Askari Institute of Technology Rawat

STANDARD OPERATING PROCEDURE

Death of Employee/Near Relative Policy

General.
1. Death of an employee or their near relatives (Parents, Brother, Sister,
Spouse, Children) can take place at any time. In this time of grief and sorrow,
one needs moral support. In the event of employee/ near relative death
following procedure to be adopted:-
Death of an Employee
2. Concerned family to inform Principal/Adm Offr/ HQ Wing/respective institution
immediately.
3. Adm Offr will inform GM AIT with following details:-
a. Name of employee including his designation.
b. Department of the employee.
c. Time of death and probable cause of death.
d. Present / permanent Address.
e. Likely place and time of Namaz-e-Janaza/ Qul.

i. If the dead body is to be buried in Rawalpindi or

surrounding areas (up to radius of 25 km), then Adm
supervisor will be detailed to coordinate various activities.
If office work permits then a vehicle will be arranged for
Namaz – e – Janaza or Qul for employees.
ii. If dead body is to be taken to their ancestral place from
Rawalpindi then Adm Supervisor to assist the family in
various activities.
iii. The family of employee will be given an amount of Rs.
5000/- immediately by Adm Supervisor out of petty cash
to meet the urgent needs of the family as a distress grant.
Necessary sanction will be obtained on next working day.
iv. Adm Supervisor is allowed to spend an amount of Rs.
5,000/- which can later be recovered from the individuals
final settlement.
v. Coord officer will issue a letter / Circular for Namaz – e –
Janaza and Qul to inform all departments and projects.
Specimen letters are attached.
 vi. A letter of condolence will be sent to the brevied family
(signed by the Director AIT Rawat).
vii. All possible efforts will be made to provide relief to the
brevied family.
Death of Near Relative.
4. (Parents, Real Brothers/ Sisters, Spouse, Children).
a. Concerned emp to inform Principal/Adm Offr.
b. Adm Offr to inform GM AIT with details as given in para 6.1.1 (ii).
c. Adm Supervisor will be detailed to coordinate various activities.
d. If possible (with in 25 Km radius) then a vehicle will be assigned
so that some representation is made in Namaz – e – Janaza or
Qul.
e. The employee will be given an amount of Rs. 5,000/- as distress
grant to meet immediate expenses out of petty cash held with
Adm Supervisor. Necessary sanction will be obtained on next
working day.
f. Adm Br will issue a letter / Circular for Namaz – e – Janaza and
Qul to inform all departments and projects. Specimen letters are
attached.
g. A letter of condolence will be sent to the brevied family (signed by
the GM AIT Rawat).
h. All possible efforts will be made to provide relief to the brevied
family.

Namaz e Janaza at AIT Rawat

5. Incase of death of any employee at AIT Rawat or in adjacent area, Namaz e
Janaza will be offered first at AIT Rawat.
6. Taboot will be prepared by the AIT Rawat/AIT may keep 3-4 Taboot boxes
ever ready in store to meet any emergency.
7. Namaz e Janaza and Kafan will be arranged by the AIT Rawat.
8 For shifting of dead body, the ambulance will be arranged by the AIT and all
adm & financial arrangements will be made by AIT.
 ADM BRANCH

9. Sub: Death of Employee

1. It is intimated with grief that Mr/Msd (Name & Appointment) expired in

(Hospital, Home etc) on (Date). Dead body of the deceased will be buried in
(Location). Necessary details are as under:-
a. Name of Next of Kin __________________________________
b. Home address ___________________________________________
c. Telephone No of near Relative ___________________________
d. Namaz –e- Jananza will be offered in (Location) at (time) on (date).
e. Qul will be held in (Location) at (time) on (date).
2. All employees are requested to attend Namaz-e-Janaza/Qul of the deceased
employee please.
3. For information please.

(Note: - This is just a sample letter and must be amended as per requirement).

ADM BRANCH

10. Subj: Death of Employee Near Relative

1. It is intimated with grief that (Father, Mother, etc) of Mr/Msd (Name &
Appointment) expired in (Hospital, Home etc) on (Date) . Dead body of the deceased
will be burried in(Location). Necessary details address and telephone number for
condolence are as under:-
a. Home address ___________________________________
b. Telephone Number:- _______________________________
Mobile__________________
Office __________________
c. Namaz –e- Jananza will offered in (Location) at (time) on (date).
d. Qul will be held in __________at ____________ (time) __________ on
(date) ___________
2. All employees are requested to attend the namaz-e-janaza/Qul please.
3. Mr/ Msd will be available in the office on (date).

(Note: - This is just a sample letter and must be amended as per requirement).