Managing Death in Service

It is not common for an employee to die in service but it can and does happen.

Whether as a result of long illness or completely unexpected, the impact on others and your business can be profound.  It’s a fine balancing act to deal with the practical elements of bringing the employment relationship to an end whilst sensitively managing the emotions of those left behind.

You may hear about the death of an employee via family, next of kin or another employee: in certain circumstances it may even be via the police.  Initially it’s important to make your key people aware and then decide how to communicate information to staff.  Consider carefully what you are going to say and how.  Information should be factually correct and given as early as possible to avoid rumours. Staff will want to understand what has happened but explaining that their colleague has passed away without going into excessive detail is normally all that is required. 

You may need to issue a further communication about funeral arrangements and who will be attending from the company. Colleagues may also wish to attend.  It may be impractical to let everybody go and you will need to exercise sensitive discretion, having regard to business needs.  You also need to recognise the wishes of the deceased’s family, as they may be planning a private or low key service.

Colleagues of the deceased person will be grieving too.  The passing of a colleague can affect not only those who worked alongside them but people in other parts of the organisation, their clients and others who had regular or recent contact.  Try to be available to staff if you perceive they need someone to talk to or are visibly shaken.  If the company has an Employee Assistance Scheme in place, telephone counselling for bereavement is often available.  Otherwise certain charities and voluntary bodies may offer bereavement counselling.

The importance of maintaining up-to-date records of next of kin and emergency contacts now becomes paramount.  Establish contact with the next of kin immediately after the death if possible.  The first conversation may well be brief, particularly if death was unexpected.  Agree a contact through the next of kin; perhaps a nominated family member or friend.  It may be appropriate to send a card from the company and include a letter outlining how to move matters forward when they’re ready.

Initially you may only require basic information such as the date of death and funeral arrangements. The family of the deceased will want to know what monies are outstanding and the likely date of any payments, as such may be required for mortgage, rent etc. It is also important to make contact with any Company life assurance or pension scheme administrators at the earliest opportunity, confirming what documents are required for payment to be made. 

Be aware they will almost certainly require an original copy of the death certificate.  If they will accept a certified copy of the certificate, advise the next of kin of this.

Once the family or next of kin begins to ask about such practicalities, try and follow up any telephone conversation you have in writing so they are aware of the next steps and have something to show their solicitor or the executor of the will.  If the employee had a desk or locker where personal belongings are still stored, secure these and make arrangements for the family to have them. 

After the funeral some employees may still be troubled by their colleague’s death.  Short-term absences may occur; sometimes featuring stress related symptoms. Manage these consistently using your normal sickness or attendance policy, albeit exercised sensitively. Here diplomatic skills come to the fore. Regardless of how well you knew or liked the employee who died, sympathetic but consistent treatment often proves the most effective.