A bereavement leave policy template is a structured document that defines how your organisation supports employees who have lost a family member or close loved one — covering eligibility, leave duration, pay, documentation, and ongoing support. In moments of profound grief, employees should not have to guess what leave they are entitled to or navigate a complex approval process. A clear policy removes that burden entirely.
Most bereavement policies are too narrow — limited to immediate family, offering a handful of days, and saying nothing about the support available when the employee returns. This template takes a wider, more compassionate approach while remaining operationally practical.
Key takeaways
- A complete bereavement leave policy defines eligibility, relationship categories, leave duration, pay, notification, documentation, and support provisions.
- Statutory bereavement leave is minimal in most jurisdictions — the UK offers no statutory right, while some US states and Australian states provide 2-5 days.
- Best practice distinguishes between immediate family, extended family, and close relationships with graduated leave durations.
- Pay provisions should specify whether bereavement leave is fully paid and whether any statutory entitlements apply.
- The policy should address compassionate leave for pregnancy loss and bereavement leave for managers handling team grief.
Section 1: Purpose and scope
Template language:
This policy sets out [Company Name]’s approach to bereavement and compassionate leave. It applies to all employees and is designed to provide meaningful support during a period of grief. The company recognises that grief does not follow a single pattern and that different employees may need different levels of support.
Section 2: Eligibility and relationship categories
Define who qualifies and categorise relationships to set appropriate leave durations.
Template language:
Bereavement leave is available to all employees from [date of hire / after X weeks of service]. Leave entitlements vary based on the relationship to the deceased:
- Immediate family: spouse/partner, child, parent, sibling
- Extended family: grandparent, grandchild, in-law, step-family member
- Close personal relationship: close friend, colleague, or other significant person
The company recognises that grief is not limited to blood or legal relationships. Employees may request leave for a person who played a significant caregiving or emotional role in their life.
Section 3: Leave duration
Template language:
Bereavement leave entitlements:
- Immediate family: [5-10] working days fully paid
- Extended family: [3-5] working days fully paid
- Close personal relationship: [1-3] working days fully paid
- Pregnancy loss (before 24 weeks): [5] working days fully paid
- Pregnancy loss (after 24 weeks): [2 weeks] fully paid
- Additional leave: up to [X] weeks unpaid compassionate leave at management discretion
Bereavement leave must be taken within [X] weeks of the death or funeral.
Section 4: Pay during bereavement leave
Template language:
Bereavement leave is paid at the employee’s normal rate of pay for the duration specified above. Any statutory bereavement pay entitlements are paid in addition to or as part of company bereavement pay, whichever is more favourable to the employee.
Employees may also be eligible for statutory parental bereavement pay (Bereavement Support Payment) where the loss relates to a child.
Section 5: Notification and documentation
Template language:
Employees should notify their manager as soon as practicable. A formal return to HR is required within [X] working days but should not delay the start of leave.
Documentation is not required for immediate family bereavement. For extended family or close relationships, the company may request reasonable evidence (e.g., death certificate, funeral notice) but will handle all documentation with sensitivity and confidentiality.
HR will be the single point of contact, so the employee does not need to explain their situation to multiple people.
Section 6: Flexible and additional leave
Template language:
Where the standard bereavement leave is insufficient, employees may request additional unpaid compassionate leave. Requests are assessed on a case-by-case basis and consider:
- The employee’s relationship to the deceased
- The circumstances of the death
- The employee’s caregiving or administrative responsibilities
- Any cultural or religious mourning practices
Employees may also use accrued annual leave or request a period of unpaid leave to extend their time away.
Section 7: Return to work
Template language:
On returning from bereavement leave, the employee will attend a supportive return-to-work discussion with their manager and/or HR. The discussion is optional and can be delayed if the employee is not ready.
Provisions available on return:
- Adjusted duties or reduced workload for the first [X] weeks
- Flexible working hours or remote working
- Access to Employee Assistance Programme (EAP) counselling
- Additional time off for funeral, memorial, or administrative tasks
Managers are expected to be aware that grief may affect performance, concentration, and attendance for weeks or months after the loss.
Section 8: Manager responsibilities
Template language:
Managers play a critical role in supporting bereaved employees. Managers must:
- Communicate the bereavement leave policy to the employee immediately upon notification
- Arrange cover for the employee’s work without requiring the employee to manage it
- Respect confidentiality — the employee decides what information is shared with the team
- Check in with the employee periodically during leave (by the employee’s preferred method)
- Attend bereavement sensitivity training provided by HR
Section 9: Pregnancy loss provisions
Include specific provisions for pregnancy loss, which is increasingly recognised as a distinct category of bereavement.
Template language:
Employees who experience pregnancy loss, miscarriage, or stillbirth are entitled to bereavement leave as set out in this policy. The company recognises the significance of pregnancy loss and will handle all related requests with the utmost sensitivity and confidentiality.
Both parents are entitled to bereavement leave in the event of pregnancy loss, regardless of their relationship status.
Section 10: Policy governance
Template language:
This policy is owned by [Head of People / HR Director] and reviewed annually. Where statutory bereavement leave provisions change, the policy will be updated promptly. Employees are encouraged to speak with HR about their entitlements at any time.
Downloadable bereavement leave policy checklist
- Purpose and scope with compassionate tone
- Relationship categories defined (immediate, extended, close)
- Leave durations specified for each category
- Pay provisions clarified (fully paid for standard leave)
- Notification process designed for sensitivity
- Documentation requirements minimal and respectful
- Additional leave and flexibility provisions included
- Return-to-work process with phased support
- Manager responsibilities and training requirements
- Pregnancy loss provisions included as distinct category
- Policy owner and review cadence established
Leave Balance handles bereavement leave with the sensitivity it deserves — quick notification workflows, confidential records, and flexible return-to-work tracking — so HR can focus on supporting the employee, not chasing paperwork.
Frequently asked questions
Is there statutory bereavement leave in the UK?
The UK has no general statutory bereavement leave. However, there is statutory parental bereavement leave (2 weeks for the death of a child under 18 or a stillbirth after 24 weeks). Beyond that, bereavement leave is at the employer’s discretion.
How many days of bereavement leave should a company offer?
Best practice ranges from 3-10 days depending on the relationship to the deceased. Immediate family typically warrants 5-10 days, extended family 3-5 days, and close relationships 1-3 days. The key is offering enough time that the employee does not feel pressured to return before they are ready.
Can an employee take bereavement leave for a pet?
While most policies do not include pets in formal bereavement categories, a compassionate employer may grant a day or two of unpaid compassionate leave or allow the employee to use annual leave. Some companies explicitly include pet loss in their compassionate leave provisions.
Does bereavement leave continue if the employee needs more time?
Standard bereavement leave covers the initial period. For additional time, employees can request unpaid compassionate leave, use accrued annual leave, or in some cases access long-term sick leave if grief is affecting their health. Each case should be handled individually.
Can managers deny bereavement leave?
Managers should not deny bereavement leave where the employee meets the eligibility criteria. Denying bereavement leave for immediate family is extremely difficult to justify and creates significant legal and reputational risk. For extended relationships, reasonable discretion may be exercised, but the default should be approval.
This article is general information, not legal advice. Consult qualified employment counsel for jurisdiction-specific guidance.