Losing a loved one is an incredibly difficult experience. Navigating the practicalities of grief, including informing your workplace and taking time off, can feel overwhelming. This guide provides a comprehensive overview of how to call off work for a death, covering everything from immediate notification to understanding bereavement leave policies and managing your return.
Immediate Notification and Initial Steps
The first step is to inform your employer or supervisor as soon as possible. While it’s understandable to feel emotionally drained, prompt notification allows your workplace to make necessary arrangements and support you during this challenging time.
Choosing the Right Communication Method
Consider your relationship with your employer and the company culture when deciding how to deliver the news. A phone call is often the most personal and immediate option, allowing for direct communication and empathy. If a phone call feels too daunting, an email or text message is acceptable, especially for the initial notification.
What to Say in Your Initial Notification
Keep the initial message concise and informative. Focus on conveying the essential information: that you have experienced a death in the family and will need to take time off work. You don’t need to provide extensive details at this stage.
A simple example of a phone call could begin with, “I’m calling to let you know that I’ve experienced a death in my family.” For an email, you could write, “I am writing to inform you of the passing of [Relationship to deceased].”
Documenting the Communication
After the initial notification, it’s helpful to follow up with a written confirmation, such as an email. This provides a record of your communication and allows you to clarify any details. The email should include the date of the death, your anticipated return date, and any tasks you need to delegate or information your colleagues may require.
Understanding Bereavement Leave Policies
Familiarizing yourself with your company’s bereavement leave policy is crucial. This policy outlines the amount of time off you are entitled to, whether it’s paid or unpaid, and any specific requirements for documentation.
Locating Your Company’s Bereavement Policy
Bereavement policies are typically found in the employee handbook, on the company intranet, or within the human resources department. If you cannot locate the policy, contact HR directly. They can provide you with a copy and answer any questions you may have.
Key Components of a Bereavement Policy
Most bereavement policies specify the amount of leave granted, often ranging from 3 to 5 days. Some policies may offer extended leave for immediate family members or for travel required to attend the funeral. Check if the policy distinguishes between immediate family (spouse, parents, children, siblings) and extended family (grandparents, in-laws, etc.). The policy should also clarify whether the leave is paid or unpaid. Some companies offer paid bereavement leave, while others require employees to use vacation time or take unpaid leave.
Navigating Unpaid Leave and Alternative Options
If your company does not offer paid bereavement leave or if you require more time off than the policy allows, explore alternative options. You may be able to use accrued vacation time, sick leave (if applicable), or request unpaid leave. Discuss these options with your HR department or supervisor. Another possibility is to explore a short-term disability claim, depending on the circumstances and your company’s policies.
Communicating Your Return to Work
As your return to work approaches, communicate your anticipated return date to your supervisor. This allows them to plan accordingly and prepare for your reintegration into the workplace.
Confirming Your Return Date and Discussing Logistics
A week or so before your planned return, confirm your return date with your supervisor. Discuss any logistical considerations, such as outstanding tasks, meetings you may have missed, and any adjustments you may need to make to your workload.
Preparing for the Emotional Impact of Returning
Returning to work after a bereavement can be emotionally challenging. It’s important to acknowledge your grief and allow yourself time to adjust. Be prepared for potential triggers, such as colleagues expressing condolences or reminders of the deceased.
Seeking Support from Your Workplace
Don’t hesitate to seek support from your workplace if you need it. Many companies offer employee assistance programs (EAPs) that provide confidential counseling and support services. Talking to a trusted colleague, supervisor, or HR representative can also be helpful.
Legal Considerations and Rights
Understanding your legal rights regarding bereavement leave is essential, especially if your employer is not cooperative or if you believe your rights have been violated.
Federal and State Laws Regarding Leave
Currently, there is no federal law mandating paid bereavement leave in the United States. However, some states have enacted or are considering laws that require employers to provide paid or unpaid bereavement leave. Research the laws in your state to understand your rights. The Family and Medical Leave Act (FMLA) may apply if you need to care for a family member with a serious health condition resulting from the death, but it doesn’t directly cover bereavement leave for the death itself.
Documenting Everything and Seeking Legal Advice
It is important to document all communication with your employer regarding bereavement leave, including emails, phone calls, and any written agreements. If you believe your employer has violated your rights, consult with an employment attorney. They can advise you on your legal options and help you navigate the situation.
Sample Email and Phone Script
Having a prepared template can ease the burden of communication during this stressful time.
Sample Email Template
Subject: Bereavement Leave Request – [Your Name]
Dear [Supervisor’s Name],
I am writing to inform you of the passing of my [Relationship to deceased], [Deceased’s Name], on [Date of Death]. I will need to take bereavement leave to attend to funeral arrangements and personal matters.
I anticipate being out of the office from [Start Date] to [End Date] and plan to return to work on [Return Date]. I will have limited access to email during this time.
[Optional: Briefly mention any urgent tasks you have delegated or instructions for colleagues.]
I will confirm my return date closer to the time. Thank you for your understanding and support during this difficult time.
Sincerely,
[Your Name]
Sample Phone Script
“Hello [Supervisor’s Name], this is [Your Name]. I am calling to inform you that I experienced a death in my family. My [Relationship to deceased], [Deceased’s Name], passed away on [Date of Death]. I will need to take some time off work to attend to funeral arrangements and grieve. I will be out from [Start Date] to [End Date], and I plan to return on [Return Date]. I will send you an email with the details. Thank you for your understanding.”
