Supporting Grieving Employees: Best Practices for Bereavement Leave

Creating a bereavement leave policy for your office can be challenging, especially when faced with the sensitive issue of an employee losing a loved one. However, it’s important not to shy away from this responsibility. Offering employees support while they grieve through a well-defined bereavement leave policy is one of the best ways to show compassion.

Understanding the laws surrounding bereavement leave and how they apply to your business is the first step. This knowledge helps you create a policy that supports your employees while ensuring compliance with regulations.

What is Bereavement Leave?

Bereavement leave, also referred to as compassionate leave, is a period of paid or unpaid time off that an employee can take following the death of a close family member or friend. This leave allows employees to grieve, make arrangements, and attend funeral services. The specifics of bereavement leave often vary by state, and most states give employers the flexibility to define the terms of leave. For example, some employers may restrict bereavement leave to full-time employees or immediate family members, while others might have more inclusive policies.

Best Practices for Bereavement Policies

The most effective bereavement policies are comprehensive and allow employees to take leave after the loss of any loved one, regardless of their relationship to the deceased. This means there should be no strict limitations—whether it’s a family member, friend, or neighbor.

Your policy should clearly outline eligibility criteria and conditions for taking bereavement leave. Additionally, it’s up to you as an employer to decide whether employees need to provide proof of death to take leave. If you do request proof, it’s important to approach the situation with empathy.

Handling Proof of Bereavement

Asking for proof of death can feel uncomfortable and potentially insensitive, so it’s crucial to handle these situations with care. If proof is required, it should be as simple as possible for the employee to provide after returning to work. Common forms of proof include an obituary or funeral notice. Some employers may also accept a written request listing the deceased’s name, date and city of death, and their relationship to the employee.

Duration of Bereavement Leave

On average, bereavement leave policies grant employees three to four days off following the death of an immediate family member, such as a spouse. Employees may receive less time off for the loss of extended family or friends. In some cases, employees may negotiate additional time off by using paid vacation days, sick leave, or unpaid leave. Since bereavement leave is optional in most states, the length of time off is usually determined by the policy set by the employer.

Paid vs. Unpaid Bereavement Leave

Bereavement leave can either be paid or unpaid. However, many businesses offer full or partial pay for the allotted days off. Mindy Cassel, co-founder of the Children’s Bereavement Center, emphasized that companies can positively influence an employee’s recovery by supporting them during a time of loss through paid leave. Offering paid bereavement leave fosters loyalty and gratitude, both from the grieving employee and their colleagues.

Benefits of a Bereavement Leave Policy

Providing bereavement leave isn’t just a compassionate gesture—it has practical benefits for the company. Supporting your employees during their time of grief can help them recover emotionally, making it more likely they’ll return to work with the focus and motivation needed to succeed. On the other hand, employees who don’t have the opportunity to grieve properly may struggle to stay productive due to emotional stress. From this perspective, offering bereavement leave is in the company’s best interest, as it promotes the long-term well-being of employees.

Key Elements of a Bereavement Leave Policy

Shirley King, founder of Life On Power, suggests that a comprehensive bereavement leave policy should include:

• Eligibility: Who qualifies for bereavement leave?
• Guidelines: What are the rules for immediate family members, extended family members, and friends?
• Duration: How many days of leave can an employee take?
• Payment: Is bereavement leave paid or unpaid?
• Request Process: What is the procedure for requesting bereavement leave?
• Documentation: What proof, if any, is required for bereavement leave?

It’s essential to ensure that your bereavement leave policy aligns with available company resources and is as inclusive as possible. King advises business owners to remember that blended families are increasingly common, and policies should reflect this reality.

Flexibility in Bereavement Leave

Offering flexibility in your bereavement leave policy is another best practice. For instance, you can specify a certain number of leave days but allow employees to schedule the exact days with their supervisor. Depending on the nature of the loss, some employees may not want to take all their leave at once.

Applying the Policy Fairly

To avoid discrimination claims, it’s crucial that your bereavement leave policy is applied fairly and consistently across your organization. King recommends conducting annual reviews of your bereavement policy along with other workplace policies to ensure they remain relevant and effective.

Supporting Grieving Employees in the Workplace

Supporting grieving employees in the workplace extends beyond having a clear bereavement policy. To effectively aid employees upon their return, business owners should educate staff about the needs of their grieving colleagues, allow coworkers to attend funeral services if appropriate, and offer flexible work schedules to accommodate personal needs. Assigning other employees to assist with the grieving employee’s workload, connecting them with a company mentor for emotional support, and continuing to pay their salary during leave are also crucial. Additionally, avoid contacting the employee for work-related matters during funerals or memorial services, and show support by sending flowers, food, or donations. Facilitate further assistance through HR, employee assistance programs, or local support services.

Conclusion

Creating a bereavement leave policy is not just about complying with legal guidelines; it’s about demonstrating empathy and care for your employees during one of the most difficult times in their lives. A clear, flexible, and comprehensive bereavement policy ensures employees feel supported, respected, and valued. In turn, this helps them recover emotionally and return to work with a renewed sense of loyalty and focus. While bereavement leave is not legally required in most states, offering it is a best practice that reflects the core values of any compassionate business.