You’ll need to submit your birth announcement within 30-60 days of your baby’s arrival, as most newspapers enforce strict deadlines for these special notices. Contact your local paper to check their specific requirements, then prepare your baby’s full name, birth date, time, weight, and length measurements along with parents’ names and city. Most papers charge $10-$50 per line and require submissions 3-14 days before publication. Understanding pricing structures and formatting guidelines will help you create the perfect announcement.
Key Takeaways
- Contact your chosen newspaper to verify submission deadlines, typically 3-7 days before publication for dailies and 10-14 days for weeklies.
- Include baby’s full name, birth date, time, weight, length, parents’ names, and city of residence in your announcement text.
- Keep announcements between 50-150 words and calculate line costs based on 28-35 characters per line at $5-$50 each.
- Submit high-resolution photos (300 DPI minimum) if desired and request a proof to verify accuracy before publication.
- Payment methods include credit cards, checks, and cash; confirm accepted options and deadlines when placing your order.
Choosing the Right Newspaper for Your Announcement
When you’re ready to share your baby’s arrival with the community, you’ll need to select a newspaper that reaches your target audience and fits your budget. Start by identifying where your family and friends live. If they’re concentrated locally, your hometown paper offers the best local readership and typically costs less than major metropolitan dailies.
Local hometown newspapers offer the best readership among family and friends while costing less than major metropolitan dailies.
Consider your announcement’s purpose. You’ll reach extended family and old friends through your hometown paper, while workplace colleagues might see it in a business journal. Some families choose multiple papers to cover different geographic areas.
Don’t overlook niche publications that serve specific communities. Religious newspapers, alumni magazines, and cultural publications often print birth announcements at reduced rates or free. These targeted outlets ensure your news reaches people who share your connections.
Check each paper’s circulation numbers, publication frequency, and announcement fees. Most newspapers list their rates online. Compare costs against your budget and expected reach before making your final decision.
Understanding Submission Guidelines and Deadlines
Once you’ve selected your newspaper, you’ll need to meet their specific deadline requirements and format specifications for birth announcements.
Most publications require submissions within 30-60 days of your baby’s birth and won’t accept announcements after their cutoff date.
You’ll typically need to follow strict formatting guidelines that dictate word count, acceptable content, and whether photos are permitted.
Deadline Requirements
Before you submit your birth announcement, you’ll need to understand each publication’s specific deadline requirements. Most newspapers require submissions 3-7 days before your desired publication date, though this varies significantly. Daily papers typically have shorter printing leadtime than weekly publications, which may need content 10-14 days in advance.
Check for editorial blackout periods around major holidays when announcements aren’t accepted. You’ll find these dates listed in submission guidelines or by contacting the announcements desk directly. Some papers offer expedited placement for an additional fee if you’ve missed standard deadlines.
Weekend editions often have different cutoff times than weekday papers. Friday submissions usually won’t appear until the following week. If you’re coordinating announcements across multiple publications, work backward from the strictest deadline to ensure simultaneous placement.
Format Specifications
While deadline requirements determine when to submit your announcement, format specifications dictate how to prepare it. You’ll need to check each newspaper’s specific guidelines since they vary significantly. Most papers require standard font sizing between 10 and 12 points for body text. Don’t use decorative fonts unless explicitly permitted.
Pay attention to column width restrictions. Many newspapers format announcements in single or double columns, limiting your text accordingly. You’re typically allowed 50-150 words, though some papers offer extended options for additional fees. Submit your text in plain format unless otherwise specified. Include all required information: baby’s full name, birth date, weight, length, parents’ names, and city of residence. Some papers accept photos but charge extra.
Always proofread before submission—most newspapers won’t edit your content and print exactly what you’ve provided.
Essential Information to Include in Your Birth Announcement
You’ll need to gather specific details before submitting your birth announcement to ensure accuracy and completeness. Start with the baby’s full name, including middle names, and consider adding name meanings if they hold special significance to your family. Include the birth date, time, weight, and length measurements. List both parents’ full names and your city of residence.
Don’t forget grandparents’ names and cities—this follows traditional celebration etiquette and helps extended family feel acknowledged. Some newspapers allow you to mention siblings, so prepare their names and ages if you’d like them included.
