How to plan and organise a funeral
A practical, step-by-step guide to arranging a funeral in Victoria, with care and confidence
A practical guide to organising a funeral
Planning a funeral can feel overwhelming, particularly in the days after a loss. Breaking it into clear steps makes each decision more manageable, and helps you see what needs to happen now and what can wait.
This guide explains how to plan and arrange a funeral in Victoria, from the first phone calls to choosing a memorial. It covers the paperwork, the costs, the choice between burial and cremation, and who looks after each part. If you're thinking about planning your own funeral in advance, the same steps apply, and there's a section on pre-planning further down.
You don't have to do this alone. Our team is here to talk you through your options at any stage, on (03) 9853 7025.
The 10 steps at a glance
- Obtain the medical certificate. A doctor, the hospital or the coroner. Within the first hours or days.
- Tell family and look for any wishes. Family and the executor. In the first day or two.
- Choose a funeral director. The family. In the first day or two.
- Decide on burial or cremation. The family, with the funeral director. In the first few days.
- Choose the resting place. The family, with the cemetery. Before the date is set.
- Understand the costs. The family, with the funeral director and cemetery. Before you confirm anything.
- Set the date, time and place. The funeral director, with the cemetery. Usually within one to two weeks of the death.
- Plan the service and share the details. The family, with the funeral director and celebrant. In the week before the funeral.
- Register the death and order death certificates. The funeral director registers the death, and the family orders certificates. Straight after the funeral.
- Choose a memorial. The family, with the cemetery. When you're ready, often months later.
How to plan a funeral, step by step
Step 1: Obtain the medical certificate
Nothing else can go ahead until a doctor has certified the death. The doctor issues a Medical Certificate of Cause of Death, which the funeral director needs before they can take your loved one into their care.
- In a hospital or aged care home, staff will arrange this for you.
- At home, call your loved one's GP. If the death was unexpected, or the GP can't attend, call 000.
- If the death was sudden, unexpected or the result of an accident, it may be reported to the Coroners Court of Victoria. The funeral can still be planned, but the date can't be confirmed until the coroner releases your loved one.
Step 2: Tell family and look for any wishes
Let close family and friends know first, so you have support around you. Then look for any instructions your loved one left. Check their will, any letter of wishes, and their papers for a prepaid funeral plan or funeral insurance.
It's also worth calling us early. Many families already hold a right of interment (the right to be buried in a particular grave) at Boroondara, sometimes bought generations ago. Our team can search our burial records and tell you about any existing family grave or prepaid position.
Step 3: Choose a funeral director
A funeral director cares for your loved one, transports them, prepares the paperwork, and coordinates the service with the cemetery, the celebrant and everyone else involved.
You're not legally required to use a funeral director, but we strongly recommend one. There are substantial legal and compliance requirements involved in a funeral, and a funeral director manages them for you.
Speak to two or three funeral directors before you decide. Ask what's included, ask for an itemised quote, and check they understand any cultural or religious needs. You're never obliged to accept the first quote. Our guide to finding a funeral director has more on what to ask.
Step 4: Decide on burial or cremation
This is often guided by your loved one's wishes, faith or culture, or by an existing family grave.
- Burial. At Boroondara, families can choose from burial options including monumental graves, or use an existing family grave or crypt. New garden crypts are coming soon.
- Cremation. Cremation takes place at a crematorium, arranged by your funeral director. Cremation needs extra paperwork, which the funeral director handles. Afterwards, the ashes can be placed in one of our cremation memorials, such as a garden niche, rose or azalea bed, or niche wall, or placed in a family grave.
There's no need to decide on a place for the ashes straight away. Many families take weeks or months.
Step 5: Choose the resting place
In Victoria, you don't buy the land in a cemetery. You buy a right of interment, which gives you the right to decide who is buried or placed in that position, and what memorial goes on it. At Boroondara, graves are always held in perpetuity (forever). Positions for cremated remains can be held in perpetuity or for 25 years, with the option to renew.
If you'd like to use an existing family grave, we'll need the consent of the person who holds the right of interment. If that person has died, our team can explain how to transfer it.
We recommend visiting the grounds before you decide. Book a time and our team will walk you through the available positions, with no obligation.
Step 6: Understand the costs
A funeral is usually made up of three groups of costs.
- Funeral director's fees. Their professional services, the care of your loved one, transport, the coffin, and cremation fees if you choose cremation.
- Cemetery fees. The right of interment, the burial or interment fee, and later, any memorial or plaque. See our pricing for current fees.
- Other costs. Death notices, flowers, a celebrant, catering and venue hire.
Ask your funeral director for an itemised quote, so you can see what each part costs and leave out anything you don't need. If you're finding the costs hard to manage, funeral expenses can usually be paid from your loved one's estate, and you may be eligible for a bereavement payment from Services Australia.
Step 7: Set the date, time and place
Your funeral director will confirm a date and time with the cemetery and with the venue for the service. Most funerals in Victoria take place within one to two weeks of the death, though there's no fixed deadline.
