How to Announce a Death at Work: Who to Tell, What to Say and Templates

Talk to the family first, then tell the person's closest teammates in person or on a live call, then everyone else in writing. Check with the family before you share the cause of death or any service details. Keep the message short, say where support is available and name one person who will answer questions.

What order should you tell people in?

Work from the inside out, and aim to finish the same day if you can. News travels fast, and people hurt more when they hear it from a rumor.

1. Talk to the family. Confirm the facts and ask what they want shared (see the next section).
2. Tell senior leaders and HR, so one person can handle the family's questions about pay and benefits. Our employer notification guide lists what HR needs to do.
3. Quietly secure accounts and set an interim reply. Use a neutral out-of-office message until the announcement goes out.
4. Tell the closest teammates first, in person or on a live video call. Don't send a group chat message or mass email as the first notice.
5. Send the wider announcement, once the close team has heard.
6. Tell clients, vendors and partners the person worked with, with a name for their new contact.

What should you ask the family?

Keep the call short and let them lead. You are mainly trying to learn five things:

• Whether you may say the person has died, and whether to mention the cause. If not, "the family has asked for privacy" is enough.
• Whether they want colleagues to know service details, and whether coworkers are welcome.
• Whether they prefer flowers, a donation or neither, and who should organize them.
• Who to contact about belongings, final pay and benefits. Give them one named person, not several.
• Whether there is anything they don't want mentioned, such as a nickname or a photo.

Write down what they say and share only that.

What should the announcement say?

Good announcements are short. They state the loss, say something true and warm about the person, tell people how to get information and support, and ask for the family's privacy.

What to include:

• The person's name and role, and that they died. Add the date if the family is comfortable with it.
• One honest line about who they were at work.
• How and when you will share service details.
• Where to get support, such as an employee assistance program (EAP) or a counselor on site.
• One contact for questions.

What to leave out:

• The cause of death, unless the family agreed.
• Speculation, details of the scene, or rumors.
• Phrases like "everything happens for a reason" or "they're in a better place," which can land badly.
• Pressure to be "back to normal" on a deadline.

Templates you can adapt

Telling the close team, in person or on a call

I have some very sad news. [Name] died [yesterday/on date]. I spoke with their family this morning, and they've said [they're happy for us to share this / they would like privacy about the details].

I know many of you worked closely with [Name]. We'll [cancel the meeting / take some time] today. [Name of EAP or counselor] is available [when/where]. I will be around all day if you want to talk.

I'll tell the rest of the company at [time], and I'll let you know as soon as we hear about a service.

Company-wide email

Subject: Sad news about [Name]

Dear all,

It is with great sadness that I tell you [Name] died on [date]. [Name] joined us in [year] and worked as [role] in [team]. [One true line, for example: "They were the first person to welcome new hires, and many of us remember their dry sense of humor."]

Our thoughts are with [Name]'s family and friends. The family has asked for privacy, and I'm sure you will respect that.

We will share details of any service as soon as the family confirms them. If you would like to talk to someone, [EAP details] is available, and [name] is happy to talk to anyone. Please also look after each other.

[Your name and title]

Message to clients and vendors

Subject: [Name], [Company]

I am writing with sad news. Our colleague [Name] died on [date]. We know you worked closely with them, and we are very sorry to share this by email.

[New contact name and details] will take over [project/account] and will be in touch this week. In the meantime, please contact me with any urgent questions.

Thank you for your understanding.

Out-of-office reply for the person's inbox

Thank you for your message. [Name] is no longer with us. Please contact [name] at [email] for [topic].

Use this one only after the announcement has been sent, and ask the family first if you are unsure.

If someone asks "How did they die?"

The family has asked for privacy about the details. We'll share anything they want us to share. Thank you for understanding.

How do you handle remote and hybrid teams?

Treat people who aren't in the office the same way as those who are.

• Use a live video call for the close team, not a chat message.
• Tell everyone in the same hour, across time zones, so nobody learns from a colleague first.
• Include part-time staff, contractors and people on leave or vacation, who are easy to miss. Send them a personal message or call.
• Pin the announcement where people look, and say who to message for support.

What about their workload, accounts and belongings?

• Work. Name an interim contact right away, and tell people what is urgent. Don't announce a permanent replacement or a job opening in the first days.
• Accounts and files. IT should secure access, but not delete anything yet. The family or executor may need emails or files, and your own retention policy may apply.
• Belongings. Don't mail a box of desk items unprompted. Ask the family whether they want them and how.
• Pay and benefits. The Department of Labor says federal law doesn't require an immediate final paycheck, although some states do. The IRS has separate rules for wages paid after death. Our guide on employer notification covers pay, group life insurance and health coverage.

What if the death happened at work?

If an employee dies from a work-related incident, the employer must report it to OSHA within 8 hours of the death, if the death happens within 30 days of the incident. You can report by phone to the nearest OSHA area office, on 1-800-321-OSHA (1-800-321-6742), or online at osha.gov. The deadline is short, so start there. Ask your attorney if you're not sure whether OSHA reporting applies. The family may also ask about workers' compensation. The Department of Labor says people hurt on the job at private companies or state and local agencies should contact their state workers' compensation board, which is a sensible first call for survivors' questions too.

What if the cause was suicide or is unknown?

Follow the family's wishes on what to say, and don't share details of the method. Make sure the announcement points to support. Anyone in the US who is struggling can call, text or chat with the 988 Lifeline. People who were close to the person may need extra check-ins in the weeks after, and a counselor or EAP can help you plan them.

How can you support people afterward?

Grief isn't tidy. MedlinePlus says people can react mentally and physically, including sleeping problems, and that how long bereavement lasts depends on things like how close someone was to the person and whether the death was expected. The NHS says there is no right or wrong way to feel.

• Be flexible with deadlines for the close team, and check in again after the funeral.
• Allow time to attend the service. The Department of Labor says the Fair Labor Standards Act doesn't require pay for time not worked, including attending a funeral, so this depends on your policy and state law. See our guide to bereavement leave.
• Offer a small memorial the family is happy with, such as a card everyone signs, a shared photo album or a donation in the person's name.
• Make support easy to use. Remind people about the EAP, and consider having someone available on site.
• Remember anniversaries and birthdays with a short check-in.

Coworkers who aren't sure how to behave at the service can read our guide to coworker funeral etiquette. If a grieving employee is returning, see returning to work after a death.

Mistakes that cause hurt

• Sending the first notice by mass email or chat.
• Guessing or sharing the cause of death.
• Clearing the desk or posting the job right away. Give the family and the team time.
• Forgetting remote staff, contractors and people on leave.
• Staying silent. People notice if leaders say nothing, and a short, honest message is better than none.

What to do next

1. Call the family, and write down what they want shared.
2. Pick one person to coordinate pay, benefits and belongings with the family.
3. Tell the close team, then send the announcement.
4. Check in with the team after the funeral and again a few weeks later.