Submitting an obituary to a newspaper involves preparing accurate information, choosing where it should appear, and following that outlet’s submission process.
A few checks before you send it can prevent delays and help ensure the notice reflects the family’s wishes.
Decide what kind of notice to submit
Newspapers may offer paid death notices, longer obituaries, or editorially written stories.
A death notice is usually brief and supplied by the family or funeral home.
A full obituary may include more biographical detail, and some newspapers publish those only when an editor approves them.
Policies and names for these formats vary, so check the newspaper’s website or contact its obituary desk.
Also decide whether the notice should appear in print, online, or both.
Some outlets publish online notices separately from their print editions.
Ask how long an online notice will remain available and whether the family can make corrections after publication.
Choose the newspaper and check its requirements
Consider newspapers serving the person’s community, place of residence, or another area with meaningful family connections.
If the person lived in more than one place, the family may choose to submit notices to multiple publications.
Each outlet handles its own submissions, deadlines, formatting, and rates.
Before drafting, look for the paper’s obituary or classified-advertising page.
Confirm:
- Whether submissions are accepted from family members, funeral homes, or both
- The submission method, such as an online form, email, or phone call
- Word or character limits and required fields
- Print edition deadlines and expected publication dates
- Photo specifications and whether captions are allowed
- How the newspaper handles edits, proofs, payment, and corrections
If the instructions are unclear, call the newspaper and ask for the obituary desk or classified department.
Do not assume that one paper’s process applies to another.
Gather the information before writing
Collect details from a trusted family member and verify names, dates, places, and relationships.
Useful information may include the person’s full name, age, date and place of death, residence, close family members, education, work, service, community involvement, and interests.
Include only details the family is comfortable sharing publicly.
Confirm spelling and preferred names with relatives.
Check dates against reliable family records or documents, and make sure the wording distinguishes surviving relatives from those who died earlier.
If a funeral home is helping, ask which facts it can verify and what information the newspaper will still need from the family.
Write a clear, respectful obituary
Start with the person’s name and essential details, then add a concise account of their life.
A simple structure helps readers follow the notice:
- State the person’s name and key identifying details.
- Share a few meaningful facts about their life, work, relationships, or community.
- Name immediate family members, if the family wishes to include them.
- Provide service or memorial information, or explain how to obtain details.
- Add a charitable donation preference or other requested information, if applicable.
Use plain language and specific details rather than broad praise.
A short description of a favorite activity or a role in the community can make the notice personal without making it lengthy.
Keep the tone aligned with the family’s preferences, and avoid including private information that could create unwanted attention.
Newspapers may edit for length, style, or clarity.
If a specific phrase or detail must remain unchanged, ask whether the outlet can accommodate that request before submitting.
Submit the obituary and any photo
Follow the newspaper’s stated process and provide all required information in one submission when possible.
If using an online form, save a copy of the text before sending it.
For email submissions, include a clear subject line and a reliable contact number so staff can reach the designated family representative.
If including a photograph, choose an image the family has permission to share.
Follow the newspaper’s file type, size, and resolution instructions.
Ask whether it accepts color or black-and-white images and whether the photo will appear in print, online, or both.
Provide a caption only if requested, and verify every name in it.
Some families ask a funeral home to submit the obituary on their behalf.
Confirm who is responsible for checking the proof, responding to questions, and approving any charges.
If a family member submits directly, name one person to coordinate communication and keep relatives informed.
Review the proof, deadline, and charges
Before publication, review any proof carefully.
Check names, dates, punctuation, contact details, service time and location, and the photo.
Read the entire notice aloud or ask another person to compare it with the approved draft.
Report corrections promptly and request confirmation that they were received.
Ask the newspaper when edits must be submitted and when the notice is scheduled to appear.
Publication dates can depend on edition deadlines, weekends, holidays, and the outlet’s review process.
If service information may change, ask how updates are handled after the initial submission.
Newspapers set their own rates, and charges can depend on factors such as length, placement, photo use, or print and online options.
Request the total cost and payment terms directly from the publication before approving the notice.
Keep the confirmation or receipt with the final text.
Common submission problems to avoid
Missing deadlines, incomplete contact information, and unverified details can delay publication.
Allow time for the newspaper to review the submission, especially if a particular print date matters.
Avoid sending multiple conflicting drafts; identify which version is final and who may approve changes.
Do not rely on an old submission form or assume an obituary will appear automatically after it is sent.
Confirm that the newspaper received it, that the required steps are complete, and that the publication date is understood.
If the outlet cannot meet the requested timing, ask about available alternatives, such as online publication.
When the newspaper asks for revisions
An editor may request clarification, shorten the copy, or ask for supporting information.
Respond through the newspaper’s official contact channel and provide only what is needed.
If the requested change affects the family’s meaning or privacy preferences, discuss it with the designated representative before approving the revision.
Once published, save a copy or link for family records.
If you spot an error, contact the newspaper as soon as possible and explain the exact correction.
The outlet can tell you whether it can update the online notice, issue a correction, or make a change in a later edition.