Obituary Pack
Five ready-to-use templates for writing and handling obituaries with accuracy and sensitivity — a pre-written obit skeleton, embargo protocol, family contact email, cause-of-death sensitivity check, and permission-to-name request.
Last reviewed: Next review due:
Note:These are templates — adapt them to your newsroom's house style and each family's wishes. Not legal advice. For sensitive cases, consult your editor and, where appropriate, the Samaritans media guidelines.
Who this pack is for
This pack is for UK journalists and desk staff who prepare obituaries — whether pre-written advance obits for public figures or same-day pieces on the recently deceased. It covers the full workflow: drafting, embargo handling, contacting bereaved families, checking sensitive causes of death, and requesting permission to name relatives.
Templates are built around the IPSO Editors’ Code (Clause 4: intrusion into grief or shock), Samaritans media guidelines on reporting suicide, and standard BBC bereavement practice.
What’s in this pack
Five templates — copy, adapt, and use.
Pre-Written Obit Skeleton
A structured advance-obit template covering career, controversies, personal life, and tributes.
Embargoed Content Protocol
Internal cover sheet controlling access and release conditions for advance obituaries.
Family Contact Email
A sensitive first approach to bereaved family for biographical detail and quotes.
Cause-of-Death Sensitivity Check
Samaritans-aligned checklist for handling suicide, drugs, or other sensitive causes.
Permission-to-Name Request
Explicit consent request before naming surviving family members.
Template 1: Pre-Written Obituary Skeleton
Use this to structure an advance obit for public figures. Keep it under the embargo protocol below until death is confirmed.
PRE-WRITTEN OBITUARY SKELETON SUBJECT: [FULL NAME] (born [DATE OF BIRTH] – died [DATE OF DEATH, if known]) STATUS: DRAFT – NOT FOR PUBLICATION UNTIL CONFIRMED Last updated: [DATE] by [YOUR NAME] 1. HEADLINE (draft, to be finalised on confirmation) [NAME], [ONE-LINE DESCRIPTION OF WHY THEY MATTERED], dies aged [AGE] 2. INTRO PARAGRAPH [NAME], the [PROFESSION/ROLE] best known for [KEY ACHIEVEMENT OR CLAIM TO FAME], has died [aged AGE / following illness — confirm before publication]. [Confirmed by FAMILY / EMPLOYER / STATEMENT on DATE.] 3. CAUSE OF DEATH [State only if confirmed and family has consented to disclosure. If sensitive (e.g. suicide, overdose), follow Samaritans guidance — see sensitivity check template. Default: "No cause of death has been given" or family's preferred wording.] 4. EARLY LIFE Born [DATE] in [PLACE]. [EDUCATION / FAMILY BACKGROUND / EARLY INFLUENCES.] 5. CAREER / ACHIEVEMENTS [CHRONOLOGICAL SUMMARY OF CAREER, KEY MILESTONES, AWARDS, NOTABLE WORKS.] [Include 2-3 direct quotes from previous interviews, verified against original source.] 6. CONTROVERSIES OR CRITICISM (if applicable) [Balanced, factual summary only — no editorialising. Confirm any allegations were reported contemporaneously and accurately.] 7. PERSONAL LIFE [MARRIAGE(S) / PARTNER / CHILDREN — only with family permission, see permission-to-name template. Use "is survived by" formulation.] 8. TRIBUTES [Space for tributes from colleagues, family, public figures — to be added on confirmation. Attribute and verify each one.] 9. FUNERAL / MEMORIAL DETAILS [To be added once confirmed by family — do not speculate or publish before family announcement.] SOURCES ON FILE: [LIST — press cuttings, official biography, previous interviews, Companies House/public record where relevant] FACT-CHECK STATUS: [Verified / Pending] LEGAL READ REQUIRED: [Yes/No — flag if subject was involved in litigation, controversy, or the piece includes claims about living third parties]
Template 2: Embargoed Content Protocol
Attach this cover sheet to every advance obituary file to control access and prevent premature publication.
