The death of a colleague is an incredibly difficult and sensitive time. It is important that this news is shared with care, compassion and respect both for the bereaved families and colleagues across the organisation.
We have created an interim Standard Operating Procedure (SOP) to provide clear guidance to support senior leaders, managers and colleagues in communicating a death in service with dignity, respect and care. It will later be included into a wider HR policy, which is currently being finalised.
How does this SOP support me
The guidance is designed to help senior leaders, managers and colleagues feel supported and confident in handling these situations sensitively, while recognising that every circumstance is different and the wishes of the bereaved family must always come first. It aims to:
- ensure accurate, timely and respectful communication
- provide clarity on roles, responsibilities and decision‑making
- support managers and leaders at a challenging time
- promote a consistent approach, while recognising that every situation is different
- respect the wishes of the bereaved family at all times.
Having a clear and agreed process helps avoid distress, misinformation and uncertainty, and supports teams with confidence and compassion.
What the SOP covers
The SOP outlines:
- who is responsible for drafting, approving and cascading communications
- how and when to communicate with teams and the wider organisation
- when to notify the Executive Team
- guidance on funerals, memorials and organisational representation
- arrangements for condolence letters and donations.
It also includes a practical checklist and templates to support sensitive communication.