Template for Bereavement Leave from Office

Losing a loved one is one of the hardest moments in life, and the last thing you want to worry about is how to word a formal email to your employer. Having a simple, respectful bereavement leave template ready can save you time and emotional energy when you need it most.

Below is a complete guide along with ready‑to‑use templates you can copy, paste, and adjust to your situation.

What Is Bereavement Leave?

Bereavement leave is the time off granted by an employer when an employee experiences the death of a family member or someone very close.

Depending on company policy and local laws, bereavement leave may be:

• Paid or unpaid
• A fixed number of days (e.g., 3–5 days for immediate family)
• Flexible in special circumstances (e.g., travel, funeral arrangements, estate responsibilities)

Always check:

1. Your employment contract
2. Your company’s HR policy/handbook
3. Any local labor laws that may apply

This helps you know how many days you’re entitled to and what information you should include in your request.

 Key Points to Include in a Leave Request

Your message doesn’t need to be long. It just needs to be clear, respectful, and informative. Here’s what to include:

1. Subject Line (for email)
   Keep it straightforward:
   • “Bereavement Leave Request”
   • “Request for Bereavement Leave”
   • “Bereavement Leave – [Your Name]”
2. Mention the Loss
   You do not need to share personal details. A simple statement is enough:
   • “I am writing to inform you of the passing of my [relationship], [e.g., father, grandmother].”
3. Relationship to the Deceased
   Many policies depend on whether the deceased is an immediate family member.
   • “My [relationship] passed away on 2025.”
4. Dates of Leave
   Specify your expected time away and, if possible, when you plan to return:
   • “I kindly request bereavement leave from [start date] to [end date].”
5. Work Handover / Availability
   Briefly mention:
   • Work you will complete before you leave
   • Colleagues who can cover urgent matters
   • Whether you will be reachable (and how much)
6. Gratitude and Professional Closing
   Thank your employer for their understanding and support.

General Email Template for Leave Request

You can adjust this to match your tone (more formal or less formal), but this version works well in most offices.

Subject: Bereavement Leave Request – [Your Name]

Email Body:

Dear [Manager’s Name],

I am writing to inform you of the passing of my [relationship], my [e.g., mother, grandfather], who passed away on 2025.

In light of this, I would like to request bereavement leave from [start date] to [end date]. I expect to return to work on 2025. If there are any forms or official procedures I need to complete to process this leave, please let me know and I will take care of them as soon as possible.

During my absence, I will ensure that my current tasks are handed over appropriately. I have informed [colleague’s name] about my ongoing projects, and they have agreed to cover urgent matters. I may have limited access to email/phone during this time, but I will do my best to respond to any urgent queries when possible.

Thank you for your understanding and support during this difficult time.

Sincerely,
[Your Full Name]
[Your Position]
[Your Contact Information]

Short Bereavement Leave Template (For Messaging Apps or Brief Emails)

Sometimes, you just don’t have the emotional bandwidth for a long email. A shorter message is completely acceptable, especially if your workplace culture is informal or you’ve already spoken to your manager.

Subject: Bereavement Leave Request

Hi [Manager’s Name],

I’m very sorry to share that my [relationship], my [e.g., aunt], passed away on 2025. I would like to request bereavement leave from [start date] to [end date], returning on [return date].

I’ve updated [colleague’s name] on my main tasks so urgent work is covered.

Thank you for your understanding.

[Your Name]

You can also adapt this for Slack/Teams/WhatsApp if your company communicates that way, and then follow up with a formal email if needed.

Template When You Need Extended Bereavement Leave

Sometimes the standard number of days is not enough — especially if the funeral is in another city or country, or if you need to help with legal or family affairs. In that case, you can request additional or unpaid leave.

Subject: Request for Extended Bereavement Leave – [Your Name]

Dear [Manager’s Name],

I am writing to let you know that my [relationship], my [e.g., father], passed away on 2025. I have already taken/plan to take the standard bereavement leave from [start date] to [end date].

Due to [brief reason – e.g., the funeral and related arrangements taking place out of town / abroad / needing to assist with family matters], I would like to request additional leave until 2025. I understand this may be counted as [unpaid leave/annual leave], and I am willing to discuss the best way to record these extra days in line with company policy.

Before I leave, I will [hand over key tasks / complete urgent items]. I have discussed coverage with [colleague’s name], who has agreed to handle urgent issues in my absence.

Please let me know if further documentation or information is required. Thank you for your understanding and support during this time.

Sincerely,
[Your Full Name]
[Your Position]

Template If You’re Informing HR Separately

In some organizations, you have to inform both your manager and HR. You can send a very similar message to HR, but slightly more formal and focused on policy.

If you only need half day leave, you can follow separate template to get the leave approved.

Subject: Bereavement Leave Notification – [Your Name]

Dear [HR Contact Name]/HR Team,

I am writing to formally request bereavement leave following the passing of my [relationship], my [e.g., grandmother], on 2025.

I have informed my manager, [manager’s name], and we have agreed that I will be away from [start date] to [end date], with a planned return on [return date].

Please let me know if you need any documentation or if there are specific forms I should complete to finalize this request.

Thank you for your assistance and understanding.

Kind regards,
[Your Full Name]
[Employee ID, if applicable]
[Department/Position]

Tips for Writing Your Bereavement Leave Email

Here are some practical tips to keep in mind:

1. Keep it simple
   You don’t need to explain the cause of death or share personal details. Just state the relationship and the basic facts.
2. Send it as soon as you can
   Once you’re able, let your manager or HR know so they can plan for your absence and support you.
3. Check your company policy
   If possible, quickly look at the leave policy so you know what you’re entitled to and what kind of leave to request (bereavement, compassionate, emergency, or annual leave).
4. Mention coverage briefly
   Even a one-line assurance about handing over your tasks shows responsibility and helps your manager plan.
5. Be honest if you’re unsure of your return date
   If you truly don’t know, say something like:
   • “I expect to be away at least until 2025, and I will update you as soon as I have more clarity.”
6. Accept that it’s okay to be brief
   You are not required to write a long, detailed message. Focus on what’s necessary.

Simple Bereavement Leave Letter (Printable Format)

If your company still uses written letters, here’s a version you can print and sign:

Date: [Insert Date]

To: [Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]

Subject: Bereavement Leave Request

Dear [Manager’s Name],

I am writing to request bereavement leave due to the passing of my [relationship], my [e.g., mother], who passed away on 2025.

I would like to request leave from [start date] to [end date] and plan to return to work on [return date]. During my absence, I will ensure that my responsibilities are appropriately handed over and that any urgent matters are addressed by [colleague’s name].

I appreciate your understanding during this difficult time.

Sincerely,

[Your Signature]
[Your Full Name]
[Your Position]
[Your Contact Information]

Final Thoughts

When you’re grieving, even a simple email can feel overwhelming. Using a template helps you communicate clearly, respect workplace procedures, and still protect your emotional energy.