EMBARGOED CONTENT PROTOCOL — ADVANCE OBITUARY Subject: [FULL NAME] File created: [DATE] Access restricted to: [NAMED STAFF ONLY — list] EMBARGO CONDITION This obituary is EMBARGOED and must not be published, previewed, shared externally, or referenced on social media until ALL of the following are met: [ ] Death has been confirmed by a reliable source (family, official statement, PA Media wire) [ ] Next of kin have been notified (confirm via family contact, agent, or official statement) [ ] Desk editor / duty editor has authorised release STORAGE AND ACCESS [ ] File is stored in the restricted advance-obits folder, not the general CMS drafts area [ ] File is not shared via email or messaging apps outside the newsroom system [ ] No printout or export exists outside the secure system ON CONFIRMATION OF DEATH 1. Editor/reporter confirms death via [SOURCE] at [TIME/DATE] 2. Confirm next-of-kin notification status before release 3. Update cause of death, personal life, and tributes sections 4. Route through legal read if subject had unresolved litigation or contested allegations 5. Publish only after duty editor sign-off: _______________________ Date: ___________ IF EMBARGO IS BROKEN (BY US OR A COMPETITOR) [ ] Escalate immediately to editor [ ] Assess whether facts are independently confirmed before matching competitor coverage [ ] Do not confirm unconfirmed details purely because a rival has published them Reference: IPSO Editors' Code Clause 4 (intrusion into grief or shock); NUJ Code of Conduct.
Template 3: Family Contact Email
A respectful first email to a bereaved family, making clear there is no obligation to respond.
FAMILY CONTACT EMAIL — OBITUARY RESEARCH Subject: [PUBLICATION NAME] – obituary for [NAME], with our condolences Dear [FAMILY MEMBER NAME], Please accept my sincere condolences on the death of [NAME]. I am a journalist at [PUBLICATION], and we would like to publish an obituary marking [his/her/their] life and contribution to [FIELD/COMMUNITY]. I understand this is an extremely difficult time, and there is no obligation to respond. If you are willing, it would help us to: - Confirm biographical details we already hold: [LIST KEY FACTS TO CONFIRM] - Include any details of surviving family you are comfortable naming - Note any cause of death you wish (or do not wish) to be mentioned - Include a short tribute or quote from the family, if you would like to provide one - Confirm funeral or memorial details you would like made public, if any If you would prefer we do not contact you again, or would like to request a correction after publication, please let me know and I will action this immediately. You can reach me directly at [YOUR EMAIL] or [YOUR PHONE]. There is no deadline pressure on your response — we will only publish once we are confident the details are accurate and respectful. With sympathy, [YOUR NAME] [PUBLICATION] | [ROLE]
Template 4: Cause-of-Death Sensitivity Check
Run this checklist before publishing any cause of death that could be sensitive, particularly suicide.
CAUSE-OF-DEATH SENSITIVITY CHECK Subject: [NAME] Reporter: [YOUR NAME] Date: [DATE] STEP 1: IS THE CAUSE OF DEATH SENSITIVE? [ ] Suicide or suspected suicide [ ] Drug or alcohol-related death [ ] Mental illness contributing factor [ ] Death of a child or young person [ ] Death during/following a criminal act [ ] None of the above (standard illness/accident/age) STEP 2: IF SENSITIVE — SAMARITANS MEDIA GUIDELINES CHECK [ ] Avoided explicit method or location detail [ ] Avoided the word "suicide" in headline (unless directly quoting an official finding) [ ] Avoided presenting death as inexplicable, or oversimplifying complex causes [ ] Avoided images of the death scene or method [ ] Included a support helpline signpost (e.g. Samaritans 116 123) if reporting on suicide [ ] Considered the impact on family and vulnerable readers before publishing detail STEP 3: FAMILY PREFERENCE [ ] Family has been asked whether they want cause of death mentioned [ ] Family's stated preference on wording: [RECORD EXACTLY] [ ] If family declined to state cause, we have NOT speculated or inferred one STEP 4: EDITOR SIGN-OFF Reviewed by: _______________________ Date: ___________ Cleared for publication: Yes / No / Pending amendment Sources: Samaritans Media Guidelines for Reporting Suicide (samaritans.org), IPSO Editors' Code Clause 5.
