Sending photos and clips
Gathering photos and video clips for a memorial tribute can feel overwhelming, especially when time is short. This guide sets out what to look for, what helps most, and how to get everything to us from Durbanville or anywhere in South Africa.
Start with what you already have
You do not need a perfect collection before getting in touch. Most families begin with a mix of phone photos, older printed pictures, scanned images, short home video clips and a few important details about the person being remembered. We can help organise a varied collection into a calm, thoughtful tribute.
A good first step is to gather everything into one place at home. That might be a folder on your phone, a folder on your computer, or a small box with printed photos and albums. If several relatives are helping, ask each person to choose the pictures or clips they feel are most meaningful so the collection stays personal and manageable.
- Recent phone photos
- Older printed photos from albums or frames
- Family group photos
- Short home video clips
- Images of milestones, hobbies, travel, faith or community life
- A portrait to use near the opening or closing
Which photos work best
Clear photos with faces visible usually work best, but do not worry if some older pictures are faded or slightly marked. Those are often the most treasured images. We can scan printed photos and restore selected pictures where needed, especially when there is no digital copy available.
Try to include a balance of life stages and relationships. A tribute often feels more complete when it moves gently through childhood, school years, family life, friendships, work, special occasions and later years. If there are ten very similar photos from one event, choose the strongest two or three rather than sending every version.
- Choose sharp images where possible
- Include both portrait and landscape photos
- Keep duplicates to a minimum
- Add names or short notes if some family members may not be recognised easily
- Set aside damaged prints rather than trying to repair them yourself
If a photo matters deeply, send it even if the quality is not ideal. Meaning comes first and we can advise on what will translate well into the final video.
Choosing video clips and voice recordings
Short video clips can add warmth and presence to a memorial tribute. These might be family celebrations, a simple wave to camera, a laugh at a braai, a holiday clip, or a quiet moment at home. In most cases, short clips are more effective than long unedited recordings.
If you have voice notes or short recordings of speeches, prayers or messages, let us know. We will advise whether they suit the tribute and how they can be included respectfully. It helps if you tell us which part of a longer clip matters most, so we know what you want family to see or hear.
- Send short meaningful clips rather than full-length recordings
- Keep clips in their original file format if possible
- Do not trim or compress files unless you need to save space
- Tell us if a clip has important sound we should preserve
- Mention if a recording is sensitive or private
If you are unsure whether a clip is suitable, send it with a note. We can guide you gently from there.
How to organise everything before sending
A little organisation at the start can save stress later, especially when funeral arrangements are moving quickly. The easiest method is to sort your files into simple groups. You do not need complicated folders or technical labels. Clear names and a short list of priorities are enough.
If more than one family member is contributing, ask one person to gather the final material before sending it on. This helps avoid the same photo arriving several times from different relatives, and it gives us a clearer picture of what the family wants included.
- Create one main folder for the tribute
- Use subfolders such as Childhood, Family, Friends, Special Days or Later Years
- Rename files if needed so they make sense to the family
- Add a note for any must-use photo or clip
- Include preferred spellings of names for titles
- Tell us if there is a photo that should be used as the closing image
If the order matters to you, say so. If not, we can arrange the material into a natural flow that honours the person’s life with care.
Sending files online or dropping items off
Families across South Africa send us photos and clips online, and families in Durbanville or elsewhere in Cape Town may also arrange to drop off printed photos, albums, memory cards or flash drives in person. If you are sending original printed photos, handle them as little as possible and keep them flat in an envelope or protective sleeve.
For digital files, keep everything together in one clearly named folder where possible. If your internet connection is unstable during load-shedding or in an outlying area, do not worry. You can send material in more than one batch. Just tell us what is still coming so we can keep track of it.
When reaching out, please use the enquiry form on our contact page and let us know what you plan to send. We will confirm the best next step. For original photos and albums, we take care to scan and return them in the condition received. Old album pages can be delicate, so please do not pull photos loose if they are stuck down.
Include the words and details that matter
Alongside the photos and clips, it helps to send a few simple details that give the tribute its shape. This may include the full name to appear on screen, dates if the family wants them shown, a short message, favourite sayings, or the names of close family members to mention in titles. Some families prefer very little text, while others want a fuller written tribute. Either approach can be handled with care.
You are also welcome to share any guidance about tone. Some tributes are quiet and reflective. Others feel more celebratory and focus on joy, humour and shared memories. There is no single right approach, only what feels fitting for your family and the person being remembered.
- Name as it should appear in titles
- Any date details you want included
- A short opening or closing message
- Pronunciation notes if needed for unusual names
- Any sensitive family details that should be left out
- Your preference for a gentle, reflective or more celebratory feel
If you are not sure what to write, even a few lines are enough to begin. We know this can be hard, and we keep the process simple and respectful.
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Questions we get asked
Do you only work with digital photos?
No. We can work from digital images as well as printed photos and albums. Families in Durbanville and the wider Cape Town area can arrange to drop items off in person, and families elsewhere in South Africa can send digital files online.
What if different family members have photos on different phones?
That is very common. It helps if one relative gathers everything into a single folder before sending, but if that is not possible we can guide you on how to submit material in separate batches and keep it clearly labelled.
Should I send every photo I can find?
Not necessarily. A thoughtful selection usually works better than a very large number of similar images. Start with the photos and clips that feel most meaningful, then tell us if you have more available in case extra material is needed.
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