You can hold the service at a church, a funeral home chapel or another meaningful place, followed by the burial or placement of cremated remains. Some families choose a graveside service at the cemetery instead. Once a burial at Boroondara is booked, it appears on our funeral service schedule.
Step 8: Plan the service and share the details
Think about how you'd like to honour your loved one. You might include:
- a celebrant, minister or faith leader to lead the service
- music, readings and a eulogy
- photos, a slideshow or a live stream for people who can't attend
- cultural or religious customs that matter to your family
Once the details are confirmed, share them with family and friends. Your funeral director can place a death notice in the newspaper or online, and you may also want to share the details through social media or community groups.
Step 9: Register the death and order death certificates
The medical certificate (step 1) and the death certificate are different documents. After the funeral, your funeral director lodges the death registration with Births, Deaths and Marriages Victoria. Once the death is registered, you can order the official death certificate.
You'll need certified copies of the death certificate to deal with the estate, banks, superannuation, Centrelink and other organisations. Many families order several copies at once.
Step 10: Choose a memorial
A headstone, plaque or other memorial doesn't have to be chosen before the funeral. Most families wait until they feel ready, and a new grave often needs time to settle before a headstone can be installed.
Our team can explain the memorial options for each area of the cemetery. Any new headstone or plaque, or change to an existing one, needs the cemetery's approval before it's installed. Families look after the upkeep of their own monuments and plaques, while we care for the grounds and gardens.
Looking after yourself
Planning a funeral is emotionally demanding. Lean on family and friends, and take breaks when you need them. If you'd like to talk to someone, GriefLine (1300 845 745) and Lifeline (13 11 14) offer free, confidential support.
Who does what: the cemetery and the funeral director
When you arrange a funeral, the funeral director and the cemetery work together, but each looks after different things.
Your funeral director:
- cares for your loved one and arranges the service, celebrant, notices and any cremation
- handles the paperwork, including the death registration, and books the burial or interment with us
Boroondara Cemetery:
- helps you choose a resting place, checks for any existing family grave, and explains the right of interment and costs
- prepares the grave, carries out the burial or placement of cremated remains, approves memorials and cares for the grounds
Planning your own funeral in advance
Planning your own funeral means your wishes are known, and it takes the hardest decisions off your family at a difficult time.
- Record your wishes. Burial or cremation, the service, music and any cultural or religious customs. Keep them with your will, and let your family and executor know.
- Secure your resting place. Buy a right of interment now to lock in your position at today's price.
- Prepay the service, if you like, with a funeral director's prepaid plan or a funeral bond.
Our pre-planning team can walk you through the grounds and help you choose a setting, at your own pace.
Funeral planning checklist
Use this checklist to keep track of what's done and what's next. You can also download it as a one-page printable checklist.
In the first day or two
- Get the medical certificate from the doctor or hospital
- Tell close family and friends
- Look for a will, letter of wishes or prepaid funeral plan
- Call Boroondara Cemetery to check for an existing family grave
- Contact two or three funeral directors and choose one
Before the funeral
- Decide on burial or cremation
- Choose the grave or memorial position, and confirm the right of interment
- Get an itemised quote and check the cemetery fees
- Set the date, time and place
- Choose a celebrant, music, readings and speakers
- Place a death notice and share the details with family and friends
- Arrange flowers, photos and catering
After the funeral
- Order certified copies of the death certificate
- Notify banks, superannuation funds, Centrelink and other organisations
- Decide where the cremated remains will be placed, if your loved one was cremated
- Choose a headstone, plaque or memorial when you're ready
FAQs
You're not legally required to use a funeral director, but we strongly recommend one.
There are substantial legal and compliance requirements involved, and a funeral director manages them for you, along with caring for your loved one and coordinating the service with us.
Our team works closely with funeral directors every day to make the process as smooth as possible.
Most funerals in Victoria take place within one to two weeks of the death. It can take longer if the coroner is involved, or to give family time to travel.
A doctor issues the medical certificate of cause of death, which is needed before the funeral can go ahead. The death certificate is the official record, issued by Births, Deaths and Marriages Victoria once the death has been registered after the funeral.
It depends on the funeral director's fees, whether you choose burial or cremation, and the position you choose in the cemetery. Ask your funeral director for an itemised quote, and see our pricing for current cemetery fees.
Yes. You can record your wishes, buy a right of interment so your resting place is secured, and talk to a funeral director about paying for the service in advance. Our pre-planning team can help.
It's the right to decide who is buried or placed in a particular grave or memorial position, and what memorial goes on it. In Victoria you buy the right of interment, not the land itself.
Yes. Many families choose to keep generations together by placing ashes in an existing grave or crypt. We'll need the consent of the person who holds the right of interment.
Absolutely. The grounds are open every day from 8am to 5pm, and our team can walk you through the cemetery, explain the different options in person, and answer your questions, with no obligation and at a pace that suits you.
This is very common, and there's no need to feel overwhelmed. Our team will take the time to understand your family's needs, talk you through the burial and cremation options, and help you make a decision that feels right.
Still have a question?
We are available to answer questions and help you understand your choices at every stage.
You don't have to navigate this alone
Book an appointment to speak to our team. We are here to support you.
