Employee death: Practical steps employers must take

When an employee dies, employers must act quickly and thoughtfully. You’ll need to handle urgent tasks, legal duties, and the emotional fallout for colleagues. This page gives a clear, step-by-step checklist so you can respond without missing important actions.

Immediate actions to take

First, confirm the news through a reliable source — family, emergency services, or police — before telling staff. If the death happened at work, call emergency services and secure the scene. Protect evidence if required and follow health and safety rules.

Contact the next of kin as soon as possible. Use a private phone call from a senior manager or HR person. Offer support and ask what the family needs from the company: collecting belongings, suspension of pay, or help with funeral arrangements.

Pay, benefits and paperwork

Sort payroll quickly. Final pay usually includes wages to date, accrued holiday pay, and any overtime or bonuses owed. Check local laws for obligations on notice and how to calculate final pay.

Review the employee’s benefits: life insurance, death-in-service pay, pension options, and unpaid salary. Tell the family which documents they need for claims (death certificate, ID, policy numbers) and help them with contact details for insurers and the payroll team.

Notify the relevant authorities and update records. That may include tax agencies, pension administrators, and workers’ compensation if the death is work-related. Keep copies of all correspondence and set deadlines for claims so nothing is missed.

Communicate with your team clearly and compassionately. Prepare a short statement for staff that respects privacy — include basic facts, how the company will support people, and who to contact for more information. Offer counseling or an employee assistance programme. Encourage managers to check in privately with team members.

Handle the deceased’s workspace and belongings with care. Arrange for a family member to collect items or pack them securely if the family cannot come immediately. Avoid sharing personal details or photos without permission.

Plan for operational continuity. Make a temporary cover plan for critical tasks and involve the team in reassigning responsibilities. If the loss affects a project deadline, communicate with clients or partners early and honestly.

Review health and safety after any on-site death. If the death was related to work, start an investigation and fix any hazards. Record findings and apply changes to prevent future incidents.

Keep a clear paper trail. File every decision, payment, and communication related to the death. That helps with audits, insurance claims, and any legal queries later.

Finally, be human. Grief shows up weeks or months later. Offer ongoing support, allow flexible return-to-work plans for affected staff, and consider a small company memorial if the family approves. Practical help plus compassion will guide your team through a hard time.