Deliver a memorial video to the family by sending the approved version through the agreed method, explaining how to open or download it and checking that access works. State any hosting or retention limit clearly. The family handover is a separate task from playing the video successfully at the service.
1. Identify exactly what the family should receive
Read the arrangement record before sending files. The family might be receiving the ceremony version, a separate keepsake or both. Match the file identifier to the approved proof and ensure that a rejected treatment or old caption has not returned in a different export.
| Deliverable | What it provides | What to explain |
|---|---|---|
| Downloadable video | A file the family can save | How to download, open and keep another copy |
| Private viewing page | Playback through the hosting service | Who can access it and whether downloads are available |
| Physical storage copy | A file supplied on agreed media | How to locate the file and test a compatible device |
| Separate keepsake edit | A different approved presentation | Which version was shown at the service |
Do not describe all of these as “your permanent copy.” A viewing link depends on continued hosting. A downloaded file remains dependent on the family’s own storage and backup practices. State the actual arrangement without promising indefinite access.
The tribute package definition guide helps make the deliverable clear before an order starts. If the record is ambiguous, resolve it with the order owner before sending a substitute.
2. Check the file and sharing permissions
Open the exact delivered file from its delivery location. Check the title, beginning, several middle points and ending, along with sound. Verify that it is the final approved version and that the filename is understandable to the family.
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Use the person’s approved name and a clear version label.
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Remove internal comments and unrelated order files from the delivery location.
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Test access with the intended recipient permissions.
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Confirm whether a download button is available if promised.
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Verify that the link does not expose other families’ folders.
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Record any expiry date or access conditions in the delivery message.
If Google Drive is used, its sharing documentation distinguishes named-user access from access for anyone with a link. Choose the intended arrangement and test it. A link copied from a staff session can appear functional to staff while remaining inaccessible to the recipient.
3. Send clear delivery instructions
Family video delivery
The approved tribute for [name] is ready through the delivery link supplied with this message. It is the version identified in your approval record. Please open it and let us know if you have any difficulty.
If your arrangement includes a download, use the download option to save the video to your own device or storage. Keep a second copy with your important family files. The access period and any expiry date are stated in the delivery details.
If you need help, reply with the person’s name and the order reference. Before sharing the video beyond the agreed audience, review the permissions for the photographs, music and other material.
Personalize this text to the actual method. If a physical storage device is provided, name the folder and file and explain the supported playback route. Do not send web-download instructions for an arrangement that has no online file.
Use the family preparation handout to keep the delivery promise consistent with what the family was told at the start. A clear handover should not introduce an unexpected limitation for the first time.
4. Help the family distinguish streaming from saving
Explain that watching a video in a browser does not necessarily save the complete file to a place the family controls. Ask them to locate the downloaded file and open that copy if they want to verify their keepsake.
For a hypothetical delivery, the contact opens the viewing page successfully but cannot find the download. Staff check that downloading is included and enabled, then explain where the control appears in that service. The contact saves the file and confirms it opens. Only then is the promised downloadable handover complete.
Do not assume a family uses the same device as the funeral home. Offer plain instructions and ask what they see when they encounter a problem. “It does not open” might mean an expired link, a sign-in requirement or an incomplete download. Identify the problem before asking them to repeat every step.
5. Explain sharing and version choices
Ask the contact how they intend to share the tribute. Private family viewing, public posting and reuse at another event are different contexts. Review the agreed permissions for images, music, recorded contributions and any generated treatments before extending the use.
If two versions exist, label them by purpose rather than opaque internal numbers alone. For example, identify a service presentation and an extended family keepsake, while retaining the approval reference in the order record. The family should not have to compare runtimes to discover which is which.
Use the family approval process for any additional edit. A new ending, new photograph or different soundtrack creates a new version requiring appropriate review. Do not overwrite a delivered file silently.
6. Confirm receipt and close the order record
Ask for a simple confirmation that the family can access the promised deliverable. Record delivery date, recipient, file identifier and any issue still open. Keep follow-up proportionate; the purpose is to complete the agreed handover, not repeatedly contact the family after a successful delivery.
Follow the recorded retention and removal schedule for working files and temporary venue copies. Distinguish those from any hosting commitment made to the family. The tribute production workflow should remain open until delivery questions are resolved or passed to a named support owner.
Check locally: Confirm data retention, access controls and media-use permissions with the responsible manager and relevant rights holders. Use the provider’s actual hosting terms rather than assuming a standard access period.
For funeral homes arranging production and family delivery together, discuss memorial video handover with LifeTribute.
Frequently asked questions
Is sending a link enough to complete delivery?
Not if the recipient cannot open it or if the agreement promises a download that is unavailable. Test the permissions and ask the family to confirm access. Give a clear support contact so a failed link does not become a dead end after the service.
Should the family receive the editing project?
Only if that is part of the agreed deliverable and the associated assets and permissions allow it. A finished video and an editable project are different products. Explain what is included before the order, rather than implying a download contains all working material.
What happens if the access link expires?
Follow the provider’s actual recovery or replacement process. Do not promise that a deleted or expired file can always be restored. State the access period clearly at delivery and encourage the family to save any downloadable copy while it is available.