Losing a loved one is one of the most difficult experiences an employee can face. Having a clear, compassionate bereavement leave policy ensures your team knows what support is available and reduces stress during an already painful time. This template gives UK small businesses a ready-to-use policy that meets legal obligations while offering genuine flexibility.
Key Takeaways
- UK law provides statutory parental bereavement leave (2 weeks) for parents who lose a child under 18 or suffer a stillbirth after 24 weeks.
- There is no general statutory right to paid bereavement leave for other relationships, but offering paid leave is a best practice.
- Your policy should clearly define eligibility, duration, pay, and the documentation process.
- A well-structured bereavement policy reduces employee anxiety and supports retention.
What This Template Covers
This template provides a complete bereavement leave policy suitable for UK small businesses. It covers statutory parental bereavement leave under the Children and Families Act 2010 (as amended by the Parental Bereavement (Leave and Pay) Act 2018), discretionary compassionate leave for other bereavements, eligibility rules, notification requirements, and pay provisions. The policy is designed for companies with fewer than 250 employees and can be adapted as your team grows.
Bereavement Leave Policy Template
1. Purpose
[Company Name] recognises that the death of a loved one is a significant and distressing event. This policy outlines the leave arrangements available to employees who are affected by a bereavement, ensuring consistent and fair treatment across the organisation.
2. Scope
This policy applies to all employees of [Company Name], regardless of employment status (full-time, part-time, or fixed-term), who have experienced the death of a close family member or dependant. This includes employees on probationary periods.
3. Definitions
For the purposes of this policy, “close family member” includes:
- Spouse, civil partner, or cohabiting partner
- Parent, grandparent, or legal guardian
- Child (including adult children), grandchild, or stepchild
- Sibling, half-sibling, or step-sibling
- Aunt, uncle, niece, or nephew
- Close friend or colleague (at manager’s discretion)
“Parental bereavement” refers specifically to the death of a child under 18 or a stillbirth after 24 weeks of pregnancy.
4. Statutory Parental Bereavement Leave
Employees who lose a child under the age of 18 or suffer a stillbirth after 24 weeks of pregnancy are entitled to a minimum of 2 weeks’ leave under the Parental Bereavement (Leave and Pay) Act 2018. Key provisions:
- Leave must be taken within 56 days of the death or stillbirth.
- Leave can be taken as a single block of 2 weeks or as 2 separate blocks of 1 week each.
- Notice requirements: the employee must notify [Company Name] within 7 days of the death or stillbirth (or as soon as is reasonably practicable).
- Statutory Parental Bereavement Pay (Statutory Paternity Pay rate) applies to employees with at least 26 weeks’ continuous service and average weekly earnings at or above the lower earnings limit.
5. Discretionary Compassionate Leave
For bereavements not covered by statutory parental bereavement leave, [Company Name] will grant [3–5] days of paid compassionate leave at the discretion of the employee’s line manager. Additional unpaid leave may be considered on a case-by-case basis.
- Compassionate leave should be requested as soon as reasonably possible.
- Line managers may request reasonable evidence of the bereavement (e.g., a death certificate, funeral invitation, or a written statement).
- Where possible, the employee should discuss their return-to-work arrangements before their leave begins.
6. Extended Leave
In exceptional circumstances, employees may request a period of unpaid leave or a career break beyond the standard entitlement. Such requests will be considered sympathetically and in accordance with the company’s flexible working policy. Employees should submit requests to [HR Contact/Department] with as much notice as possible.
7. Pay and Benefits During Leave
- Statutory parental bereavement leave is paid at the statutory paternity pay rate (currently £184.07 per week for 2025–2026) for eligible employees.
- Discretionary compassionate leave under section 5 is paid at the employee’s normal rate of pay.
- Employees remain entitled to accrue annual leave and pension contributions during bereavement leave.
8. Notification and Documentation
Employees should inform their line manager or HR as soon as practicable. The following information is required:
- Name and relationship of the deceased
- Date of death
- Leave dates requested
- Evidence where reasonably requested
9. Return to Work
[Company Name] recognises that grief affects people differently. Upon return:
- A supportive return-to-work conversation will be held with the employee’s line manager.
- Flexible working arrangements or a phased return may be offered.
- Referrals to the Employee Assistance Programme (EAP) will be made where available.
10. Review and Contact
This policy will be reviewed annually or following a change in legislation. Questions should be directed to [HR Contact Name/Email].
Legal Requirements Summary
| Requirement | Detail |
|---|---|
| Statutory right | Parental bereavement leave only (not general bereavement) |
| Qualifying event | Death of a child under 18 or stillbirth after 24 weeks |
| Leave entitlement | 2 weeks (minimum) |
| Statutory pay | £184.07/week (2025–26) for employees with 26+ weeks’ service |
| Notice period | Within 7 days of death/stillbirth |
| Other bereavements | No statutory right to paid leave; discretionary |
Customisation Tips
- Adjust discretionary leave by seniority or relationship. Some companies offer longer leave for immediate family (3–5 days) and shorter leave for extended family (1–2 days).
- Add cultural or religious provisions. Mourning periods vary across cultures. Consider allowing flexibility around memorial or funeral dates.
- Consider a bereavement support fund. Some employers offer financial contributions towards funeral costs.
- Reference your EAP. If your company has an Employee Assistance Programme, include the contact details directly in the policy.
Common Mistakes to Avoid
- Forgetting statutory parental bereavement leave. Many small businesses are unaware this entitlement exists. It is a legal obligation, not optional.
- Requiring a death certificate immediately. Documents can take weeks to produce. Allow flexibility in documentation timelines.
- Failing to train managers. Managers are often the first point of contact. Provide them with guidance on handling bereavement conversations sensitively.
- Applying a rigid “3-day maximum.” Grief does not follow a timetable. Consider flexibility as a core principle rather than an exception.
- Ignoring stillbirths. A stillbirth after 24 weeks qualifies for statutory parental bereavement leave. Ensure your policy reflects this.
Frequently Asked Questions
Does a UK employer have to offer paid bereavement leave for any death?
There is no general statutory right to paid bereavement leave in the UK. The only statutory entitlement is parental bereavement leave for the death of a child under 18 or a stillbirth after 24 weeks. However, offering paid compassionate leave for other bereavements is widely regarded as best practice and supports employee wellbeing and retention.
How long does an employee have to take parental bereavement leave?
The leave must be taken within 56 calendar days of the death or stillbirth. It can be taken as a single block of 2 weeks or as 2 separate blocks of 1 week each, with a gap in between if the employee chooses.
Can we ask an employee to provide a death certificate?
You can request reasonable evidence of a bereavement, but a death certificate may not be immediately available. Accepting alternative evidence such as a funeral invitation, a letter from a funeral director, or a written declaration is reasonable and compassionate practice.
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