The Obituary Format Guide: Structure, Length, and What to Include

A standard obituary follows a five-part format: an opening statement, a life story, a survivors list, service details, and a closing. Newspaper obituaries typically run 150–300 words; online obituaries have no firm limit and often run 400–800 words or more.

This guide walks through every section of the standard obituary format with specific examples for each element, length guidance for different publication types, and a complete checklist of what to include. It also covers a distinction that many families miss: the difference between a death notice and a full obituary — which affects which format you actually need to write.

If you would rather start from a structured template, our free obituary templates include fill-in formats for newspaper, online, and funeral program use. And if you are looking for real examples to draw inspiration from, see our collection of 30 fully written obituary examples.

Death Notice vs. Obituary: Which Do You Need?

One of the most common points of confusion for families is the difference between a death notice and an obituary. Most funeral homes and newspapers treat these as interchangeable, but they are distinct documents with different purposes, different formats, and different costs.

A death notice is a brief, factual announcement — typically 50–100 words — that confirms a person has died and provides the essential details: name, age, date of death, and service information. Death notices are usually placed by the family in the classified section of a newspaper. You pay per word or per line, which is why they are kept short. A death notice does not tell the person's life story.

A full obituary is a tribute piece — typically 200–800 words depending on the publication — that includes the life story, personality, relationships, and legacy of the person who died. Many newspapers publish obituaries in a dedicated section, sometimes at no charge for a basic version, with fees for longer pieces or photos.

In our experience helping families through memorial planning, one thing that consistently surprises people is that they may need both: a death notice placed immediately to inform the community of the passing, and a full obituary published two to four days later once the life story has been written thoughtfully. Rushing the obituary often results in regret — important details are left out, or the tone doesn't reflect the person.

• Death notice: 50–100 words, factual, placed quickly, paid per word/line
• Brief obituary: 150–300 words, standard newspaper format, includes basic biography
• Full obituary: 400–800 words, narrative life story, common online and in funeral programs
• Extended tribute: 800+ words, suitable for online memorials, no space constraints

How Long Should an Obituary Be?

Obituary length is determined by where it will be published, not by how much the person deserves to be honored. Every life deserves a complete tribute — but different formats have different practical constraints.

Newspaper Print Obituary

Most daily newspapers charge by the word or by the line for obituaries. Rates vary widely, but the National Funeral Directors Association notes that the average cost of a newspaper obituary runs between $200 and $500 for a standard announcement. This is why most newspaper obituaries are kept to 150–300 words: families balance the desire for a full tribute against the cost of extra words.

Some newspapers offer a free basic death notice (typically under 50 words) with the option to upgrade to a paid obituary. Check directly with the newspaper's obituary desk — their submission guidelines will specify word limits, photo requirements, and deadlines (usually 24–48 hours before publication).

Funeral Home Website Obituary

Funeral home websites almost always publish the full obituary at no charge, with no word limit. These obituaries are typically 300–600 words and include a photo. Funeral directors generally recommend writing the funeral home obituary first — it becomes the canonical version that the family can reference, share, and submit to newspapers in abbreviated form.

Online Memorial Page

An online memorial page — either through the funeral home or on a dedicated platform — has no length constraints whatsoever. Online tributes can run 800 to 2,000 words and include multiple photos, video tributes, and guestbook entries from friends and family. These extended tributes are increasingly common because they preserve the full life story in a way that a newspaper column never could. For families who want a permanent, searchable memorial, pairing a printed obituary with an online memorial page is what bereavement professionals increasingly recommend.

Funeral Program Obituary

Funeral programs typically use a condensed version of the obituary — 200–400 words — alongside photos, a service order, and tributes. This version is read by attendees and kept as a keepsake, so the tone should be warm and personal rather than purely factual. Many families write the full obituary first, then condense it for the program.

Writing the Opening Line: The Most Important Sentence

The opening line of an obituary is the sentence most people will read — and often the only one. It sets tone, establishes voice, and determines whether the reader continues. Funeral directors and grief counselors generally agree that the opening line deserves more care than any other part of the obituary.

There are three main approaches to the opening line, each suited to a different tone:

The Factual Opening (Most Common)

State the name, age, location, and date of death directly. This is the standard newspaper format and works well when clarity and dignity are the priority.

Example: "Robert James Caldwell, 74, of Columbus, Ohio, died on March 4, 2026, after a brief illness. He was a retired engineer, a devoted grandfather, and a man who never missed a Cleveland Browns game."