Double-check the spelling of every name before submission. Verify all dates and measurements against hospital records. If you’re including a photo, confirm it meets the newspaper’s resolution requirements. Most publications require this information within 30-60 days of birth, so compile everything promptly. Keep your announcement factual and avoid unnecessary embellishments that may incur additional charges or exceed word limits.
Writing and Formatting Your Announcement Text
Once you’ve gathered all necessary information, focus on crafting clear, concise announcement text that follows standard newspaper formatting. Start with the parents’ names, followed by the baby’s full name, birth date, time, weight, and length. Write “John and Jane Smith announce the birth of” rather than elaborate introductions.
Start with parents’ names, then baby’s full name, birth details, weight, and length—skip elaborate introductions.
Keep sentences short and direct. While you might include cultural traditions specific to your heritage, avoid excessive poetic phrasing that increases word count and costs. Most newspapers charge by line or word, so every phrase counts. Standard format works best: “Born at City Hospital” beats “welcomed into the world at.”
Include siblings’ names if desired, but list them simply: “Big sister Sarah welcomes.”
Some cultural traditions call for grandparents’ names—add these after immediate family. End with your city of residence.
Proofread carefully. Errors in print announcements can’t be corrected, and reprints cost extra. Double-check spelling of names, dates, and hospital information before submission.
Adding Photos and Special Design Elements
Most newspapers offer photo options for birth announcements, though these typically double or triple the base cost. You’ll need to submit high-resolution digital images that meet the paper’s specifications—usually 300 DPI minimum. Check if your chosen publication accepts color photos or only black-and-white, as this affects both pricing and photo placement within the announcement.
Consider decorative borders to enhance your announcement’s visual appeal. Many newspapers provide standard border designs at no extra charge, including classic frames, baby-themed patterns, or seasonal motifs. Premium borders cost additional fees but offer more customization. Ask about photo placement options—some papers position photos beside text, while others center them above the announcement.
Submit design elements when placing your initial order to avoid delays. If you’re adding multiple photos, confirm the maximum number allowed and whether they’ll adjust your text space. Request a proof before publication to verify that photos and borders appear correctly.
Calculating Costs and Payment Options
You’ll need to calculate the total cost based on the newspaper’s per-line pricing structure, which typically ranges from $10 to $50 per line depending on the publication’s circulation size.
Most newspapers accept credit cards, checks, and online payments, though some smaller publications may require payment upfront before publication.
Check if your chosen newspaper offers package deals or discounts for running the announcement multiple days, as this can significantly reduce your overall costs.
Pricing Per Line
When calculating the cost of your birth announcement, you’ll find that most newspapers charge by the line rather than by word count. Each line typically holds 28-35 characters, including spaces and punctuation. You’ll need to count carefully since crossing into a new line adds to your total cost.
Local rates vary significantly—expect anywhere from $5 to $25 per line depending on your newspaper’s circulation size. Metropolitan papers charge more than community publications. Check if your paper enforces character limits per line or maximum line counts for announcements.
To estimate costs, draft your announcement and divide the total characters by the paper’s per-line limit. Round up to determine how many lines you’ll need. Some papers offer package deals for multiple-day runs, which can reduce your per-day rate.
Payment Methods Accepted
After determining your announcement’s total cost, contact the newspaper’s classified department to confirm which payment options they accept. Most newspapers offer multiple payment methods for your convenience. You’ll typically find credit and debit cards accepted for phone and online submissions. Some publications still accept checks mailed with printed submission forms.
For in-person placements, cash payments remain an option at many newspaper offices. Modern publications increasingly accept mobile wallets like Apple Pay or Google Pay for quick transactions. Verify payment deadlines since some newspapers require payment before publication while others bill afterward. Ask about automatic payment processing if you’re placing multiple announcements. Remember that payment methods may vary between print-only and combined print-digital packages. Always request a receipt or confirmation number for your records.
Proofreading and Submitting Your Announcement
Before you submit your birth announcement to any publication, double-check every detail for accuracy. Create a proofreading checklist that includes the baby’s full name, birth date, time, weight, length, hospital name, and parents’ names. Verify the spelling of every name twice. Check that phone numbers, addresses, and email contacts are current. Review any sibling names you’ve included.
