How to remember a collegue who passed away?
When an employee or colleague passes away, organisations often need to decide how to communicate the news, support grieving coworkers and organise a meaningful tribute. For HR managers and team leaders, knowing how to approach these decisions can make a difficult time a little easier for everyone involved.
From creating a workplace memorial to collecting condolences and memories online, this guide explores practical ways to honour a colleague, bring people together and preserve their memory beyond the funeral.
What should a company do when an employee dies?
The death of an employee creates both emotional and practical challenges. While work responsibilities need attention, people also need time and space to process the loss.
For most organisations, the first priority is supporting the family, informing colleagues appropriately and creating opportunities for people to come together in remembrance.
Begin with the family
Before making announcements or organising tributes, it is important to speak with the family.
A manager, HR representative or someone who knew the employee well will often reach out personally to offer condolences and discuss how the organisation can support them.
Questions to consider include:
What information can be shared with colleagues?
Would the family like funeral details communicated within the organisation?
Are colleagues welcome to attend the funeral or memorial service?
May a photograph be used in communications or tributes?
Is the family comfortable with an online memorial page?
Having one designated point of contact can make communication easier for both the organisation and the family during a difficult time.
What needs to be organised in the first days?
The loss of a colleague often leaves a gap across multiple areas of the organisation.
Clients may still be sending emails. Meetings may remain scheduled. Projects may require immediate attention. While there is often pressure to restore normal operations quickly, it is important to acknowledge the loss before focusing solely on replacement and continuity.
Practical considerations often include:
Informing colleagues and key stakeholders.
Contacting clients or customers who worked closely with the employee.
Managing email accounts and voicemail messages.
Reviewing upcoming meetings and responsibilities.
Deciding how and when personal belongings will be handled.
Reallocating urgent work where necessary.
Discussing longer-term staffing needs at an appropriate time.
Addressing these matters carefully helps organisations balance operational needs with respect for the person who has passed away.
Why the loss of a colleague can feel so significant
For many people, colleagues are an important part of daily life. We spend months and years working together, solving problems, celebrating successes and navigating challenges.
Over time, professional relationships often become personal ones. Colleagues may share milestones, support one another during difficult periods and become trusted friends.
When a colleague passes away, people are not only losing someone they worked with. They are losing someone who played a meaningful role in their everyday lives.
This is why the death of a colleague can affect not only immediate team members, but also former coworkers, clients, suppliers and professional contacts who worked closely with them over the years.
How grief affects colleagues in the workplace
Grief can affect every aspect of working life, even when employees were not closely involved in a colleague's personal life.
Following the death of a colleague, employees may experience:
Difficulty concentrating.
Reduced motivation or productivity.
Feelings of sadness, shock or disbelief.
Anxiety about discussing the loss with others.
A strong desire to reflect on memories and shared experiences.
People process grief differently. Some may want to talk openly about the colleague they have lost, while others prefer to grieve privately.
Recognising these different reactions helps managers create a supportive environment where employees feel acknowledged and understood.
Creating a place of remembrance at work
Many organisations choose to create a visible space where colleagues can pause, reflect and pay their respects.
This may include:
A framed photograph.
Flowers from the organisation.
A condolence book.
A candle or remembrance display.
A moment of silence or team gathering.
Representation at the funeral service.
These gestures acknowledge the significance of the loss while giving colleagues an opportunity to express their respect.
For organisations with remote or international teams, an online memorial page can complement these efforts. While a condolence book in the office supports those who are physically present, a digital memorial page allows everyone else to participate and share memories.
How to announce the death of a colleague
One of the first responsibilities for managers and HR teams is communicating the news.
A good announcement is:
Clear and factual.
Respectful and compassionate.
Consistent with the wishes of the family.
Focused on supporting employees.
Many organisations also provide colleagues with a way to share memories or messages of support. Doing so helps employees process the loss and creates a sense of connection during a difficult time.
If colleagues need help finding the right words, they may benefit from our guide on how to write a condolence message.
When colleagues cannot attend the funeral
Not everyone who knew the deceased will attend the funeral or memorial service.
Some colleagues may work remotely. Others may live abroad. Former employees, clients and professional contacts may not receive an invitation despite having worked closely with the person for many years.
A memorial page gives those individuals a meaningful way to participate, even when attending in person is not possible.
Supporting international teams after a loss
Today's workplaces are increasingly international.
An online memorial page allows colleagues around the world to:
Share condolences.
Leave personal memories.
Upload photographs.
Read tributes from others.
Reflect on the person's life and contribution.
After the funeral: when work continues
The days immediately following a death are often filled with communication and practical arrangements. However, the impact of loss rarely ends after the funeral.
As normal routines return, many colleagues begin to feel the absence more strongly. Empty desks, familiar meetings and everyday interactions can serve as reminders of the person who is no longer there.
Many organisations choose to acknowledge important moments after the funeral, such as:
The employee's birthday.
The first anniversary of their passing.
Significant team milestones they helped achieve.
An online memorial page allows colleagues, friends and family members to revisit memories and tributes long after the funeral has taken place.
Create an online memorial page for a collegue
When a colleague passes away, people often want to share memories, express condolences and acknowledge the difference that person made in their lives.
Whether you are an HR manager, team leader, coworker or employer, Remembr. provides a respectful place where colleagues, friends, clients and family members can come together to remember someone.
If you are supporting colleagues through bereavement, you may also find our guide on [link to: /guide/how-do-you-comfort-someone] how to comfort someone who is grieving helpful.
Ready to get started? Create a memorial page and give colleagues, friends and family a lasting place to share tributes, condolences, photographs and memories.