A death announcement email about a colleague is likely to have an effect on staff and must be done with sensitivity.
It can be challenging for the HR department of a company to write a death announcement email to staff.
Staff will expect a death announcement email that shows respect.
What you need to find out from family
When an employee has died, a family member will usually contact the HR department of the company.
Whoever receives the news must convey sympathy to the family in an appropriate manner and inquire about any arrangements or special requests.
It is ideal to share the news in-person with the colleagues who worked very closely with the employee if the family member is comfortable doing this. Via phone is another option.
In order to announce the news to the whole company, the HR department can send a death announcement email to staff.
Essentials to include in the death announcement email to staff
Essentials you will need to find out to write a death announcement email to staff include:
Death announcement template for an employee
It is with deep sadness that we inform you about the passing of (employee’s name and surname).
(Employee’s first name) was involved in a car accident (died of cancer etc. etc.) and passed on (day, date). (Employee’s first name) worked at the company for (number of years) and played an important role in the (department).
Our hearts go out to (employee’s first name) family at this difficult time. Please keep them in your thoughts.
(Employee’s) funeral will be held on (date), (time) at (name of funeral home). Employees who wish to attend will be excused from work.
HR will be offering counseling services for (employee’s) colleagues. Counselors will be available on (date) from (time) to (time) at (location).
Death announcement template for a departmental manager
We are saddened to inform you that (manager’s full name) passed away unexpectedly last night after suffering a heart attack in the ICU at (hospital’s name).
(Manager’s first name) knowledge of the industry and his role as manager of the (name of department) is well known throughout the company. On a personal level, we enjoyed his sense of humor and his passion for football.
(Manager’s first name) leaves behind a wife and a son. Our thoughts and prayers are with them during this time.
A memorial service will take place on (date) at (time) at (location) and employees can take time off to attend. The HR department will hold grief counseling sessions on (day) at (times) in (location).
Death announcement email template to staff for a CEO
With deep sorrow, we announce the passing of (name of CEO)- company CEO on (day and month) after a long illness.
(Name of CEO) was devoted to the company in his 12-year role as CEO and we will always remember his tireless efforts to make the company successful. We offer our sincere condolences to his family, who supported him every step of the way.
As per the family’s decision, the funeral service of (name of CEO) will be conducted on (date) at (time) in (location).
Employees are welcome to attend and any donations to the (name of fund) will be appreciated in lieu of flowers.
Email subject line and How to start the death announcement email to staff
A subject line is brief yet sensitive, so you may need some thought to come up with the right one for your death announcement email to staff.
The first paragraph of the email will include the employee’s name and the reason for writing.
More samples of explaining the cause of death of the employee in death announcement email to staff
A death announcement email to staff may have to be made for many different causes of death, such as illness, various types of accidents, natural disasters or a pandemic.
Death due to illness
Death due to accident
Death due to suicide
If an employee has committed suicide, the family might prefer not to disclose this information to coworkers. If they don’t mind disclosing the information, the following email samples are appropriate.
Death as a result of a pandemic
Death as a result of a natural disaster
Examples to finish off a death announcement email to staff
A final word
When writing a death announcement email to staff, it is best to be direct, but at the same time, always be respectful and sensitive to people’s feelings. This is as important as the words you use.
Express condolences to the family and remember that the email doesn’t have to be lengthy to be effective so keep it to-the-point.