Preparing your submission


On this page: Information regarding preparing content for submission to the Register, including criteria, templates, and privacy information.



Getting started

To make the submission process as convenient as possible, we have several resources available to assist you, depending on your preferred avenue for submissions.

The provided templates are in spreadsheet format.

Spreadsheet editing programs

If you do not have access to Microsoft Excel, you can use the following free alternatives to edit the memorial and veterans list templates:


Submitting online

  • Guide to online submissions
    This is a step-by-step guide to creating an account, logging in, and adding and editing memorials on the Register. Please follow these instructions to submit or edit memorials online.
  • Form for veterans list [XLS]
    If there are veteran names inscribed on the memorial and you would like to include them with your submission, please use this template.

Submitting by email

Email with the memorial name as the subject line and the following completed forms attached:

  • Form for memorial submission [XLS]
    If you prefer to not submit through the website, please use this template. Fill it out with as much information as possible about the memorial.
  • Form for veterans list [XLS]
    If there are veteran names inscribed on the memorial and you would like to include them with your submission, please use this template.

Please note we cannot receive emails with attachments that are larger than 5MB. If your email and attachments are larger than this, you will have to attach images to separate emails.


Recording memorial details and images


Guide: Photographing war memorials

Click here for our guide on how to take good quality photographs of war memorials.

FAQ: Photographing war memorials

Click here for Frequently Asked Questions about photographing war memorials.

Guide: Recording veterans on a memorial

Click here for our guide on how to record veterans inscribed on a memorial.


General information

The Register of War Memorials in NSW asks that all memorial submissions have a certain amount of information recorded about the memorial. Please record as much information as possible, including the following:

  • Memorial name
  • Memorial description
  • Dedication date and details
  • Year established
  • Memorial inscription
  • Location
  • Contact (name/email/telephone)
  • School/organization
  • Any other interesting details found through research.

You can find more information about these fields at our guide, Submitting to the Register.

You may need to do some background research to find out some of the details, such as the dedication date. Accuracy is important, so if in doubt, please leave the field blank.


At least one photograph is required if you wish to submit a memorial to the Register of War Memorials in NSW. Please note that the Register cannot accept photographs that are of low quality. To ensure a smooth submission process, please ensure your photographs meet the following criteria:

    Note: Please e-mail any high-res images you wish to submit, as the file uploader size limit is 2 MB.
  • Size: 2 megapixels (approx. 1600 x 1200 pixels) or greater
  • Resolution: 150 dpi or greater
  • Free from editing, retouching, enhancing or manipulation.

If your photographs do not meet these criteria, but are deemed of sufficient quality, they may be accepted. However, to minimise any delays for your submission, please send in your highest-quality photographs.

For submissions by mail, photographs must be printed on professional-quality photographic paper of 4 x 6 inches or greater, with a minimum resolution of 150 dpi.

Inscribed veterans

If the memorial you are registering has veteran names inscribed, the Register asks that you record them if you can. To do so, please use the veterans list template (Download [XLS]) and record as much information as possible.

For more detailed information on how to fill out the veterans list template, see Guide: Recording veterans on a memorial.


Privacy and copyright information

Your privacy

Information collected in this web form will be used by the State Library to update the Register of War Memorials in New South Wales. That information may also be provided to the Office for Veterans Affairs (part of the New South Wales Department of Justice) to assist with this purpose. The State Library will not disclose the information to any third parties without your prior approval. You do not have to provide the information if you do not wish to, but if you choose not to do so, we may be unable to register the war memorial you have advised us of.

Note your name as input in the 'recorded by' field and any photographer attribution will be viewable to the public. Other personal information fields on this form will not be visible.

If you wish to discuss or correct your information, please contact the State Library's Privacy Contact Officer.


The Register’s content is licensed under Creative Commons Attribution 4.0 and users are free to copy, distribute, edit, remix and build upon this content as long as they credit the author and the Register of War Memorials in NSW as the source. Therefore, contributors will not be informed if photographs or other content is re-used (find out more on copyright).



Questions, feedback, or technical issues

Contact the Register at, or call us at 02 9273 1554.

Click here for the old Preparing content for the Register page.


Search by memorial name, suburb, postcode, veteran name


Checklist: Uploading to the Register

Make sure you have the following ready before you upload: (*mandatory)

  1. *Memorial name
  2. *High-quality photographs
  3. *Memorial description, e.g.:
    • what it looks like
    • what it's made of
    • the history behind it, etc.
  4. Memorial inscription
  5. Memorial address
  6. *Contact name, email and phone
  7. Related articles from Trove
  8. List of inscribed veterans, using this spreadsheet template