An Employee Death Report is a formal document that records the death of an employee in the workplace or outside. It includes personal details, date of death, department, and necessary information for processing entitlements, social insurance, and final payroll. The goal is to ensure legal compliance, support the employee’s family, and facilitate institutional operations.

The report should be prepared as soon as the organization receives notice of the employee’s death, whether it happened during work or outside, to ensure:

• Prompt settlement of the employee’s dues and rights.

• Notification of relevant authorities (e.g. social insurance, insurance companies) if required by law.

• Documentation of the event in HR records for compliance and internal reporting.

Typically, HR is the main entity responsible for preparing the report, in coordination with the employee’s direct management, legal department, and the insurance or financial service providers involved.

The report should include:

• Employee data: full name, national ID or residency number, employee number, department

• Date and time of death

• Cause of death (if known)

• Next-of-kin or beneficiary contact information

• Status of entitlements: last salary, bonuses, compensation, health and retirement benefits

• Notes about the employee’s property or institutional responsibilities

• Signature of the report preparer and approvals from senior management

Once the report is prepared, HR will move to:

• Validate remaining financial rights of the employee

• Instruct payroll to prepare final settlement

• Notify insurance providers for claim processing, if the employee is insured

• Inform social insurance authority (if applicable) to settle the rights of heirs

Under Saudi labor and insurance regulations, companies are required to:

• Document the death and submit the required documents to official authorities

• Process the rights of heirs in accordance with financial and insurance systems

• Protect privacy and personal data of the deceased and their family

• Failure to comply may lead to legal disputes with heirs or regulatory bodies

Yes. The death report can be generated via an HRMS or digital HR system, stored electronically, and distributed internally or externally to relevant bodies, while maintaining an audit trail and approval records.

HR should approach notifications with sensitivity:

• Contact next-of-kin using registered contact information

• Provide clear information about entitlements and procedures

• Offer emotional support or resources if available (e.g. counseling)

• Internal report: Used within the company to document, trigger processes, and manage stakeholder actions.

• Legal report: Submitted to external authorities (social insurance, insurance companies, government) as required by law, sometimes with additional documentation and signatures.

• Use a consistent, predefined template to ensure uniformity in information

• Record all important details accurately and professionally

• Maintain confidentiality of data about the deceased and their family

• Validate supporting documents (e.g. death certificate)

• Archive both physical and digital copies in the HR system with dates and signatures

• Issue a formal correction with signatures and approvals

• Notify all parties that received the original report about the correction

• Update HR records to maintain consistency and auditability

• Provides documented proof of compliance with legal obligations to heirs

• Serves as evidence in case of claims related to delay or negligence

• Maintains a clear audit trail for internal and external review