Working With the Virginian Pilot's Obituary Submission Process
The Virginian-Pilot runs one of the larger obituary sections in the Southeast, and getting something published there requires understanding both the editorial side and the technical side. Most families submit through their funeral director, but if you are handling it yourself, there are a few things that will either save you an afternoon or cost you one. I spent several years managing obituary and memorial content for a regional publication, so I have dealt with the deadlines, the formatting quirks, and the unusual edge cases that come up when you are trying to honor someone properly under time pressure. This is how the process actually works.
Submitting an Obituary to the Virginian Pilot
The primary route is through the newspaper's official obituary submission portal or by contacting the newspaper directly. As of my last check, the Virginian Pilot accepts submissions through Gannett's centralized obituary platform, which feeds into their print and digital editions. You can also email obituaries directly to the news desk, though response times vary. The basic requirements are straightforward. You need the full name of the deceased, date of death, a brief biographical sketch, surviving family members, service information, and a preferred donation or memorial contribution if applicable. Photos are accepted but they need to meet specific resolution and format standards. I usually recommend starting with a high-resolution JPEG or PNG, at least 1200 pixels wide, saved with minimal compression. Phones tend to oversmooth portraits, so if you have a slightly older digital photo from a camera, it often looks better in print than the latest phone snapshot. The submission process typically takes between 15 and 30 minutes for a first draft, assuming you have the information ready. If you are gathering details as you go, factor in another hour or two for phone calls to family members and verification of dates and relationships. Getting the facts right on the first attempt matters because revisions after publication are not always possible, especially in print.
What Makes Virginian Pilot Obituaries Honoring Norfolks Legacy Through Compassionate Memorials Distinct
What stands out about the Virginian Pilot's obituary section is the emphasis on local legacy and community context. Norfolk has a long maritime and military history, and a significant number of obituaries reference service connections, institutional affiliations, and multi-generational ties to the area. This is not a coincidence. The editorial team clearly curates these notices with an awareness of regional significance, and they tend to give more space and attention to longer-form tributes that reflect that depth. When you are writing for this publication, including specific institutional or civic connections matters more than it might in other markets. Mentioning years of service, notable positions held within Norfolk organizations, community contributions, and family roots going back several generations will resonate with the readership and often influences how the piece is edited and positioned within the section. One thing that surprises people is that the newspaper does not treat all obituaries equally in terms of length and placement. There is a tiered structure based on length, accompanying photography, and whether the piece is placed through a funeral home partnership or submitted independently. Longer tributes with multiple photos tend to receive more prominent placement in both print and online. This is worth considering if the family wants the notice to reach a wider audience within the community.
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Common Pitfalls That Slow Down Publication
The most frequent problem I see is incomplete or unverified information. Missing dates, incorrect spellings of surviving family names, and incorrect service locations are the usual suspects. The editorial staff will try to work around these, but each correction request adds time. In one instance, a family submitted an obituary with the wrong date of death for the deceased's mother, listed as a survivor. By the time we caught it, the print edition had already gone to layout, and the correction could only appear in the following day's online update. The family was understandably frustrated, and there was nothing we could do to fix the printed version. Another common issue is photo submission. People routinely attach images that are too small, have watermarks, or are embedded in Word documents rather than sent as standalone files. The newspaper requires proper licensing and rights for any photo used, so make sure you have permission to publish the image. If it is a family photo, that is generally fine, but if it is from a news source or a third party, you will need written authorization. The submission deadline is another practical concern. For same-week print placement, the Virginian Pilot typically requires submissions at least three to four business days before the desired publication date. Digital placements can sometimes be turned around faster, but there is no guarantee. If the death occurs on a Friday and the family wants something in the Saturday or Sunday edition, the window is very tight. It is better to submit as early as possible and let the editorial team confirm the placement date rather than assuming it will work out.
Writing the Content Itself
The actual writing of the obituary is where most families struggle, not because they lack material, but because they do not know what to include and what to leave out. A standard obituary for this publication runs anywhere from 200 to 600 words for a basic notice, with longer pieces available for an additional fee. The typical structure covers the announcement of death, biographical highlights, surviving family, predeceased relatives, service details, and a closing sentiment or donation request. One counter-intuitive point that is worth making: shorter is not always better. A 200-word obituary that reads like a checklist of facts will not capture the sense of a life lived in a community like Norfolk. The readers here are familiar with the people being remembered, and they respond to specific, personal details. A mention of a beloved childhood neighborhood, a decades-long volunteering commitment, or a family tradition that spanned generations carries more weight than a generic statement about being a loving parent. I have found that the most effective obituaries for this publication strike a balance between the formal requirements and genuine personal voice. Include the essential facts, but do not be afraid to let a little personality show through. The editorial staff at the Virginian Pilot is accustomed to this and will generally preserve that tone if it is clear in the original submission.
Costs and Payment Details
Obituary placement in the Virginian Pilot involves a fee structure based on word count and whether photographs are included. Basic notices start at a few hundred dollars, and costs increase with additional content and images. Funeral homes often handle the billing directly, which simplifies things for families, but if you are submitting independently, you will need to arrange payment through the newspaper's obituary platform. Acceptable methods typically include credit card and electronic check. The exact pricing changes periodically, so the most reliable approach is to check the current rates on the Virginian Pilot's obituary page at the time of submission. As a general reference, a standard obituary with one photo and approximately 300 words of text tends to run in the low hundreds, while longer features with multiple images can cost significantly more. Digital-only placement is usually less expensive than combined print and digital options.
A Specific Edge Case I Dealt With
There was one case that stood out during my time working with this publication. A family wanted to submit an obituary for a veteran who had served in multiple conflicts, and they wanted to include military honors, unit affiliations, and a detailed service record. The challenge was that the original submission was over 1,200 words and read more like a biography than an obituary. The editorial team could not publish it in that form without significant condensation, which would have removed details the family considered essential. The workaround was to split the content into two pieces. The main obituary followed standard length guidelines and included the core biographical information, service highlights, and family details. A separate memorial feature was commissioned for the online edition, where length restrictions were more flexible. This allowed the full story to be told without compromising the integrity of the print notice. It is worth noting that not every publication offers this flexibility, but the Virginian Pilot has the infrastructure to handle it when the subject matter warrants it.
Online vs Print Considerations
If you are deciding between print, digital, or both, consider the audience. Norfolk has a substantial population of older residents who still rely on the printed paper, but younger family members and friends who live elsewhere will likely encounter the notice online. Publishing in both formats ensures broader reach. Many families choose digital-only placement to reduce cost, but they should be aware that some older community members will not see the notice if it is not in the paper. The online version also allows for additional content that print cannot accommodate, such as extended guest books, photo galleries, and links to fundraising pages. If the family plans to set up a memorial fund or donation drive, the digital placement gives you the space to include relevant links and instructions that simply do not fit in a traditional obituary layout. The Virginian Pilot continues to be a significant resource for the Norfolk community when it comes to honoring lives and preserving local memory. The process is manageable if you approach it with the necessary information organized and realistic expectations about timelines and costs. The key is to submit early, verify all details, and allow the editorial team to work with material that is complete and clearly presented.
