honor their colleague’s life, whether you need assistance now or want to plan future company support. Madonna is here for you every step of the way. Call us today or visit our contact us now page to connect with our team and learn how we can help support your workplace loss.
Resources to Cite and Share
Society for Human Resource Management (SHRM): Bereavement and employee death response
