Where at all possible, the line manager of the person who has died should make contact with the next of kin and remain that point of contact throughout, treating them with compassion and kindness. If the line manager is not available, please discuss this with your line manager or HR, to agree the most suitable person.

If you are not absolutely sure, or have any doubts about who the deceased’s next of kin is, please discuss this with HR as soon as possible.

Cruse Bereavement Support has some useful information and advise on how to talk to someone who is recently bereaved:

• What to say when someone dies

Here is a list of things to compassionately and sensitively discuss with the next of kin - it may not be possible, or appropriate, to discuss this in one conversation and several contacts may be required:

• Assure them that you are dealing with the deceased’s work affairs e.g. contacting HR, payroll, pension etc. so they do not have to worry about that
• Enquire and confirm who is dealing with the deceased’s affairs/who is the executor of the will – make a note of this information, as it will be required for payroll and pensions
• Discuss and agree what level of information they are comfortable with you sharing with team members about the death
• Check if they would be comfortable with the team arranging a collection and how they would like this to be used e.g. donation to charity, flowers etc.
• Enquire about any funeral arrangements and what their wishes are for work colleagues to attend
• Ask them if they would like the news about their loved one’s death shared with the wider organisation via Trust communications
• Let them know if the team are thinking of planning a memorial book and/or service, and ask them how they would like to be involved in this. A memorial book can be provided by the Trust; please select the appropriate option on the death in service (tell us once) form – please see Step 3 – and a member of the communications team will be in contact with you
• Sensitively arrange for any property that belongs to the colleague that has been left at the Trust to be returned to them and to have Trust property (such as phones, laptops, ID badges, keys etc.) returned - this must be done at a time and place that suits the next of kin

Next step

• Step 2: notifying colleagues of the death