Bereavement and Compassionate Leave Policy
Bereavement is one of the most sensitive situations any manager has to handle. Having a clear policy already recorded and accessible in your employee handbook means nobody is guessing what to do in the moment. Staff know what leave is available, managers know how to respond, and the process is consistent across your whole team.
This guide helps you create that video. It covers what to include, how to structure your recording, and the questions your team will ask after watching it.
Key Takeaways
- State your entitlement clearly: Open your video by explaining how many days of bereavement leave your organisation provides, whether they are paid, and how this goes beyond the statutory minimum for your location
- Define who is covered: Make clear in your video which relationships qualify — immediate family, extended family, close friends — and whether your policy covers miscarriage, stillbirth, or other significant losses
- Emphasise flexibility: Explain that grief does not follow a schedule and that leave can be taken in non-consecutive days, or at a later date for funerals and estate matters
- Cover ongoing support: Walk through the return-to-work process, including check-ins, employee assistance programmes, and phased returns so staff know what to expect
- Link to official sources: Direct your team to the government guidance for your location so they can check the statutory entitlements themselves
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Why your team needs this policy
Death and serious illness affect everyone at some point. How an employer responds in those moments defines the employment relationship more than almost anything else. A compassionate, well-documented policy builds trust and loyalty. A rigid or unclear approach — or worse, no policy at all — causes lasting damage to morale and reputation.
Employees dealing with bereavement are unlikely to be productive at work. Having a clear, pre-recorded policy video means the conversation about leave and support happens before it is needed, not in the middle of a crisis when emotions are raw and managers feel uncertain. Colleagues also watch how their employer treats someone who is grieving. If the response is grudging or insensitive, every team member takes note. In hospitality, where team bonds are close and staff turnover is already high, this effect is amplified.
What to cover in your policy video
State your bereavement leave entitlement. Open your video by explaining exactly what leave your organisation provides. Specify how many days are available, whether they are paid, and how they go beyond the statutory minimum. A clear, recorded policy ensures consistency and removes the burden of negotiation during an already difficult time.
Be explicit about flexibility. Explain that grief does not follow a predictable timeline. Make clear that leave can be taken in non-consecutive days over a period of weeks or months, rather than requiring it as a single block immediately after the death. The funeral may be weeks after the death, estate matters may arise months later, and difficult dates like anniversaries may require time off long after the initial bereavement.
Define who is covered. Specify which relationships qualify — immediate family, extended family, close friends. Consider whether your policy covers miscarriage, stillbirth, the death of a close friend, or the death of a pet. More inclusive policies reflect the reality of how people experience loss. State your scope clearly so there is no ambiguity when the situation arises.
Explain ongoing support. Cover the return-to-work process. Mention access to any employee assistance programme, the option of a phased return, and the fact that managers will check in regularly. Recognise in your video that grief can resurface unpredictably — around anniversaries, birthdays, and holidays. A single check-in on the first day back is not enough.
Address manager responsibilities. Explain what managers need to do: express condolences, explain the leave available, ask what the employee needs, and not press for details. If you can, record a separate manager-facing video that covers these conversations in more detail.
Clarify evidence requirements. Explain your approach to documentation. Asking for a death certificate on the day someone loses a family member is insensitive and unnecessary. If you require evidence, explain what is acceptable and when it should be provided. Many employers require no documentation at all for bereavement leave, on the basis that trust is more important than control.
Separate it from other leave types. Make clear that bereavement leave is a separate entitlement, not deducted from annual leave or sick leave. Employees who have to use their holiday allowance to grieve are being penalised for circumstances beyond their control.
Acknowledge cultural and religious practices. Different cultures and religions have different mourning practices, some of which require extended periods of observance. Address this in your video so staff from all backgrounds know their needs are recognised and accommodated.
How to structure your video
Keep it under four minutes. Bereavement leave is a focused topic. Aim for three to four minutes — long enough to cover what leave is available, how to access it, and what support you offer, short enough that people will actually watch it.
Choose the presenter carefully. This video needs warmth and empathy. The general manager or a senior leader who your team respects is the right choice. It should feel personal, not corporate. Avoid reading from a script — speak naturally about how you want your team to be supported.
Lead with compassion, then cover the process. Open by acknowledging that bereavement is difficult and that your organisation wants to support people through it. Then move into the practical details: how much leave, how to access it, who to contact. Ending with the support you offer — employee assistance, phased returns, ongoing check-ins — leaves people feeling reassured.
Keep the tone gentle but clear. This is not the video for bullet-point lists or rapid-fire delivery. Slow down, be direct about the entitlements, and make clear that taking the leave is expected and encouraged. People watching this video may already be in a difficult situation — make it easy to understand.
Record at a quiet moment. Do not try to record this video during a busy shift or in a noisy environment. Find a quiet space, take your time, and speak as you would to someone sitting across the table from you.
Common questions your team will ask
After watching your video, these are the questions that will come up. Anticipate them in your recording or be ready to answer them via messaging:
- \u201cHow many days do I get?\u201d — State the exact entitlement in your video. Break it down by relationship if your policy offers different amounts for immediate family versus extended family.
- \u201cDo I have to take the leave straight away?\u201d — Explain that leave can be taken flexibly — immediately, around the funeral, or at a later date when it is needed.
- \u201cDoes bereavement leave come out of my holiday allowance?\u201d — Make clear that bereavement leave is a separate entitlement and is not deducted from annual leave or sick leave.
- \u201cWhat if I need more time than the policy allows?\u201d — Explain the options: additional unpaid leave, using annual leave, or a phased return. Make clear that you will work with the employee to find the right approach.
- \u201cDo I need to provide proof?\u201d — Be honest about your evidence requirements, but emphasise that your first priority is supporting the employee, not verifying the loss.
- \u201cWhat if the person who died is not a family member?\u201d — Cover the scope of your policy clearly so people know whether close friends or other significant relationships are included.
- \u201cWho do I contact to arrange the leave?\u201d — Make the process simple. State who to call or message, and reassure people that the conversation will be handled sensitively.
Official guidance
The rules on bereavement and compassionate leave vary by location. Before recording your video, check the official guidance for your jurisdiction:
| Location | Source |
|---|---|
| United Kingdom | Time off for bereavement \u2014 Acas |
| European Union | Working conditions \u2014 Your Europe |
| United States | Family and Medical Leave Act \u2014 U.S. Department of Labor |
| Canada | Bereavement leave \u2014 Canada.ca |
| Australia | Compassionate and bereavement leave \u2014 Fair Work Ombudsman |
How Pilla helps
Pilla turns your bereavement and compassionate leave policy into a living part of your employee handbook:
- Record your policy video — Film a short video explaining your bereavement and compassionate leave policy, what employees need to know, and how it works in your organisation. Staff watch on their phone, and you track who has seen it.
- Onboarding integration — Include the bereavement and compassionate leave policy as part of your onboarding checklist, so every new starter acknowledges it during induction.
- Policy updates — When your policy changes, push the updated video to all staff and track who has watched the new version.
- Audit trail — Every video view, policy acknowledgement, and onboarding completion is recorded with timestamps, ready for any compliance review.
- Messaging — Use in-app messaging to answer questions about bereavement and compassionate leave directly, keeping sensitive conversations out of group chats.