Dealing with the death of a colleague or employee is incredibly difficult. As an HR professional, you’ll likely be tasked with sending out notifications. This guide provides several practical “Email Examples To Notify Of A Passing” to help you navigate this sensitive situation with compassion and clarity.
Importance of a Well-Crafted Notification
When someone passes away, the news spreads quickly, and it’s crucial to control the flow of information. A well-crafted email is essential for several reasons. It provides accurate details, ensures everyone is informed at the same time, and sets the tone for support and remembrance. Consider these points:
- Accuracy: Ensuring correct information about the deceased, including their name and relationship to the company.
- Timeliness: Sending the email promptly to avoid rumors and ensure everyone receives the news simultaneously.
- Sensitivity: Using respectful language and acknowledging the emotional impact of the loss.
Remember that your goal is to inform and offer support. The email should be informative and considerate of the emotional impact on the recipient.
Email to Announce the Death of an Employee
Subject: Notification of Passing - [Employee Name]
Dear Colleagues,
It is with deep sorrow that we inform you of the passing of our colleague, [Employee Name], on [Date]. [He/She/They] passed away after [brief description of the cause, if appropriate and known, e.g., a brief illness or a sudden accident].
[Employee Name] joined [Company Name] on [Date] and worked as a [Job Title] in the [Department] department. [Include a brief, positive sentence about their contributions, e.g., “During their time with us, [Employee Name] was known for their dedication and positive attitude.” or “Their hard work and commitment to our team was greatly appreciated.”]
We extend our heartfelt condolences to [Employee Name]’s family and friends during this difficult time. We understand that this news may be upsetting, and we encourage you to reach out to your support networks. Resources for grief counseling will be made available soon.
Details regarding memorial services will be shared as soon as they are available. In the meantime, please join us in remembering [Employee Name] and the positive impact [he/she/they] had on our lives.
Sincerely,
[Your Name/HR Department]
Email to Announce the Death of a Former Employee
Subject: Notification of Passing - [Former Employee Name]
Dear Colleagues,
We are saddened to share the news of the passing of our former colleague, [Former Employee Name], who worked at [Company Name] from [Start Date] to [End Date]. [He/She/They] passed away on [Date].
[Optional: Briefly mention their role at the company, e.g., “During their time at [Company Name], [Former Employee Name] was a [Job Title] in the [Department] department.” or “We remember [Former Employee Name] for their work as a [Job Title].”]
Our thoughts are with [Former Employee Name]’s family and friends during this difficult time. This news can be difficult, especially if you knew the deceased personally. Please feel free to reach out to your support network if you need it.
We will share information about any memorial services if available.
Sincerely,
[Your Name/HR Department]
Email to Announce the Death of a Close Relative of an Employee
Subject: Condolences on the Passing of [Relative’s Name]
Dear Colleagues,
We are writing to share some sad news. Our colleague, [Employee Name], is grieving the loss of [Relationship to Employee, e.g., their mother, spouse, sibling], [Relative’s Name], who passed away on [Date].
We extend our deepest sympathy and support to [Employee Name] and their family during this incredibly difficult time. We know that this is a very personal loss, and we want to offer our condolences and support in any way we can.
If you would like to send your condolences, a card can be sent to [Employee Name] at [Address or a suggestion, e.g., “The HR department will be collecting cards if you wish to sign one.”].
[Employee Name] is taking some time off at this time. Please respect their privacy during this period.
Sincerely,
[Your Name/HR Department]
Email with Information About Funeral/Memorial Services
Subject: Memorial Service for [Deceased’s Name]
Dear Colleagues,
We are writing to provide details about the memorial service for our colleague, [Deceased’s Name].
The service will be held on [Date] at [Time] at [Location]. [Include any specific details, e.g., “The family has requested that in lieu of flowers, donations be made to [Charity Name].” or “The family has requested guests to wear [color or type of clothing].” ]
We understand that many of you will want to pay your respects and offer support to [Deceased’s Name]’s family. If you plan to attend, please [mention any RSVP instructions or other guidelines, e.g., “RSVP to [email address or phone number] by [date].” or “Please arrive 15 minutes prior to the service start time.”].
We will continue to support [Deceased’s Name]’s family during this time. Details regarding [mention any company support, e.g., “a company contribution or a donation drive”] will be shared shortly.
Sincerely,
[Your Name/HR Department]
Email Providing Information About Grief Counseling Resources
Subject: Resources for Grief and Support
Dear Colleagues,
Following the recent passing of [Deceased’s Name], we want to remind you that support resources are available to help you during this difficult time.
We understand that grief can affect people in different ways, and it’s important to allow yourself time to process your emotions. Please know that you are not alone.
The following resources are available to you:
- [Name of Employee Assistance Program (EAP)], [EAP contact information: phone number and/or website]
- [Local Counseling Services - Provide links or phone numbers]
- [Any company-provided resources, such as paid time off for grief]
If you need immediate support, you can contact the following:
- [Crisis Hotline - e.g., 988 Suicide & Crisis Lifeline or a local crisis line]
We encourage you to utilize these resources if you feel you need them. Your well-being is important to us.
Sincerely,
[Your Name/HR Department]
Email to Colleagues Who Worked Closely With the Deceased
Subject: Regarding the Passing of [Deceased’s Name]
Dear [Name(s) of Colleagues],
We are writing to you with the sad news of the passing of our colleague, [Deceased’s Name]. We know that this loss will be particularly difficult for you, given your close working relationship with [him/her/them].
We want to offer our deepest condolences and support. We recognize the strong bonds you formed with [Deceased’s Name], and understand this loss will be felt deeply. Please take the time you need to grieve and process this difficult event. We are here to support you in any way we can, whether that means time off, assistance with work-related tasks, or access to counseling resources.
Please let us know if there is anything specific the company can provide to help you and other members of the team. If there’s any support required regarding tasks, kindly reach out to [Name and Title of Supervisor] or the HR department.
Sincerely,
[Your Name/HR Department]
Email Requesting for a Donation
Subject: Donation Drive for [Deceased’s Name]’s Family
Dear Colleagues,
In light of the recent passing of [Deceased’s Name], many of you have expressed a desire to offer support to [his/her/their] family. In response, we are organizing a voluntary donation drive.
All contributions will be gratefully accepted and will be presented to the family to assist with funeral expenses and other associated costs. [Include details of how donations will be collected, e.g., “You can donate via [method of donation - e.g., online platform, cash/check to HR] by [date].” or “Please give any donations to [name] by [date].”]
Your generosity is greatly appreciated and will provide much-needed support to [Deceased’s Name]’s family during this difficult time.
Sincerely,
[Your Name/HR Department]
In closing, these email examples can be adjusted to suit your specific needs. Always tailor your message to the individual situation, be compassionate, and keep the focus on offering support and respect to the deceased and their loved ones.