Bereavement Leave Request Email: Templates for Every Situation

What Your Email Needs to Include

A bereavement leave request email has four parts: what happened (briefly), when you will be out, who will handle urgent matters, and when you expect to return. Your employer may request supporting documentation under the law or policy that applies; ask HR what forms are required for the type of leave you are requesting.

Send the email to both your direct manager and HR. If you have a team lead or project manager who needs to reassign your work, copy them as well.

Template 1: Initial Bereavement Leave Request

Subject: Bereavement leave — [YOUR NAME]

Hi [MANAGER NAME],

I am writing to let you know that a close family member has passed away. I need to take bereavement leave beginning [DATE].

I expect to be out for [NUMBER] days and plan to return on [DATE]. I will hand off my active tasks to [COLLEAGUE] before I leave, and they have agreed to cover urgent items during my absence.

I will have limited access to email. For anything time-sensitive, please contact [COLLEAGUE] at [EMAIL/PHONE].

Thank you for your understanding.

[YOUR NAME]

Template 2: Same-Day Notification (When the Death Just Happened)

Subject: Family emergency — taking bereavement leave effective today

Hi [MANAGER NAME],

I have had a death in my family and need to begin bereavement leave effective today. I am not yet sure of my return date but will update you within [2–3 days / by end of week].

[COLLEAGUE] is aware of my current project deadlines. Please direct urgent questions to them at [EMAIL].

I appreciate your patience. I will be in touch when I have more clarity on my schedule.

[YOUR NAME]

Template 3: Leave Extension Request

Subject: Bereavement leave extension request

Hi [MANAGER NAME],

I am writing to request an extension of my bereavement leave. My original return date was [DATE], but I need additional time to manage [estate/family/administrative responsibilities].

I would like to extend my leave through [NEW DATE]. I plan to use [accrued PTO / sick leave / unpaid leave] for the additional days. [COLLEAGUE] has confirmed they can continue covering my responsibilities through this period.

Please let me know if you need any additional information or documentation.

[YOUR NAME]

Template 4: Returning with Reduced Schedule

Subject: Return to work — phased schedule request

Hi [MANAGER NAME],

I plan to return to work on [DATE]. To manage ongoing family responsibilities alongside my transition back, I would like to request a temporary reduced schedule for [2–4 weeks]:

• [Monday–Thursday in office, Friday remote]
• [OR: mornings only for the first week, full days starting week 2]

I am committed to maintaining coverage for my critical responsibilities during this period and can be reached by phone or email during off-hours for urgent matters.

I would appreciate the opportunity to discuss this arrangement with you. Would [DATE/TIME] work for a brief conversation?

[YOUR NAME]

Tips for Writing Your Own

Keep it short. Three to five sentences is enough for the initial notification. Your employer needs logistics, not an emotional narrative.

Use email, not verbal. Even if you call your manager first, follow up with an email. The written record protects you if questions arise later about when you notified them, how many days you requested, or what accommodations were discussed.

Do not apologize. Phrases like "I'm sorry for the inconvenience" or "I know this is bad timing" undermine your position. Bereavement leave may be a statutory right, an employer-policy benefit, or time covered by another leave balance; check which rule applies to you.

Name your coverage plan. Managers worry about what will not get done. Preemptively addressing this — "Sarah will handle the Henderson account" — makes approval smoother and faster.

The Returning to Work After Bereavement toolkit includes a full library of communication scripts covering leave requests, return-to-work conversations, accommodation negotiations, and boundary-setting with colleagues — so you do not have to draft each one from scratch during the hardest weeks of your life.