A compassionate leave email should be brief, direct, and free of unnecessary detail. You are notifying your manager of a bereavement or family emergency — not writing a formal leave application. The templates below handle every scenario, from an immediate absence to a longer bereavement period, with the right tone for each.

Key Takeaways

  • Compassionate leave (also called bereavement leave) is time off granted after a death or serious family emergency — it is distinct from sick leave or annual leave.
  • UK law does not mandate paid compassionate leave, but most employers offer between 3 and 10 days as a policy matter. ACAS guidance recommends employers allow “reasonable” time off.
  • UK employees have a statutory right to time off for dependants for emergencies — this covers bereavement but is unpaid.
  • US employees have no federal bereavement leave right, but some states (Oregon, Washington, Illinois) mandate paid bereavement leave.
  • Australian employees can use personal/carer’s leave for bereavement — the Fair Work Act does not have a separate bereavement category.
  • You do not need to disclose the name or details of the deceased — “a bereavement in my family” is sufficient.

Template 1: Immediate Compassionate Leave (Same Day)

Use this when you need to leave immediately and will update your manager later.

Subject: Compassionate Leave — [Your Name]

Hi [Manager],

I'm sorry to let you know that I've had a bereavement in my family and need to take compassionate leave effective immediately. I expect to need [X] days, but I'll update you as things become clearer.

[Colleague] can cover [specific task]. I'll be reachable by phone for anything urgent.

Thanks,
[Your Name]

Template 2: Compassionate Leave with Specific Dates

When you know roughly how long you need, provide the dates upfront — it helps your manager plan coverage.

Subject: Compassionate Leave — [Your Name] ([Dates])

Hi [Manager],

I've experienced a bereavement and need to take compassionate leave from [Start Date] to [End Date]. I'll return on [Return Date] unless the situation changes.

Here's the immediate handover:
- [Task 1] is with [Colleague]
- [Task 2] can be deferred until my return
- I won't be checking email regularly but will respond to urgent messages

I appreciate your understanding during this difficult time.

Thanks,
[Your Name]

Template 3: Compassionate Leave for a Dependant’s Emergency (UK)

When a dependant is seriously ill or has an accident and you need to be with them. This falls under the UK’s time off for dependants right.

Subject: Emergency Leave — Dependant

Hi [Manager],

I need to take emergency time off today to be with a family member who has been hospitalised. I expect to need [X] days but will update you tomorrow.

[Col colleague] is aware of my current workload. I'll keep you informed as I know more.

Thanks,
[Your Name]

Template 4: Compassionate Leave for a Close Friend

Not all bereavements involve family. Close friends can be like family, and many employers recognise this. You do not need to explain the depth of the relationship.

Subject: Compassionate Leave — [Your Name]

Hi [Manager],

I need to take compassionate leave due to the death of a close friend. I'll need [X] days off, starting today. I'll update you on my expected return date by [Date].

[Colleague] can cover [responsibility]. I'll be available by phone for anything critical.

Thanks,
[Your Name]

Template 5: Compassionate Leave for a Funeral or Memorial

When you need time off specifically for the funeral or memorial service, rather than extended bereavement leave.

Subject: Compassionate Leave — [Date] (Funeral)

Hi [Manager],

I need to take [Date] off to attend a funeral. I'll be back in the office the following day.

I've covered my meetings for that day and will catch up on anything urgent when I return.

Thanks,
[Your Name]

Template 6: Requesting Additional Compassionate Leave

When the standard compassionate leave period is not enough and you need more time. Be specific about what you need and why.

Subject: Extended Compassionate Leave Request — [Your Name]

Hi [Manager],

I'm writing to request additional compassionate leave beyond the [X] days I've already taken. The situation has been more difficult than anticipated and I need until [New Return Date] to manage everything.

I understand this is beyond the standard allowance and I'm happy to discuss using annual leave or unpaid leave for the additional days. I've ensured [Colleague] has full coverage of my responsibilities.

Thank you for your patience and understanding.

Thanks,
[Your Name]

What to Say (and What Not to Say)

Say Do Not Say
“A bereavement in my family” Names, relationships, or cause of death
“I need [X] days” “I don’t know how long I’ll need” (without a follow-up plan)
“ [Colleague] can cover [specific task]“ Nothing about coverage — your team needs to know
“I’ll update you by [date]” Detailed account of funeral arrangements
“I appreciate your understanding” Guilt or justification for needing the time

Compassionate Leave Rules by Country

Country Compassionate Leave Right Typical Employer Policy
UK Time off for dependants — unpaid, reasonable time off 3–10 days paid (employer policy). ACAS recommends at least 5 days.
US No federal right. Oregon, Washington, Illinois mandate paid bereavement leave 3–5 days paid is common in employer handbooks
AU Personal/carer’s leave — 10 days paid per year 2–5 days compassionate leave (employer policy). Can use personal/carer’s leave.
NZ Sick leave can be used for bereavement 3–5 days paid (employer policy). Can use sick leave or bereavement leave.

Frequently Asked Questions

How many days of compassionate leave am I entitled to?

It depends on your jurisdiction and employer policy. In the UK, there is no statutory minimum for paid compassionate leave — most employers offer 3–10 days. In the US, it varies by state and employer. In Australia, personal/carer’s leave covers bereavement — 10 days paid per year.

Can my employer refuse compassionate leave?

In the UK, employers can refuse compassionate leave for operational reasons, but dismissing an employee for taking reasonable time off for a dependant emergency may be automatically unfair. In practice, most employers approve compassionate leave without question.

Do I need to provide a death certificate?

Some employers may ask for a death certificate or funeral program as documentation. This is not a legal requirement in most jurisdictions, but it is a reasonable request for extended leave. For short compassionate leave (3–5 days), documentation is rarely required.

Can I use annual leave instead of compassionate leave?

Yes. Some employees prefer to use annual leave for bereavement to avoid exhausting their compassionate leave allowance. This is entirely at your discretion — you are not required to use annual leave if your employer offers compassionate leave.

Is compassionate leave different from bereavement leave?

They are the same thing. “Compassionate leave” is the term used in the UK and Australia. “Bereavement leave” is the term used in the US and New Zealand. Both refer to time off after a death or serious family emergency.

Handle Bereavement Leave with Care

Leave Balance lets employees report compassionate leave from their phone in seconds, automatically notifies managers, and keeps a complete record of every absence — so your team can focus on what matters during difficult times.

You can take advantage of the free 14 days trial and explore Leave Balance.