Funeral Arranging Procedure

Purpose. This procedure sets out how an arranger conducts the arrangement meeting, documents the family's decisions, obtains the required registrations and permits and coordinates the service.

1.Preparing for the arrangement meeting

The arranger will review the case in the funeral case register, confirm the deceased is in care, check whether the death is coronial and prepare the arrangement suite with the current price list, coffin and casket catalogue, memorial options and the funeral arrangement record template. Meetings at the family home will be arranged in pairs where safety or family dynamics require it.

2.Conducting the meeting

The arranger will begin by confirming the identity of the person with the right to make arrangements, usually the executor or senior next of kin, and will record the relationship. The arranger will then gather the registration details required by the Registry of Births, Deaths and Marriages, the family's wishes for burial or cremation, the service, the coffin or casket, viewing, dress, flowers, music, notices and memorialisation. The arranger will explain each option and its cost as it is discussed.

• Confirm the authorised person and relationship
• Collect registration details for the death registration
• Decide burial or cremation and the cemetery or crematorium
• Choose service type, venue, date, time, officiant and music
• Select coffin or casket, dress, viewing and flowers
• Agree notices, memorial cards, catering and memorialisation

3.Quote and signature

Before the family leaves, the arranger will produce an itemised quote from the arrangement record and will confirm the deposit and payment terms. The family will sign the funeral arrangement record and the arranger will provide a copy. Any later change will be recorded as a variation and re-signed.

4.Registrations and permits

The arranger will lodge the death registration with the Registry of Births, Deaths and Marriages within the required period and will obtain the medical certificate of cause of death, and for cremation the second medical certificate or the coroner's release and the cremation permit. No cremation or burial will be scheduled in the interment register until the permit is held and recorded.

5.Coordinating the service

The arranger will book the chapel, church or venue, the cemetery or crematorium time, the celebrant or clergy, the hearse, mourning cars and bearers, and will brief the mortuary on dress, viewing and encoffining requirements. A service running sheet will be prepared and shared with the conducting funeral director at least 24 hours before the service.

6.After the service

Within five business days the arranger will issue the final account, arrange the release or interment of cremated remains, deliver the death certificate when received and make a follow-up call to the family. Any complaint or concern will be recorded and referred under the client care policy. The case will be closed in the register when the account is settled and the certificate delivered.