How to Submit an Obituary to a Newspaper: Deadlines, Costs, and Formatting

Start by Calling the Newspaper

Don't email a finished obituary and hope for the best. Call the newspaper's obituary or classified advertising department first and ask four specific questions:

1. What is their pricing model? Papers may charge per line, per word, or per column inch. Research estimates major metro obituaries at $400–$2,000 or more and regional or local papers at $100–$500. Ask for the paper's current price and a quote for your draft.
2. What is the submission deadline? Print cutoffs vary by paper and market. Ask for the deadline for the issue you want; missing it may mean waiting for a later issue.
3. What verification do they require? Reputable newspapers require proof of death before publishing. This means either a copy of the death certificate or the name and phone number of the handling funeral home so they can verify independently.
4. What are the photo specifications? Ask which file format and resolution the paper accepts, whether it prints in color, and what the photo fee is. Research reports photo fees of $100–$250 in major cities.

Formatting to Control Costs

Newspaper obituaries are advertising, priced by space consumed. Every unnecessary line costs money. Here's how to keep the text tight without cutting substance.

Cut the survivor list strategically. Instead of naming every grandchild individually, use summary phrasing: "survived by her three children, seven grandchildren, and two great-grandchildren." This can eliminate 5–10 lines in a large family.

Use the print-plus-online strategy. Publish a condensed death notice in the newspaper — name, age, city, date of death, and service details — then add a single line directing readers to a free or low-cost online memorial for the full life story, photos, and guest book. This can reduce print costs while still reaching the local readership.

Avoid Sunday and holiday publication. Sunday editions carry a 20–50% surcharge due to higher readership. If the funeral schedule allows, submit for a weekday edition.

The Submission Process

Ask the newspaper which submission route it accepts and what it needs for verification and payment. Some papers take submissions through a funeral home, directly from the family, or through an online portal.

• Funeral home submission — ask whether your funeral director can submit the text and handle verification. Confirm the quoted newspaper rate and any additional fee.
• Direct submission by family — ask the obituary desk how to send the text, any photo, and proof of death. Confirm whether the paper formats the copy and provides a proof for approval.
• Online submission portal — if the paper provides a portal, follow its instructions for uploading the text and photo, paying, and reviewing a proof.

After you submit, request a written proof before publication. Read every name, date, and service location against your original source documents. Ask how the paper handles corrections after approval and whether they incur a separate charge.

What Happens After Publication

Ask whether the paper's website or an online portal will host the obituary and whether syndication is included. Some newspapers distribute obituaries through portals such as Legacy.com; timing and search-engine indexing can vary.

Save at least two physical copies of the newspaper edition. Some families order extra copies through the paper's circulation department — these are useful for scrapbooks, estate records, and family members who live out of state.

The How to Write an Obituary toolkit includes a newspaper submission checklist and a line-count calculator that helps you estimate your print cost before you pick up the phone.