Bereavement Leave Letter — Free Template to Request Time Off
When someone close to you dies, the last thing you want is to agonize over a letter to work. A bereavement leave request can be short: who passed away, the days you need, and whether you'll use bereavement pay or paid time off. This template keeps it simple so you can focus on your family.
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October 15, 2026
[Your manager or HR contact]
[Company name]
Re: Request for bereavement leave
Dear [Your manager or HR contact],
I am writing to formally request bereavement leave beginning [First day of leave]. I plan to return to work on [Expected return date].
[Why you're requesting leave]
I am happy to complete any forms or provide any documentation needed to support this request. Please let me know if you approve, or if you would like to discuss the dates or arrangements. I appreciate your understanding and support.
Sincerely,
[Your full name]
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Keep it short
A bereavement letter doesn't need detail. Say who died and your relationship, the days you need, and when you expect to return. If you've already told your manager by phone or text, the letter simply puts the request on record for HR and payroll.
If you don't know your return date yet, give your best estimate and say you'll confirm once funeral arrangements are set.
Bereavement policies vary
Many employers offer a few days of paid bereavement leave, often more for an immediate family member than for other relatives. There's no federal law requiring bereavement leave in the private sector, though a few states have their own rules. Check your employee handbook to see how many days you have and who counts as family.
If you need more time than the policy allows, ask to add paid time off or unpaid personal leave. Grief and the practical tasks after a death can take longer than a few days, and most managers will try to help.
What to do, step by step
Read your company's leave policy
Check your employee handbook for the types of leave offered, how much notice is required, whether leave is paid, and which forms HR needs. Ask HR if anything is unclear.
Find out what protections may apply
Depending on your employer's size, how long you've worked there and where you live, federal or state family and medical leave laws may protect your job during certain kinds of leave. HR can tell you whether you're eligible.
Fill in your letter
Answer the questions above. Give clear dates, a brief reason, your plans for pay or paid time off, and how your work will be covered.
Give as much notice as you can
For planned leave, such as a birth or a sabbatical, many policies ask for 30 days' notice or more. For emergencies, send the letter as soon as you reasonably can.
Get the answer in writing
Send the letter to your manager and HR, keep a copy, and ask for written confirmation of your approved dates and pay arrangements before your leave starts.
What if your employer denies your leave request?
Ask for the reason in writing. Some leave, such as a sabbatical or extended personal leave, is entirely at your employer's discretion. Others may be protected: eligible employees can generally take up to 12 weeks of unpaid, job-protected leave a year under the federal Family and Medical Leave Act for their own serious health condition, a new child or caring for a seriously ill family member.
If your leave may be protected and your employer refuses, ask HR exactly which policy or rule they're relying on. Many states have their own family leave, paid leave or pregnancy-related protections that go further than federal law. Your state labor department can explain what applies to you.
If a full leave isn't possible, consider asking for a compromise: different dates, a shorter leave, a phased return or reduced hours. If you believe you were denied leave you're entitled to, or treated badly for asking, contact the US Department of Labor or a legal aid organization for help.
Example bereavement leave letter
A filled-in sample with made-up details, so you can see the finished result.
Natalie Brooks
October 5, 2026
Karen Chen
Summit Health Partners
Re: Request for bereavement leave
Dear Karen Chen,
I am writing to formally request bereavement leave beginning October 6, 2026. I plan to return to work on October 13, 2026.
My father passed away on October 3. I need time to travel to Ohio to help my family with funeral arrangements and attend the service.
I would like to use the three days of paid bereavement leave in our policy, followed by two days of paid time off.
To keep things running smoothly while I am away, I plan to do the following:
Luis Ramirez has kindly agreed to handle my urgent claims while I am away.
While I am on leave, I will have limited access to email, but I can be reached by text for anything urgent.
I am happy to complete any forms or provide any documentation needed to support this request. Please let me know if you approve, or if you would like to discuss the dates or arrangements. I appreciate your understanding and support.
Sincerely,
Natalie Brooks
Frequently asked questions
How many days of bereavement leave do employees usually get?
Many employers offer around three to five days for an immediate family member and fewer for other relatives, but policies vary widely. Your employee handbook or HR will tell you what your company provides.
Does my employer need proof of the death?
Some employers ask for documentation such as an obituary, a funeral program or a death notice, especially for paid bereavement leave. Your handbook should say if it's required. You don't usually need to include it with your letter.
Can I take bereavement leave for a friend or extended family member?
It depends on your employer's policy, which often lists the relationships covered. If the person isn't listed, you can still ask to use paid time off or take a personal day, and many managers will be understanding.
What should a leave of absence letter include?
Your name, the date, who it's addressed to, the type of leave, your first day of leave and expected return date, a brief reason, how you plan to handle pay or paid time off, how your work will be covered, and an offer to provide paperwork or discuss the arrangements.
Do I have to tell my employer why I need leave?
You usually need to give enough information for your employer to know what kind of leave you're requesting, especially if you want it to count as protected medical or family leave. You don't generally have to share a detailed diagnosis; a doctor's note confirming you need time off is often enough.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.