Support in the event of a death in service

When a colleague dies, communication needs to be handled with care and compassion. When deciding how and when information is shared, we take into account the circumstances of the death and the wishes of the employee's family or next of kin.

How the council may be informed of a death

 We may be told about an employee's death in different ways. This can include:

• contact from the employee's next of kin or another family member
• information shared by a colleague who was close to the employee
• notification from the authorities, for example following a serious incident
• enquiries made when an employee has not attended work as expected

Every situation is different, and responses should be handled sensitively.

Contacting the employee's family or next of kin

If news of the death has not come directly from the family or next of kin, we will normally make contact to offer condolences.

This is usually done by the employee's line manager, or another appropriate senior colleague. Anyone making contact should have access to advice and support, for example from their own manager, HR or occupational health.

When speaking with the family or next of kin, we will sensitively establish their wishes. This may include how colleagues are informed and whether external contacts should be notified.

We may also discuss funeral or memorial arrangements, including whether details can be shared so colleagues may attend, and if flowers or charitable donations are preferred.

Informing colleagues

We will always take account of the wishes of the employee's family or next of kin when sharing information.

Managers will ensure that colleagues who worked most closely with the employee are informed first. Where possible, this should be done in person and in a private setting.

If appropriate, information may be shared more widely at a later stage, for example through an internal message. Any wider message should include a contact point for colleagues who need further information.

Details about the cause of death will not be shared where this would be sensitive or contrary to the wishes of the family or next of kin.

Informing external contacts

Where the employee dealt with customers, suppliers or other external contacts, we will normally let them know that the employee has dies.

This communication will respect the wishes of the family or next of kin and may reassure contacts that arrangements are in place so services can continue.