Give yourself adequate time for this process. Don’t rush through proofreading when you’re tired or distracted. Have your partner or a family member review the announcement independently—fresh eyes catch mistakes you might miss.
Consider your submission timeline carefully. Most newspapers require announcements within 30-60 days of birth. Submit early in the week to avoid weekend delays. If you’re placing announcements in multiple publications, track each paper’s deadlines and requirements separately. Keep confirmation emails or receipts for your records. Once submitted, ask about the publication date so you can purchase copies.
Creating Keepsakes From Your Published Announcement
Through careful preservation of your published birth announcement, you’ll create meaningful keepsakes that your child will treasure for years.
Order multiple copies of the newspaper immediately after publication since back issues become unavailable quickly.
Cut out the announcement with sharp scissors, leaving a one-inch border around the text.
For framed prints, mount the clipping on acid-free matting to prevent yellowing.
Choose UV-protective glass to minimize fading from sunlight exposure.
You’ll want to display one copy and store extras safely.
Create dedicated pages in photo albums by placing the announcement alongside hospital photos and birth certificates.
Use archival-quality adhesive or photo corners to secure the clipping without causing damage.
Consider scanning the announcement at 300 DPI or higher for digital backup.
Store original newspapers flat in plastic sleeves away from moisture and heat.
Label each keepsake with the publication date and newspaper name.
These preserved announcements become irreplaceable family heirlooms documenting your child’s arrival.
Frequently Asked Questions
Can We Place Announcements for Adoptions or Surrogacy Births?
Yes, you can place adoption announcements and births via surrogacy in newspapers. Most publications welcome these family celebrations just like traditional birth announcements.
You’ll submit the same information—baby’s name, date, parents’ names—while adding adoption finalization dates or surrogate acknowledgement if desired. Contact the newspaper’s classified department early to confirm their specific requirements and deadlines.
Some papers offer special adoption announcement templates. Submit your text and photo by their stated deadline.
Is It Appropriate to Announce Stillbirths or Infant Losses?
You can announce stillbirths or infant losses, but follow sensitivity guidelines carefully. Some newspapers have specific bereavement etiquette for memorial announcements rather than standard birth sections.
You’ll need to decide if you’re comfortable sharing publicly. Contact the newspaper’s classified department directly to discuss placement options and appropriate wording. They’ll guide you through their policies.
Consider timing carefully – there’s no deadline pressure, so announce when you’re emotionally ready.
Can Divorced Parents Submit Separate Announcements for the Same Baby?
You can submit separate announcements, but most newspapers require both parents’ parental consent for duplicate listings. Check the publication’s policy immediately since some outlets prohibit separate submissions for the same child while others allow it with verification.
If permitted, you’ll need to coordinate timing and pay separate fees. Contact the newspaper’s classified department before your deadline to confirm their requirements and avoid rejection of your announcement.
How Long After Birth Is Too Late to Submit an Announcement?
Most newspapers accept birth announcements within 30-60 days of birth, though timeliness guidelines vary by publication.
You’ll find some papers enforce strict submission deadlines of two weeks, while others accept announcements up to six months later.
Check your newspaper’s specific policy online or call their classified department.
If you’ve missed the standard window, ask about late submissions – many papers will still run your announcement for an additional fee.
Should We Notify the Hospital About Our Newspaper Announcement Plans?
You don’t need hospital notification for placing a newspaper announcement.
The nursing staff won’t handle this for you, and it’s separate from any consent forms you’ll sign during admission. Your hospital’s privacy policy prevents them from releasing birth information to newspapers anyway.
You’re responsible for submitting the announcement directly to the publication yourself. Focus on gathering the baby’s details after delivery and meeting the newspaper’s submission deadline instead.
Conclusion
You’ve now got everything you need to place your birth announcement successfully. Don’t wait too long—most newspapers prefer announcements within the first few weeks after birth. Double-check your submission meets all guidelines, confirm your payment’s processed, and mark your calendar for the publication date. Once it’s published, you’ll have created a timeless keepsake celebrating your baby’s arrival. Start gathering your information today and submit your announcement before the newspaper’s next deadline.