The Character-First Opening

Lead with who they were rather than the fact of their death. This approach is more personal and works well for tributes where the life story is the emphasis.

Example: "For 52 years, Patricia Ellison ran the best pie counter in Henderson County. She passed away on February 28, 2026, at age 81 — but the pies she taught her daughters to bake will continue well past any printed memorial."

The Legacy Opening

Open by naming what the person leaves behind — a value, a relationship, a mark on the community. This works particularly well for younger deaths or for people whose impact was their defining characteristic.

Example: "The students of Riverside Middle School will feel the absence of Daniel Okonkwo, 49, who spent 22 years as their principal, their advocate, and the first person to call them by name on their first day of school. He passed away on March 1, 2026."

One practical note: funeral directors typically advise writing the opening line last. Write the life story and survivors sections first. By the time you return to the opening, you will know what truly mattered about this person — and the right words will come more naturally.

Writing the Life Story Section

The life story is the heart of the obituary — the section that transforms a death announcement into a tribute. This is where you move beyond dates and titles to capture who the person actually was.

Bereavement researchers consistently find that families feel the most satisfaction with obituaries that include specific, concrete details rather than generic praise. "He was kind" tells readers very little. "He drove his neighbor to chemotherapy every Thursday for three years, refused to be thanked, and always brought coffee" tells them everything.

What to Cover in the Life Story

• Early life: birthplace, parents' names, childhood city or town, siblings if relevant to the story
• Education: schools attended, degrees, vocational training, military service
• Career: profession, employer, years of service, notable accomplishments — but keep it brief unless work was central to their identity
• Family life: marriage, children, grandchildren, family traditions that defined them
• Faith and community: religious affiliation, church or congregation, volunteer work, community roles
• Hobbies and passions: what they loved to do in their free time, collections, sports, crafts, travel
• Defining qualities: one or two characteristics that everyone who knew them would recognize immediately

A common mistake is writing the life story as a resume — a list of dates and titles with no personality. The people attending the service or reading the obituary online already know the deceased. They want to feel that the obituary sees their person. A line like "She read three books a week until the week she died" does more than a paragraph of career history.

For step-by-step guidance on writing this section with examples for different relationships, see our full guide on how to write an obituary.

The Survivors Section: Standard Order and Phrasing

The survivors section lists the people the deceased leaves behind. It follows a conventional order that most newspapers and funeral homes observe — deviating from it can inadvertently imply a slight toward a family member who notices their name in the wrong position.

Standard Survivors Order

• Spouse or partner — listed first, by name (e.g., "his wife of 41 years, Catherine")
• Children — listed oldest to youngest, each with spouse if applicable (e.g., "their daughter, Sarah Baxter, and her husband, Tom")
• Grandchildren — can be listed by name or as a count ("eight grandchildren") depending on space
• Great-grandchildren — same approach as grandchildren
• Siblings — by name, oldest to youngest
• Parents — if living, listed last among survivors

The phrase "preceded in death by" acknowledges loved ones who died before the deceased. Standard phrasing: "She was preceded in death by her husband, Gerald; her parents, Frank and Helen Morse; and her brother, William." This section honors those who are gone while giving survivors context about the family tree.

Service Details: Be Specific and Accurate

The service details section is the most practically important part of the obituary for most readers. It should include: the date, time, and complete address of the visitation (if any); the date, time, and address of the funeral or memorial service; the name of the officiant or celebrant; the interment or inurnment location; and a livestream link if the service will be broadcast.

Funeral directors generally advise reviewing this section with a second person before publication. A wrong time or wrong address can prevent mourners from attending — and corrections rarely reach everyone who has already seen the obituary.

Online Obituaries vs Print Obituaries: Different Format Rules

Most guides treat obituary format as a single standard — but the format rules for a print newspaper obituary and an online obituary are meaningfully different. Writing for the wrong medium is one of the most common formatting mistakes families make.

