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How to Write a Killer Welcome Email to Follow Up With Church Guests

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Writing a follow-up email for church visitors can be challenging to say the least. If you’re like me you may come across too eager or struggle to find the balance between saying too little or too much. So how do you go about it the right way?

Let’s explore what it takes to write a killer welcome email using tools within your Church Management Software that will leave your first-time guests almost no choice but to return.

Cut to the chase

Keep it short and personal to ensure that your welcome letter packs a punch. Simplicity is the key. Don’t waste time talking about your church mission, history or vision. Direct them to your website or social-media pages. 

Be authentic

Address guests by their first names and talk to them as if you’re having a face-to-face conversation with another member or friend. Don’t try too hard - be your authentic self.

Tone down the church talk

Some visitors haven’t been to church in years and may become overwhelmed by too much spiritual talk. Keep your letter concise and to the point and ensure that you make your guests feel comfortable and open to conversation.

Be informative

Avoid jibber jabber and ensure that your letter is informative including your contact details as well as the website address for those who want to learn more about your church. Include a personal invite to contact you on your email address or phone number as this will emphasize that they matter to you.

Invite them to participate

Send them a personal invite to join you for your monthly luncheon at the pastor’s house or coffee after the Sunday service. You can also inform them of your weekly program at church or invite them to meet new people at an event. Be intentional to connect them with other church members and leaders. 

Extend your thanks

Never neglect to give thanks, whether it be through a handwritten note or a gift voucher, thanking guests for visiting your church makes them feel seen and appreciated.

Check out this email example you can use below:

Hi (add guest name)

Thanks so much for visiting us. We hope you’ve enjoyed your time with us. If you’d like to know more about our church check us out at (insert website address).  

We’d love to get to know you so if you’re free why don’t you join us for our monthly luncheon on the(date)at(time)at(location). Here you’ll get to meet some new faces and learn a bit more about what we do as a community.

And hey, just to show you how much we appreciate you we’d like to send you a gift. What is the best address?

If you have any questions or a specific request please don’t hesitate to contact me. 

Looking forward to hearing from you!

(Your name)

(Church name)
(contact info)


Sending emails through Elvanto Church Management Software makes this process simple when using a People Flows. Perks include email accountability via built-in reports and an email archive helping you keep record of all correspondence. 

It also features MailChimp integration which allows you to manage all email subscriptions for people in your church. Email in Elvanto works the same as any system you use, the only difference is that replies go directly to an inbox.

A great welcome letter is not only memorable but compels your guests to return for good.



Topics: ChMS, Church Communications