What to do if…
you are asked to provide a photo and life summary for a funeral or memorial on a tight deadline

What to do now

1. Ask for the deadline and specification in one message. Contact the funeral director, celebrant, vicar, minister, or service organiser and ask:

   • the exact deadline, including date and time;
   • what the photo and summary are for, such as an order of service, screen photo, slideshow, memorial board, or online tribute page;
   • how to send them, such as email attachment, upload link, or another route;
   • accepted file types and any size or resolution requirements;
   • whether one named person should send the final version to avoid conflicting edits.

2. Choose a photo that will work in several places. Pick one where:

   • the person’s face is clear and well lit;
   • the image is not heavily filtered;
   • there is some space around the head and shoulders for cropping;
   • the photo reflects how people generally recognised them;
   • other people can be cropped out cleanly, if the photo is not a solo picture.

3. Send the clearest version you can.

   • If you have the original digital photo, send that file rather than a screenshot.
   • If you only have a printed photo, scan it if you can. If there is a setting for photo scanning, use the highest practical quality; 600 ppi is commonly used for scanning photographs when available.
   • If you cannot scan it, place the photo flat in bright indirect light, avoid glare, fill the frame, and take several pictures so you can choose the clearest one.
   • If the organiser or printer gives a specific resolution or format, follow that instead.

4. Write a short life summary using a simple structure. Keep it to 5–8 sentences unless they ask for more:

   • full name and any “known as” name the family wants used;
   • birth year and death year only if confirmed;
   • where they were from or where they lived most recently;
   • one or two core roles, such as work, caring, service, faith, volunteering, or community;
   • a few human details, such as what they enjoyed or what people knew them for;
   • close family only if agreed, and without trying to list everyone under pressure.

5. Use a plain draft if words are not coming. You can adapt this:

   • “[Full name], known to many as [name], lived in [place] and was much loved by [family/friends/community]. They will be remembered for [one or two qualities, interests, or roles]. Their family are grateful for the kindness and support shown at this time.”

6. Do one fast accuracy check. Send the draft to one trusted relative or friend and ask only: “Please check names, spellings, dates, and anything we should remove.” This keeps the check focused and avoids rewriting by committee.

7. Send it in a way the organiser can use easily.

   • Attach the photo as its own file.
   • Paste the summary into the email body so it can be copied easily.
   • Add a simple note such as: “Preferred caption: [Full Name]. Please crop the photo as needed.”
   • Ask them to confirm receipt.

8. If the deadline is about to pass, send a minimal version now. A clear photo plus two or three accurate sentences is better than missing the print or screen deadline. Ask whether a later correction can still be used, but do not rely on that being possible.

9. Save exactly what you sent. Keep the photo, the final wording, the recipient, and the time sent in one place so you can resend quickly if the file is lost.