Compassionate Leave in Malaysia: Rules, Eligibility, and Samples

Life can be unpredictable, and sometimes, it throws difficult moments our way. The loss of a loved one is one such moment, and during these times, employees need time to grieve.

Compassionate leave, often called bereavement leave in Malaysia, is there to give employees time to cope with the loss of a loved one.

Both employers and employees need to understand these policies to create a supportive and caring work environment.

What is Compassionate Leave?

Compassionate leave is time off given to employees following the loss of a close family member, such as a spouse, child, parent, or sibling.

This leave exists to give employees time to grieve, manage personal matters, and take care of funeral arrangements.

In Malaysia, there are no legal requirements under the Employment Act mandating compassionate leave.

However, many companies choose to include it in their internal policies or employment contracts to provide support for employees during difficult times.

What is The Difference Between Bereavement Leave and Compassionate Leave?

In some countries, bereavement leave and compassionate leave may have different meanings.

In Malaysia, these terms refer to the same condition: time off given to employees following the death of a family member. It is up to the company whether it will be paid or unpaid.

Who is Eligible for Compassionate Leave in Malaysia?

Eligibility for compassionate leave typically depends on the company’s policy.

In general, both full-time and part-time employees may qualify for compassionate leave if they meet the following criteria:

The leave is requested due to the death of an immediate family member.
Documentation, such as a death certificate, is provided when required by the employer.

Immediate family members usually include spouses, children, parents, and siblings.

Some companies may also extend compassionate leave to include grandparents, in-laws, or other close relatives.

Are Malaysian Employers Legally Obliged to Provide Paid Compassionate Leave?

Malaysian labor laws do not require employers to provide paid compassionate leave.

Because of that, it is entirely up to the employer to decide whether to offer it.

In practice, many companies choose to include compassionate leave in their policies as a gesture of understanding the importance of supporting employees during challenging times.

By providing compassionate leave, it can help employers build trust and loyalty among their workforce.

On the other hand, refusing such requests may create dissatisfaction and reduce trust within the company.

How Long is the Compassionate Leave Duration in 2025?

Most companies in Malaysia provide two to five days of paid leave.

The specific duration often considers factors such as:

Relationship to the deceased: Employees might receive more leave for the loss of a spouse or child compared to other relatives.
Cultural or religious practices: Malaysia’s diverse cultural and religious traditions mean that mourning periods and funeral arrangements can differ significantly.

Some companies also accommodate employees needing extra time by offering additional unpaid leave or allowing them to use their annual leave balance.

Required Compassionate Leave Form

Employees are usually required to submit a compassionate leave form to let the HR team know and for the administration system.

Below are some sample templates that the HR team can use.

Template 1: Basic Compassionate Leave Form

Compassionate Leave Application Form

Employee Details:

Full Name: ____________________________________________
Employee ID: ___________________________________________
Department: ____________________________________________
Contact Information: ____________________________________

Leave Request Details:

Relationship to Deceased (e.g., parent, sibling): ___________________
Date of Death: _________________________
Requested Leave Start Date: _________________________
Requested Leave End Date: __________________________
Total Leave Days: _____________________

Reason for Leave (Optional): _______________________________

Supporting Documents Provided (tick one):
☐ Death Certificate
☐ Obituary Notice
☐ Other: __________________________________________

Approval Section:

Approved: ☐ Yes ☐ No
Manager's Name: _____________________________________
Manager’s Signature: _________________________________
Date: ______________________________________________

Template 2: Detailed Compassionate Leave Form

Compassionate Leave Request Form

Employee Information:

Name: ________________________________________________
Employee ID: ___________________________________________
Position/Department: ____________________________________
Phone/Email: __________________________________________

Leave Information:

Relationship to the Deceased: ____________________________
Leave Start Date: ______________________
Leave End Date: ________________________
Total Leave Days: ______________________

Additional Information (Optional): _______________________________

Supporting Documents:

Document Type: ________________________________________
Provided: ☐ Yes ☐ No

Manager’s Review:

Decision: ☐ Approved ☐ Not Approved
Reason (if not approved): _______________________________

Signature Section:

Manager's Name: _______________________________________
Signature: _____________________________________________
Date: _________________________________________________

Template 3: Digital Google Form for Compassionate Leave

Form Title: Compassionate Leave Application

Fields:

Employee Details:
- Full Name (Short Answer)
- Employee ID (Short Answer)
- Department (Short Answer)
- Email Address (Short Answer)
Leave Details:
- Relationship to Deceased (Short Answer)
- Date of Death (Date Picker)
- Leave Start Date (Date Picker)
- Leave End Date (Date Picker)
- Total Leave Days (Short Answer)
Reason for Leave (Optional):
[Paragraph Field]
Supporting Documents:
- Upload Supporting Documents (File Upload)
Manager's Review:
- Approved: ☐ Yes ☐ No
- Comments (Optional) [Paragraph Field]

From the templates above, you can improve based on your company’s needs.

How to Support Grieving Employees

Not only giving compassionate leave, employers also need to support employees in another way during the challenging time of losing a loved one.

Below are some tips to support the employee:

Ease the transition back to work

Develop a “return-to-work” plan that eases employees back into their roles.

This might include reducing workloads or offering flexible hours to help them adjust gradually.

Offer emotional support

In this sensitive and grieving time, try to show empathy by offering some emotional support.

Managers can ask, “How can we support you?” to better understand the employee’s needs and provide reassurance.

Provide resources

Make Employee Assistance Programs (EAPs) available, or guide employees toward grief support groups that can offer professional help and a sense of community.

Create a safe environment

Days after the loved ones are gone, employees might still feel sad.

Make employees feel comfortable expressing their emotions without fear of judgment.

This can be in the form of regular check-ins to monitor the employee's well-being and offer additional support if needed.

Address team dynamics

Discuss workload changes with the team to make certain everyone is on the same page and willing to work together.

This will show a supportive workplace and avoid any feelings of unfairness among colleagues.

Can an Employer Refuse Compassionate Leave?

Although employers can decline compassionate leave if it is not included in the employment contract, this decision could negatively impact employee morale and trust.

Employers can ask for proof, like a death certificate, to validate the request.

If the leave is not granted, employees may opt to use their annual leave or apply for unpaid leave as an alternative.

Common Situations and Exceptions

In a grief situation, employees might experience things that are not expected and need more time.

In this case, employees can discuss additional unpaid leave or the use of their annual leave with their employer.

Employers are encouraged to consider the specific circumstances and provide flexibility when possible.

You also need to remember that Malaysia has various cultural backgrounds and resonates with how each culture sees funeral ceremonies.

It can take multiple days or even require travel for out-of-town ceremonies.

This may require more time off. To handle this, companies can address these situations by offering additional leave or creating tailored leave policies to accommodate cultural and religious practices.

While not legally mandated, offering compassionate leave can strengthen trust, loyalty, and morale within a company.

By understanding and implementing thoughtful policies, employers can create a supportive environment where employees feel valued, even during their most difficult times.

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