How to notify an employer of an employee's death

Contacting a deceased person's employer is one of the early tasks that often falls to family members in the days following a loss. It's usually not a difficult call, but knowing who to reach, what to say, and what to ask about can help you handle it efficiently — and ensure your family doesn't miss any benefits that may be owed.

Who to contact at the employer

The right contact depends on the size and structure of the organization:

• Small business: Contact the owner or office manager directly
• Mid-size or large employer: Call the main office line and ask to be transferred to Human Resources
• Government employer: Ask for the HR or personnel office; each agency typically has a dedicated process

If you don't know the employer's contact information, check the deceased's pay stubs, recent email correspondence, or LinkedIn profile for the company name and general contact information.

What information to have ready

Before calling, gather:

• The employee's full legal name
• Their employee ID or last four digits of their Social Security number (if available)
• Date of death
• Your name and relationship to the deceased
• A contact phone number or email

Most HR departments will ask for a certified copy of the death certificate before processing any paperwork. You don't need to have it in hand for the initial call, but expect to submit one.

What to discuss with HR

Once connected with the right person, ask about:

Final pay:

• When will the final paycheck be issued?
• Does it include any accrued vacation, PTO, or unused sick leave? (Most states require payout of accrued vacation; sick leave policies vary.)
• Are there any outstanding expense reimbursements?

Life insurance:

• Did the employee have group life insurance through the employer?
• What is the coverage amount, and who is the named beneficiary?
• How does the family file a claim?

Other benefits:

• Were there any pension, 401(k), or retirement plan assets? Who is the plan administrator?
• Was there a health savings account (HSA) or flexible spending account (FSA) with a remaining balance?
• Was the employee enrolled in short-term or long-term disability insurance?
• Was there supplemental or voluntary life insurance beyond the group plan?

Health insurance continuation:

• Does COBRA continuation coverage apply, and does the surviving spouse or dependents want to elect it? (COBRA deadlines are strict — typically 60 days to elect.)

Note: Benefits rules vary significantly by employer size, plan type, and state. Payout of accrued leave, COBRA eligibility, and pension survivor benefits all have different requirements. Ask HR to walk you through every benefit the employee was enrolled in.

Returning employer property

Ask HR whether any company property needs to be returned — a laptop, phone, badge, or other equipment. Most employers will provide a shipping label or arrange a pickup; you shouldn't need to deliver it in person during a difficult time.

Handling direct deposit and payroll issues

If the employee received direct deposit and a paycheck is issued after the death, the family should be prepared for the employer to request a portion of it back — particularly if the employee was paid in advance for time they did not work. Keep communication with HR clear and documented.

If the employer is small or informal

Not every employer has an HR department or formal processes. If the deceased worked for a small business, the owner is your primary contact. Smaller employers may need more time to calculate final pay and process paperwork, and they may not have group life insurance or a retirement plan to administer.

In informal employment situations — gig work, freelance, family businesses — ask directly about any outstanding invoices, unpaid wages, or payments owed.

Note: State wage laws govern when final pay must be issued and what accrued benefits must be paid out. In California, for example, final wages must be issued within 24 hours of an employee's death if the employer was given notice. In other states, the deadline is the next regular payday. Contact your state's labor department or an employment attorney for guidance specific to your situation.

What Passings Can Help With

Passings includes a guided task checklist that covers employer notifications alongside other financial and administrative tasks in the first weeks after a loss — so the right steps are organized in one place rather than scattered across different to-do lists.

This article provides general information and is not legal, financial, or medical advice. Regulations and procedures vary by state.

Disclaimer — For informational purposes only

This article is compiled from publicly available resources and is provided solely for general informational purposes. It does not constitute and should not be relied upon as legal, financial, tax, insurance, medical, psychological, or other professional advice. Passings is a planning and organizational platform, not a licensed advisory service, and no attorney-client, financial advisor-client, or other professional relationship is created by reading this content.

Laws, regulations, financial products, and professional standards vary by state and change over time. Passings makes no representations or warranties — express or implied — regarding the accuracy, completeness, timeliness, or suitability of any information contained herein. To the fullest extent permitted by applicable law, Passings disclaims all liability for any loss, damage, or harm arising from your use of or reliance on this content. Always consult a qualified, licensed professional — including an attorney, financial advisor, CPA, or licensed counselor — before making decisions specific to your situation.

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