Print Obituary Format Rules

• Word count: 150–300 words maximum (cost-driven)
• Structure: dense paragraphs, minimal subheadings, factual tone
• Photos: single headshot, usually black and white
• Submission: 24–48 hours before publication, specific deadlines by edition
• Corrections: very difficult once published — accuracy is critical before submission
• Tone: formal to semi-formal; avoid casual language or slang

Online Obituary Format Rules

• Word count: no limit — 400–800 words typical, 2,000+ possible for extended tributes
• Structure: subheadings, paragraphs, and lists all work well for readability
• Photos: multiple photos welcome — childhood, career, family, recent
• Updates: can be edited after publication — service details can be corrected or added
• Interactivity: guestbook entries, condolences, and tributes can be added by visitors
• Permanence: online obituaries stay searchable and shareable indefinitely

One approach that bereavement professionals increasingly recommend: write the full online version first (400–600 words, full life story), then condense it for the newspaper (150–300 words, essential facts only). You lose nothing by writing the longer version — and families often find it therapeutic to tell the complete story, even if only part of it appears in print.

For families who want their loved one's story to remain accessible and searchable beyond the brief window of a newspaper or funeral home website, a free online obituary maker can help create a permanent tribute. Some families also use platforms that allow friends and family to add memories over time — something print can never do.

Obituary Format Examples: Short, Standard, and Extended

The best way to understand obituary format is to see it applied. The following three examples show the same person honored at three different lengths — the kind of progression you might use when writing for newspaper, funeral home website, and online memorial simultaneously.

Short Format (150 words — newspaper print)

Dorothy Louise Prentiss, 82, of Galveston, Texas, passed away on March 6, 2026. Born May 3, 1943, she worked for 30 years as a registered nurse at UTMB Galveston and was a founding member of St. Michael's Community Garden. She is survived by her husband, Earl Prentiss; her children, Linda Prentiss-Webb and Daniel Prentiss; five grandchildren; and her sister, Marion Alcott. A visitation will be held Friday, March 13, from 5 to 7 p.m. at Galveston Funeral Home, followed by a memorial service Saturday, March 14, at 10 a.m. at St. Michael's Episcopal Church. In lieu of flowers, the family requests donations to the UTMB Nursing School Scholarship Fund.

Standard Format (350 words — funeral home website)

Dorothy Louise Prentiss, 82, of Galveston, Texas, passed away peacefully on March 6, 2026, at her home, surrounded by her family.

Born on May 3, 1943, in Beaumont, Texas, Dorothy was the second of four children raised by Arthur and Vera Hebert. She graduated from Lamar University with a degree in nursing in 1965 and spent the next 30 years at UTMB Galveston as a registered nurse in the pediatric unit. Her colleagues remembered her for the handmade quilts she brought to long-stay patients and the genuine warmth she extended to families in waiting rooms.

After retirement, Dorothy channeled her energy into the St. Michael's Community Garden, which she co-founded in 2001 and tended until the week she died. She was a devoted member of St. Michael's Episcopal Church, a voracious reader, and a formidable opponent at Scrabble.

She is survived by her husband of 57 years, Earl Prentiss; her daughter, Linda Prentiss-Webb (David), of Austin; her son, Daniel Prentiss (Maria), of Houston; five grandchildren; and her sister, Marion Alcott of Beaumont. She was preceded in death by her parents and her brother, Louis Hebert.

A visitation will be held Friday, March 13, from 5 to 7 p.m. at Galveston Funeral Home, 1421 Broadway, Galveston. A memorial service will be held Saturday, March 14, at 10 a.m. at St. Michael's Episcopal Church, 1901 Broadway. In lieu of flowers, the family requests donations to the UTMB Nursing School Scholarship Fund (utmb.edu/giving).

For more examples at different lengths and for different relationships, see our guide to writing obituaries for mothers, fathers, and more.

Common Obituary Formatting Mistakes to Avoid

In our experience helping families through memorial planning, certain formatting errors appear again and again — and most of them are easy to avoid once you know what to watch for.

• Wrong date or wrong time for services. The most consequential error. Have a second person verify all dates, times, and addresses before submission.
• Omitting a survivor. Families are sometimes large and complicated. Create a complete list before writing — do not draft from memory.
• Misspelling a name. Especially maiden names, hyphenated names, and names from other cultural traditions. Confirm spellings in writing with the family.
• Listing survivors in the wrong order. The conventional order (spouse, children, grandchildren, siblings, parents) exists for a reason. Follow it unless the family specifically requests otherwise.
• Generic praise without specific detail. Phrases like 'wonderful mother' and 'beloved husband' are true but invisible. Replace them with one specific memory or quality.
• Confusing a death notice with an obituary. Submitting a 400-word tribute to a newspaper's death notice line — or vice versa — causes delays and frustration. Confirm with the publication what format they expect.
• Forgetting the donation information. If the family has designated a memorial fund, the obituary is the primary way mourners learn about it. Include the full charity name and website.