Free Guide to Newspaper Obituary Submission Process

Understanding the Newspaper Obituary Process

An obituary is a published notice in a newspaper announcing someone's death. It typically includes the person's name, age, date of death, and a brief biography highlighting their life accomplishments, family relationships, and funeral arrangements. Newspapers have been publishing obituaries for centuries, and they serve as both a formal announcement and a historical record.

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Most daily newspapers maintain obituary sections, and some publications dedicate significant space to these notices. The New York Times, for example, publishes approximately 30 to 50 obituaries daily, while regional newspapers may publish fewer depending on circulation size and community needs. Some smaller publications may publish 5 to 15 obituaries weekly.

The obituary submission process varies considerably between newspapers. Some publications have dedicated staff members who write obituaries, while others rely primarily on submissions from funeral homes or family members. Understanding how your specific newspaper handles submissions is the first step in the process.

Newspapers typically charge fees for obituary publication, though the amount varies widely. Standard obituaries in large metropolitan papers may cost $200 to $800, while regional newspapers might charge $100 to $400. Publications sometimes offer different pricing tiers based on length, photograph inclusion, or special formatting options.

It's important to note that newspapers maintain editorial standards for obituary content. They may edit submissions for length, clarity, or style consistency. Some publications have house style guidelines that affect how names, dates, and other information appear in print.

Practical Takeaway: Before submitting an obituary to any newspaper, contact the publication directly to learn their specific submission requirements, pricing structure, and deadlines. This information is usually available on the newspaper's website or by calling their main office.

How to Identify Your Local Newspaper's Obituary Contact Information

Finding the correct contact information for your newspaper's obituary department requires a few straightforward steps. Most newspapers list this information prominently on their websites because they receive many obituary submissions regularly.

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Start by visiting the newspaper's main website. Look for sections labeled "Obituaries," "Contact Us," or "Place a Notice." Many publications have a dedicated page for obituary submissions that includes phone numbers, email addresses, and mailing addresses. For example, major newspapers like the Chicago Tribune, Los Angeles Times, and Boston Globe all feature obituary submission information on their homepages.

If you cannot find the information online, call the newspaper's main phone number and ask for the obituary or classified advertising department. Staff members in these departments handle death notices and obituary submissions daily and can provide you with specific instructions.

For smaller community newspapers, you may need to contact the editor's office directly. Rural and regional publications often have smaller staffs, and one person may handle multiple departments. Calling the main office and asking to speak with someone about obituary submissions typically connects you with the right person.

Some newspapers use third-party services to manage obituary submissions. If this is the case, the newspaper's website will direct you to that service's platform. Legacy.com and other obituary management services handle submissions for hundreds of newspapers across the United States. When you visit these platforms, you can search for your specific newspaper and access their submission forms directly.

Keep in mind that newspaper contact information can change. Always verify phone numbers and email addresses by checking the official website rather than relying on outdated contact lists. This reduces the risk of your submission reaching the wrong department or being lost.

Practical Takeaway: Create a document with the contact information for newspapers you may need to contact, including the obituary department phone number, email address, mailing address, and submission deadline. Having this information prepared in advance makes the submission process less stressful during a difficult time.

Information You'll Need to Prepare for Submission

Preparing comprehensive information before contacting the newspaper streamlines the submission process. Newspapers request standard biographical details that create a complete picture of the deceased person's life. Gathering this information beforehand ensures you have everything needed and prevents delays.

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Basic biographical information forms the foundation of any obituary. This includes the full legal name of the deceased, including any nicknames or alternate names they used professionally. You'll also need the date of birth, date of death, age at death, and place of death (such as a hospital, home, or nursing facility). Some publications also request the city where the person lived and their length of residence there.

Family information is typically required or desired by newspapers. Prepare a list of surviving family members, including a spouse, children, and grandchildren. Information about preceding family members (those who died before the deceased) is also often included. Some obituaries list siblings, and many include information about great-grandchildren or godchildren. Funeral homes often request this information in specific formats, so organizing it clearly beforehand helps.

Educational and professional background details should be documented. This includes colleges or universities attended, degrees earned, and career positions held throughout the person's working life. If the deceased changed careers or had a long professional history, creating a timeline can help you present this information clearly. Information about military service, including branch, rank, and years of service, is commonly included in obituaries.

Hobbies, interests, and community involvement provide personality and context to an obituary. Newspapers often appreciate information about volunteer work, club memberships, religious affiliations, and activities the person enjoyed. This information helps readers understand what made the person's life meaningful beyond their professional accomplishments.

Funeral service details and burial information are typically included. Prepare the date and time of any visitation, funeral service, or memorial service, along with the location. If burial or cremation information will be public, have those details ready. Some obituaries include information about where donations can be made in the person's memory, such as specific charities or organizations.

A photograph is often included with obituaries, particularly in larger publications. Have a quality photograph available that shows the deceased clearly. Many newspapers request a high-resolution digital image, typically in JPG or PNG format. Black-and-white or color photographs both work, though clear, recent images produce the best results when printed.

Practical Takeaway: Create a checklist containing all the information categories mentioned above and gather these details from family members, documents, or records before submitting. Having everything organized makes the submission process more straightforward and reduces the chance of missing important details.

Writing and Formatting Your Obituary Submission

The way you write and format your obituary submission affects how the newspaper receives and processes it. Understanding general obituary structure and the newspaper's specific requirements ensures your submission meets their standards.

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Most obituaries follow a consistent structure that newspapers prefer. They typically begin with the deceased person's full name, age, and date of death in the opening sentence. The second sentence often includes the place of death and a brief statement about what the person was known for or how they will be remembered. This opening gives readers immediate context and important facts.

The body of the obituary typically expands on the person's life story. This section includes biographical information presented chronologically or thematically. Many obituaries mention where the person was born and grew up, their education, and their career. Information about major accomplishments, awards, or recognition may be included. Personal characteristics and values that defined the person often appear here as well.

The middle or later sections of an obituary typically present family information. This includes the surviving spouse (if applicable), children with their names and locations, and grandchildren. Some obituaries list all grandchildren by name, while others simply state the number. Information about preceding family members is usually presented in a separate sentence or paragraph.

The closing section typically includes information about funeral services, memorial services, or celebrations of life. This section specifies dates, times, and locations of these events. It often includes information about where memorial donations can be directed and any other relevant final wishes the family wants made public.

Regarding length, contact the newspaper for their preferred word count. Some publications limit obituaries to 200 words, while others allow 400 to 600 words or more. Paid obituaries sometimes have different length allowances than basic death notices. Understanding these limits helps you write appropriately and avoid excessive editing by the newspaper.

Formatting should be simple and clear. Use standard fonts and avoid excessive capitalization, bold, or italics unless the newspaper specifically requests these elements. Double-space your submission if sending it as a document, as this makes it easier for editors to work with. Number any list items clearly, such as children's names, and use consistent punctuation throughout.