Free Guide to Newspaper Obituary Submission Process

Why Newspapers Still Matter for Obituary Announcements

In an age of social media and digital memorials, you might wonder why newspaper obituaries remain important. The answer is simpler than you'd think: newspapers reach different audiences than online posts do, and they create a permanent public record that lasts beyond algorithm changes or platform shutdowns.

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According to the Pew Research Center, approximately 31% of Americans still read print newspapers regularly, and that number climbs significantly among older demographics. When someone publishes an obituary in a newspaper, it reaches not just the immediate family's social circles, but also distant relatives who may not be connected online, former colleagues who still check the local paper, and community members who might not see a Facebook post or email.

Newspaper obituaries also serve practical functions beyond announcement. They become searchable archives. Libraries, genealogy researchers, and family historians reference newspapers when tracing family histories. A death notice in a newspaper creates a dated, verified public record. Some obituaries include information about survivors, military service, or community involvement that becomes part of the historical record.

Different newspapers serve different purposes too. A large metropolitan paper reaches a broader audience but may charge more and have stricter word limits. A hometown weekly newspaper costs less and feels more personal to the local community. Some families publish obituaries in multiple papers—perhaps the major city paper where the person worked and the small-town paper where they grew up.

Takeaway: Before starting the submission process, think about which newspapers would have reached the person during their life. Where did they work? Where did they grow up? Where did they spend their last years? These are the papers where their obituary will have the most meaning.

Understanding Newspaper Obituary Categories and Formats

Not all newspaper death announcements are the same. Understanding the different formats helps you figure out what you're paying for and what information will be included.

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Most newspapers offer three main categories of death announcements, each with different pricing and editorial involvement:

• Death Notices (Paid Announcements): This is the most common format. Families submit basic information—name, age, date of death, surviving family members, and sometimes a brief biographical detail. These run as paid classified advertisements. The newspaper typically charges by the word or line. A basic death notice might be 50-100 words and cost $75 to $200 depending on the paper's rates. Families write these themselves, and the newspaper prints them largely as submitted (though they may correct obvious errors or style issues). These appear in a specific section of the paper, often grouped with other death notices.
• Obituaries (Staff-Written or Featured): These are longer, more detailed pieces that a newspaper staff member may write or help develop. Some newspapers offer these at a higher cost. A staff-written obituary might run 300-500 words and cost $300 to $800. The newspaper's writer interviews family members or works from information provided to create a more narrative piece that includes the person's accomplishments, personality, and life story. These typically receive more prominent placement and may include a photograph.
• Guest Obituaries or Tributes: Some papers offer a middle ground—a longer paid announcement (150-250 words) that the family writes themselves. These cost between death notices and full staff obituaries, typically $150 to $400.

The format you choose depends on your budget, how much detail you want to share, and what the newspaper offers. Small-town papers might only offer death notices. Large city papers typically offer multiple tiers.

Timing matters too. Most newspapers have different deadlines depending on publication day. A paper that publishes Monday through Friday might accept death notices up until 2 p.m. the day before publication. Sunday papers often need information by Thursday afternoon. Understanding these deadlines helps you plan when to submit.

Takeaway: Call or visit the newspaper's website to learn their specific categories and costs before you write anything. A 10-minute conversation with their obituary department can save you from writing 500 words when they only accept 100-word notices, or from paying for a service level you don't need.

Step-by-Step: Gathering Information Before You Submit

Before you contact a single newspaper, gather all the information you might need. This prep work prevents delays, ensures accuracy, and means you won't have to track down details in the middle of the submission process when emotions are already high.

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Here's what you should collect and organize:

• Basic biographical data: Full name (including middle name and any nicknames or maiden name), date of birth, date of death, age at death, and place of death (city and state, and sometimes the hospital or facility if relevant).
• Family information: Names and relationships of surviving family members (spouse, children, grandchildren, siblings). Some families also note predeceased family members. Decide whether you'll use full names or initials for privacy, and be consistent.
• Employment and education history: Where the person worked, how long they worked there, what they did. If they had a notable career or military service, gather dates and details. Include educational background if it seems important to the life story.
• Community involvement: Memberships in clubs, churches, volunteer organizations, or civic groups. Awards or recognition received. Community service activities. These details matter more in smaller towns where the person was well-known.
• Personal details and hobbies: What the person enjoyed doing, passions they had, causes they cared about. This is what makes an obituary memorable rather than just factual.
• Service information: If there's a funeral service, memorial service, or celebration of life, gather the date, time, location, and whether it's open to the public. Also note if there are any restrictions (family only, by invitation, etc.). Include where flowers or memorial donations should go.
• A photograph: Many newspapers include a photo with obituaries. This needs to be a clear photo of the person's face, typically a recent one or one they particularly liked. Digital photos should be at least 300 dpi if possible. Check the newspaper's photo requirements before you submit—some accept email attachments, others use a portal, and some still want prints delivered to the office.

As you gather this information, write it down in a simple document or note. Don't overthink it—just list facts. You'll organize and refine them when you actually write the submission.

One practical note: if you're working with a funeral home, ask if they have this information already compiled. Many funeral homes collect obituary information during the arrangement process and can provide it to you, sometimes already organized in a format they use for newspaper submissions.

Takeaway: Create a simple one-page reference sheet with all basic facts before you start writing or calling newspapers. This becomes your checklist, prevents information from being accidentally omitted, and helps you answer questions quickly if a newspaper staff member calls you back with questions.

Finding the Right Newspapers and Locating Their Submission Process

The newspaper landscape is fragmented. What worked five years ago might not be current today. Some papers have merged, others have moved online-only, and submission processes vary widely. Here's how to locate the right papers and figure out how each one wants information submitted.

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Start by listing potential newspapers. Consider:

• The newspaper in the town where the person lived most recently
• The hometown newspaper if they moved away years ago
• The newspaper in the town where they worked, if different from where they lived
• A major regional or state paper if the person had notable community standing
• Any ethnic or community-specific newspapers if they were involved in those communities

Once you have a list, finding their obituary submission process typically involves these steps:

Check the website first. Most newspapers now have an online section dedicated to obituaries and death notices. Look for links labeled "Place an Obituary," "Submit a Death Notice," "Obituary Information," or "Death Announcements." This page usually lists the costs, word limits, submission methods, and deadlines. Many large papers now offer online submission portals where