Managing Grief and Returning to Work
Returning to work after a loss is a significant step in the grieving process. Be patient with yourself and allow time to adjust to the new normal.
Acknowledging Your Grief and Setting Realistic Expectations
Grief is a complex and personal experience. There is no right or wrong way to grieve. Acknowledge your feelings and allow yourself to feel them. Set realistic expectations for yourself at work. You may not be as productive or focused as usual, and that’s okay.
Communicating Your Needs to Colleagues and Supervisors
Open communication with your colleagues and supervisors can help ease your transition back to work. Let them know what you need, whether it’s understanding, flexibility, or simply a listening ear.
Seeking Professional Support if Needed
If you are struggling to cope with your grief, seek professional support. A therapist or grief counselor can provide guidance and support as you navigate your loss. Employee Assistance Programs (EAPs) offered by many companies can also connect you with mental health professionals.
Maintaining Self-Care Practices
Prioritize self-care during this difficult time. Get enough sleep, eat healthy meals, and engage in activities that bring you comfort and joy. Exercise, meditation, and spending time with loved ones can all be helpful coping mechanisms.
Handling Potential Workplace Issues
Be prepared to address potential issues that may arise in the workplace after a death.
Dealing with Well-Meaning but Uncomfortable Comments
Colleagues may express their condolences, but sometimes their words can be unintentionally hurtful or insensitive. Be prepared to handle these situations with grace and understanding. You can politely acknowledge their sentiment and change the subject if you feel uncomfortable.
Navigating Changes in Workload or Responsibilities
Your workload or responsibilities may have shifted during your absence. Discuss any concerns or challenges with your supervisor and work together to create a manageable plan.
Addressing Concerns About Productivity and Performance
It’s normal to experience a temporary dip in productivity and performance after a bereavement. If you are concerned about meeting expectations, communicate openly with your supervisor and discuss strategies for improving your performance over time. Remember that most employers are understanding and willing to provide support during this difficult period. Document any agreements or adjustments made to your workload or performance goals.
What is bereavement leave and am I entitled to it?
Bereavement leave is time off from work granted to an employee to grieve the death of a loved one and attend related affairs such as funerals. It’s designed to allow employees to manage their personal affairs and emotional well-being during a difficult time, without the added pressure of work responsibilities.
Whether you are entitled to bereavement leave depends on your employer’s policies and the laws in your state or country. Some companies offer paid bereavement leave as part of their benefits package, while others may only offer unpaid time off or require employees to use their vacation or sick days. Check your employee handbook or contact your HR department to understand your company’s specific policy.
How much bereavement leave am I typically allowed?
The amount of bereavement leave offered varies widely depending on several factors, including company policy, relationship to the deceased, and geographic location. Some employers may offer a fixed number of days, such as three to five days for immediate family members (spouse, parent, child, sibling), while offering fewer days or none for extended family members.
It’s important to review your company’s policy for the specific amount of leave provided for different relationships and situations. In some cases, employers may be flexible and willing to grant additional time off, especially for distant travel or complex arrangements, so it is best to open a conversation with your HR department or supervisor.
When should I notify my employer about the death and my need for leave?
Notify your employer as soon as reasonably possible after learning of the death. Ideally, aim to inform them within 24 to 48 hours. Prompt notification allows your employer to make necessary arrangements, cover your responsibilities, and offer support during this difficult time.
While grieving, focus on delivering the news calmly and clearly. Be prepared to share essential information, such as the relationship to the deceased and the anticipated duration of your absence. Remember, your employer understands the sensitivity of the situation and will appreciate timely communication.
What information should I include when requesting bereavement leave?
When requesting bereavement leave, provide your employer with essential details to facilitate a smooth process. Clearly state your relationship to the deceased, the date of death, and the dates you will be absent from work. This information helps your employer understand the situation and process your request efficiently.
Also, provide an estimate of when you expect to return to work. While this might be difficult to determine precisely, a reasonable estimate allows for better planning. If you anticipate needing additional time beyond the standard bereavement leave, be upfront about this possibility and discuss available options with your employer.
What if I need more time off than my employer provides?
If you require more time off than your employer’s bereavement policy allows, explore alternative options to extend your leave. Communicate openly with your supervisor or HR department about your situation and explain why you need additional time.
Potential options include using accrued vacation time, sick leave, or personal days to supplement your bereavement leave. You might also explore the possibility of taking unpaid leave or requesting a short-term leave of absence. Depending on your circumstances, the Family and Medical Leave Act (FMLA) may also provide protection for extended leave.
Do I need to provide proof of death to my employer?
While it is not always required, some employers may request proof of death to support your bereavement leave request. This is often done to prevent abuse of the policy and ensure fairness. Acceptable forms of proof can vary.
Common forms of verification include a copy of the death certificate, an obituary notice, or a program from the funeral or memorial service. Check with your HR department or supervisor to understand their specific requirements and ensure you can provide the necessary documentation if requested.
How can I prepare for my return to work after bereavement leave?
Returning to work after bereavement leave can be emotionally challenging. Before returning, consider what tasks you need to prioritize and if you can ease back into your responsibilities gradually. Communicating with your supervisor about expectations and workload can help reduce stress.
Prepare yourself mentally for the potential of encountering sympathetic colleagues or reminders of your loss. Allow yourself time to adjust and don’t hesitate to seek support from friends, family, or a therapist if needed. Remember that it’s okay to not be fully productive immediately, and focusing on self-care is essential during this transition.