SOP : Creating and Completing a Funeral Program

May 20, 2025
4 min read

20 May 2025

The purpose of this SOP is to ensure a consistent, professional, and efficient process for receiving, designing, approving, printing, and packaging funeral programs. It outlines clear steps for gathering accurate information, meeting family expectations, adhering to design standards, and maintaining quality control from initial request to final delivery. This SOP ensures all departments involved work collaboratively to deliver a respectful and timely product that honours the memory of the deceased.

1. RECEIVE PROGRAM INFORMATION FROM FUNERAL ARRANGEMENT OFFICE

● Obtain the information for the program from the Funeral Arrangement office OR directly from the family via email, in person or per whatsapp.

● Ensure you understand all the information received and check that all required information is received before continuing with the program.

● If any information is outstanding, please send a structured and professional message to the family regarding which information is outstandingandgivea deadline for when the outstanding information should be received.

● Determine the type of Program required. Diamond, Society or Supreme program.

● Confirm the amount of pages, 4 pager, 8 pager, Steppies, etc. This will determine the time needed for finalisation as well as the layout and time frame needed to complete the program.

● Confirm the colour and visual theme for the program.

2. CREATE THE PROGRAM

● Use the templates available (Program Templates) and by using Publisher create the program according to the family’s specification and information received and confirmed on step 1.

● If templates need changing to fit more specific requests, please refer to the Graphic Designer to oversee the changes.

● Make sure that all sentences are correctly aligned.

● Check that your spelling is correct, if you are unsure how to spell a family member's name, confirm the spelling with the family before sending out the program draft.

● If a picture is added to the front page then a small thin frame should be added to ensure a sympathetic finish to the photo. Refer to Addendum A.

● Add the deceased name, birth and death date on the front page.

● For Society programs, use the image as provided on the templates given. (Program Templates)

● For Special programs (Diamonds, steppies or Supreme) make sure that you use approved background, uploaded in the designated Google Drive Folder (Background for Programs). If these backgrounds are not sufficient please open pinterest.com in your google and search for funeral backgrounds and use your own discretion based on the theme requested by the family.

3. SEND THE PROGRAM TO THE MEDIA SUPERVISOR FOR APPROVAL

● When you have completed the program design, send the program to the Media Supervisor for approval.

● The Media Supervisor will notify the Program Typist if any amendments or corrections need to be made.

● Once the Media Supervisor sent her approval, only then are you allowed to send it to the family for approval.

● When sending the program to the family please be sure to include the following message:

“Please find attached the draft of the funeral program for your review. You are welcome to make any changes or corrections as needed—we want it to reflect your loved one just as you wish. Kindly keep the printing deadline in mind. Once the program is approved, we will proceed directly to print. Please ensure that all details, including names, dates, and spellings, are correct, as any changes requested after printing may incur additional costs for reprints. Thank you for your understanding and cooperation”

4. AMEND THE PROGRAM ACCORDING TO FAMILY’S FEEDBACK (IF REQUESTED)

● Amend the program if there were any mistakes or items the family wanted to change on the designed program.

● Send the amended program back to the family for approval.

5. WHEN YOU HAVE APPROVAL FROM THE FAMILY

● When you have approval from the family to print, you must send the approval (email or screenshot of the conversation) to the Media Supervisor together with the approved program for printing.

● Double check that you or the family did not miss any errors.

● Print the program and finalise.

6. PRINTING REQUIREMENTS

● Normal Society programs are printed on standard 80gsmpaper. This is not folded or stapled, just packed.

● Special Programs (Diamond, Supreme or Steppies). The outer layout is printed on 160gsm cardboard paper and the inner layout pages are printed on standard 80gsm paper. The programs are then stapled and folded according to the program requirements and then packed.

7. SHOULD YOU EXPERIENCE ANY PROBLEMS REGARDING THE PROGRAMS

● Discuss this with your Media Supervisor directly.

● If the Media Supervisor cannot resolve the problem, the Media Supervisor will escalate to the Branch Manager at Head Office.

● If the Branch Manager cannot resolve the problem, the Branch Manager will escalate to the Funeral Administration Manager

8. UPLOAD THE APPROVED PROGRAM TO THE RELEVANT GOOGLE DRIVE FOLDER (PROGRAMS)

● Under this folder you will find other relevant folders, upload the program into the folder named with the current year date, example 2025.

9. PACKING THE PROGRAMS FOR TRANSPORT ● Normal Wisani programs are packed in a white envelope. 100programs(not folded) inside the envelope, with an extra program pasted on top of the envelope for display. with a card on the other side which indicates the deceased name and surname along with the branch. Refer to Addendum B.

● Special stapled and folded programs are packed neatly into a box with an empty envelope and a name card. Refer to Addendum C. Remember that 30 gift bags are a requirement with these programs. ● Upon Collection of the program, the driver is required to sign a collection form for all the programs he is collecting. Refer to Addendum D.

By order Nanique Joubert Wisani/NLA

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