Purpose and Scope
This policy outlines bereavement leave at [Organisation Name] following the death of a family member or other covered individual. It defines leave entitlements, pay conditions, eligible relationships, and request procedures.
This policy applies to [all employees / employees who have completed [Period] of service]. Part-time employees receive prorated leave. Bereavement leave is separate from accrued Paid Time Off (PTO) and does not reduce vacation or sick leave balances.
This policy is a voluntary workplace benefit. It does not create an employment contract, alter at-will employment status, or guarantee leave beyond the terms stated here.
Working through related paperwork at the same time? See also our Bereavement Leave Policy Template (UK), US Paid Sick Leave Policy Template and FMLA & Family Leave Policy Template.
Leave Entitlements
- Immediate Family Member: Up to [Number] days of [paid/unpaid] leave per occurrence.
- Extended Family Member: Up to [Number] days of [paid/unpaid] leave per occurrence.
- Other Services (Colleague, Friend, Unlisted Relationship): Up to [Number] day(s) of [paid/unpaid] leave at manager discretion, applied consistently.
- Leave Scheduling: Employees may take leave days consecutively or split them within [Period] of the death.
- Travel Extension: If travel is required (such as out-of-state or international travel), employees may request up to [Number] additional [paid/unpaid] days.
Covered Relationships
- Immediate Family: Spouse or domestic partner; child, stepchild, or foster child; parent, stepparent, or parent-in-law; sibling; grandparent; grandchild.
- Extended Family: Aunt, uncle, niece, nephew, cousin, sibling-in-law.
- Other Covered Individuals: Members of the employee’s immediate household, and relationships equivalent to family regardless of legal or biological ties.
- Pregnancy Loss: Up to [Number] days of leave following a pregnancy loss experienced by the employee or their partner.
For relationships outside these definitions, contact [Role] to discuss discretionary leave options.
Statutory and Local Mandates
[Organisation Name] complies with all applicable state and local bereavement leave laws. Where local or state regulations offer greater leave rights than this policy, statutory requirements take precedence.
State-specific mandates include:
- California (AB 1949): Eligible employees at companies with five or more staff receive up to five days of bereavement leave for a covered family member, to be completed within three months of the death.
- Other Jurisdictions: Requirements in states such as Illinois, Oregon, Washington, Maryland, and Vermont govern day counts, coverage rules, and paid status for local employees.
[Role] reviews state labor laws before confirming leave allocations and documentation requirements.
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Compensation and Payroll
- Pay Rate: Paid bereavement leave covers regular scheduled hours at the employee’s base rate. It excludes overtime, commissions, and shift premiums.
- Part-Time Employees: Pay is prorated based on regular scheduled hours or actual hours missed.
- Commission / Piece-Rate Employees: Pay is calculated using [Method].
- Payroll Entry: Log bereavement leave under the designated code in [Payroll System] so PTO balances remain intact.
Request Procedure
- Notify [Role] or your direct manager as soon as possible by phone, text, or internal message. You do not need to file formal paperwork on the day of the loss.
- Confirm requested leave dates with your manager, indicating whether you will take the days continuously or split them up.
- Log the leave in [HR System] under bereavement leave, or ask management to submit the entry for you.
- Provide verification (such as an obituary, service program, or memorial document) only if [Role] specifically requests it for extended or repeated leaves. We do not require a death certificate by default.
Extended Leave and Support Options
- Additional Time: Employees who need extra time may request to use accrued PTO, apply for unpaid personal leave for up to [Number] [Days/Weeks], or arrange a phased return schedule with [Role].
- Medical and Family Leave: Grief-related health conditions may qualify for coverage under broader medical leave policies or statutory health leave provisions.
- Support Services: Access confidential grief support services through [Support Program / Contact Details].
- Return to Work: Managers must support returning staff by reviewing initial workloads and keeping the reason for absence private.
Administration and Records
- Consistency: Managers must apply bereavement leave benefits consistently across all employees regardless of protected characteristics. Log any discretionary leave exceptions with [Role].
- Confidentiality: Keep details of a loss strictly confidential. Use neutral language (e.g., “personal leave”) for internal team notifications unless the employee gives explicit consent.
- Recordkeeping: Log bereavement leave in [HR System] and retain it alongside standard leave records for [Period].
- Review Cycle: [Role] reviews this policy [Frequency] and updates it to reflect regulatory revisions.
Document Owner: [Role] Last Reviewed: [Date] Next Review Date: [Date]
FAQs on a bereavement leave policy
What is a bereavement leave policy?
A bereavement leave policy outlines bereavement leave at your organisation following the death of a family member or other covered individual. It defines leave entitlements, pay conditions, eligible relationships, and request procedures.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a bereavement leave policy include?
This template covers leave entitlements, covered relationships, statutory and local mandates and compensation and payroll.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a bereavement leave policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