Template 5: Permission-to-Name Request
Send this before naming surviving spouses, children, or other close relatives in the published obituary.
PERMISSION-TO-NAME REQUEST — SURVIVING FAMILY Date: [DATE] To: [FAMILY MEMBER NAME] Re: Obituary for [DECEASED NAME] Dear [FAMILY MEMBER NAME], As part of preparing an obituary for [DECEASED NAME], we would like to include the names of surviving family members as a mark of respect. This is entirely optional, and we will not name anyone without your agreement. Please confirm which of the following you are comfortable with us including: [ ] Spouse/partner's name: [NAME] – include? Yes / No [ ] Children's names: [LIST] – include? Yes / No (please specify if some but not all) [ ] Grandchildren – include names, or just a number? [SPECIFY] [ ] Other close family (siblings, parents) – include? Yes / No [ ] Preferred wording for the "survived by" line: [FAMILY TO SPECIFY OR APPROVE] If any named family members are under 18, or if you would prefer we use initials or omit names entirely for privacy or safety reasons, please tell us and we will follow your wishes. Please reply by [REASONABLE DATE] if possible, though we understand this may not be a priority right now. There is no obligation to respond, and we can publish without these details if you prefer. With sympathy, [YOUR NAME] [PUBLICATION] | [EMAIL] | [PHONE]
Primary sources
- IPSO Editors’ Code of Practice — Clause 4, intrusion into grief or shock
- Samaritans Media Guidelines for Reporting Suicide — language, imagery, and helpline signposting
- BBC Editorial Guidelines: Harm and Offence — bereavement and grief reporting standards
Frequently asked questions
Is it acceptable to write an obituary for someone before they have died?
Yes — pre-written obituaries ("advance obits") are standard practice at UK newsrooms, especially for public figures who are elderly or seriously ill. The BBC, PA Media, and national newspapers maintain advance obit files that are updated periodically. Keep these under strict embargo and clearly marked as unpublished drafts. Never let an advance obit leak or be published before confirmed death and family notification.
How should I handle sensitive causes of death, such as suicide?
Follow the Samaritans media guidelines and IPSO Editors’ Code Clause 5 (intrusion into grief or shock). Avoid explicit detail on method or location, do not use the word "suicide" in headlines where avoidable, and include a support helpline signpost where the story concerns suicide. Always ask whether the family wants cause of death mentioned at all — you are not obliged to include it.
Do I need family permission to name relatives in an obituary?
There is no strict legal requirement, but professional practice and IPSO Clause 4 (intrusion into grief) strongly favour seeking permission before naming surviving family members, particularly children or vulnerable relatives. Use the permission-to-name template in this pack to request explicit consent and give the family a chance to correct factual detail.
What is an embargo and how do I make sure it holds for a pre-written obituary?
An embargo is an agreement not to publish information until a specified time or event — typically confirmed death and next-of-kin notification. State the embargo condition explicitly in your internal file (e.g. "EMBARGOED until family confirms and notifies next of kin"), limit access to named staff, and never share the draft outside the newsroom CMS. The embargo protocol template in this pack gives you a standard internal cover sheet.
What should I do if I cannot reach the family before a deadline?
Where possible, delay publication until you have made reasonable attempts to contact the family, particularly for cause of death or personal details. If a competitor is about to publish, you may proceed with verified public facts only, omitting anything unconfirmed or sensitive, and note internally that family contact is still pending. Follow up with the family contact email template as soon as possible.