This guidance provides a summary to help line-managers support employees during a bereavement.

Compassionate leave: Employees may be granted up to 5 working days’ paid leave (pro-rata for part-time staff) following the death of a close family members. (If a member of staff is dealing with a loss of a child under the age of 18, there is a separate parental bereavement leave policy).

Immediate family: Includes but is not limited to spouse/partner, parent, child, sibling, grandparent, or any person with whom the employee has a close familial or dependent relationship. We recognise that definitions of ‘close family’ can vary based on individual circumstances. As a line manager, you have the discretion to respond sensitively and appropriately to each situation.

Funeral Attendance Leave: 1 day of paid leave to attend the funeral of a non-immediate family member, friend, or colleague. 

1. Employee Request

• Employee notifies their line manager as soon as possible, verbally or via email.
• Manager should express support and gather basic information (e.g., relationship to the deceased, estimated leave needed).

2. Assessment and Approval

• Immediate family death: Up to 5 working days leave may be granted.
• Non-immediate funeral attendance: 1 day of paid leave may be granted.
• Line manager should exercise judgment and flexibility based on the situation's sensitivity.
• Confirm agreed arrangements in writing to employee (email is fine). 

3. HR Notification

• Line manager submits leave request details to HR within 24 hours of approval.
• HR records leave in the system and provides any additional support (e.g., EAP resources).

4. Return to Work

• Upon return, line manager conducts a brief, supportive check-in.
• Discuss any ongoing needs or support required, including flexible arrangements, if needed.

5. Special Considerations

• Additional leave or flexible arrangements may be considered on a case-by-case basis. Annual leave or unpaid leave can be offered or the additional annual leave scheme may provide further options. Such request should be discussed with HR.
• If an employee's health is adversely affected as a result of bereavement, it may be more appropriate for them to take a period of sick leave once the compassionate leave is used up. This should be discussed sensitively with the individual. Standard sickness absence procedures will apply, including the requirement to provide a Fit Note for absences exceeding seven consecutive calendar days.

• Cultural and religious practices around bereavement should be respected.
• Employees may be referred to the Employee Assistance Program (EAP) if emotional support is needed.

6. Record Keeping and Confidentiality

• All leave requests and related discussions must be handled sensitively and kept confidential.

Note: All decisions should take into account the specific circumstances and be applied fairly and consistently.

For further advice, please review the bereavement / compassionate leave policy or contact HR.