Health and Growth

5 Surprising Ways Church Management Software Can Help You Lead a Healthy Church

Administration is the backbone of your church. Here are five ways church management software can help you build a healthy church.

5 Surprising Ways Church Management Software Can Help You Lead a Healthy Church

Administration is the backbone of your church.

It’s what helps your church to …

  • Gather people together for worship
  • Keep track of giving
  • Lead people to join small groups or Bible studies
  • Run events
  • Effectively communicate

Without proper administration, leading your church is difficult if not impossible.

It’s hard to stay in touch with your members, and you’ll always feel behind and stressed out with everything going on.

Enter church management software

There’s general agreement that church management software (ChMS) is a vital tool for church administration. Instead of relying upon sticky notes, spreadsheets, and group text messages, you can store everything you need in ChMS and share it with your staff and volunteers.

To show you what we mean, here are five surprising ways church management software can help you lead a healthy church.

#1. Engage first-time guests

Leading someone to visit your church for the first time is difficult.

Encouraging a visitor to return for a second time can be just as challenging.

How you help a visitor become an active participant in the life of your church is vital. This process (what’s called church assimilation) can make or break your church in the long run.

Church management software makes it easy for you to track first-time guests, save notes, and to connect with them after they visit.

#2. Share open communication

Open communication is essential in every relationship—especially in the church.

As a church leader, you need to be able to communicate with people one-on-one as well as with groups easily.

Having access to everyone’s information is one thing.

Quickly connecting with a group of people (leadership, staff, volunteers) is another thing.

Thankfully, you don’t have to rely on group text messages or a group chat on Facebook.

ChMS makes individual and group communication a snap.

You can stay in touch with individual members, groups, or send a message to your entire church via email or text (SMS) message, which makes it easy to keep everyone in the loop with the latest happenings.

#3. Provide pastoral care

As a pastor, you care.

You care about …

  • Reaching your community for Christ
  • Tending to the well-being of your church members
  • Being up-to-date about the family of your church members
  • People participating in your worship services and small groups

As a pastor, you also know it’s difficult to care for people.

Not only is your time limited.

But it’s also challenging keeping up with the latest happenings in everyone’s life.

To make it easier to care for your people, church management software empowers you to focus on your people. It’s an all-in-one tool that allows you to add personal notes, keep track of attendance and giving, and know where people are serving or if they’re involved in small groups or Bible studies.

Know what else?

You can easily share your notes with another member of your staff if he or she needs to step in and help out.

#4. Save you time

It’s rare to find a pastor (maybe you?) who doesn’t feel the need to be more organized.

In your church, you have a ton of balls to juggle.

Not only do you need to prepare your sermon, organize your worship service, and provide pastoral care. But you also have to make sure that the life of your church continues to function. As you know, there’s a tremendous amount of administrative work involved.

ChMS will reduce your stress by simplifying your administration.

With church management software, you can:

  • See the data you need
  • Plan your worship services
  • Run reports
  • Track giving
  • Manage events
  • Stay up-to-date with volunteers

We know administrative tasks may not feel “spiritual” or rewarding.

But we also know that as you run a well-oiled church that you will experience the blessing of being organized, and taste the fruits of your growth.

#5. Lead volunteers effectively

Volunteers are the hands and feet of your church.

Without them, your church would cease to exist.

Keep this mind:

Volunteers are volunteering their time.

They’re making a sacrifice to do whatever they’re doing.

It’s easy to take this for granted in the church.

Why bring this up?

When you make it easy for people to volunteer and empower them with whatever they need to succeed, then your volunteers will be thankful for your support.

To better manage your volunteers, church volunteer management software is vital.

ChMS helps you to …

  • Schedule volunteers
  • Send volunteers messages from one location
  • Track volunteers interests and skills
  • Plan your worship services

Keeping everything in one place for volunteers makes is easy for them to know what’s going on. They don’t have to write emails, make phone calls, or send last-minute texts to find out the information they need.

Volunteers can keep track of their work in church management software.

Over to you

Don’t allow lousy administration tools to make your life difficult.

There’s no need to create unnecessary stress in your life by using dated tools.

With church management software, you can  …

  • Maximize your time.
  • Empower your staff and volunteers.
  • Create an open line of communication with everyone in your church.

Don’t worry about busting your budget, either. Church Management is super affordable for churches of any size.

Why Write Church Donation Letters?

In a previous blog post, I shared the different ways your church can thank donors—from automated emails to year-end giving reports. Printed donation letters also play an essential role in your church’s stewardship efforts.

Donation letters are the Swiss Army knife of your church’s gratitude arsenal. It may not be the most powerful—but it’s versatile, handy, and gets used often.

Your basic church donation letter can serve many different purposes, including:

  • Acknowledging that you received a donation
  • Thanking the giver for being generous with their finances
  • Sharing other ways the person can support your church
  • Allowing the donor to write the gift off on their taxes
  • Encouraging supporters to make recurring donations
  • Requesting future donations from church members

A single, well-crafted donation letter can pull together several of these things simultaneously. Better donation letters lead to more giving, which leads to more donation letters—thus creating a cycle of on-going church generosity.

Church Donation Letter Samples

Here’s the good news—you don’t have to write an individualized letter for every person who gives to your church. That would be tough to do for even smaller churches. And most donors don’t expect you to. They’d rather you be putting their gift to better use in the community, instead of ceaselessly writing thank you notes.

With the possible exception of some unique circumstances, your church can use template language for the majority of your church donation letters. You’ll have to add in custom details like the donor’s name and gift amount, but you can write everything else in advance.  

To make this even easier on you, here are a few basic church donation letter templates you can copy and paste. Keep in mind that not all of these have to be in print—you could just as easily turn some of these samples into email appeals.

1. Donation Acknowledgment Letter

The Donation Acknowledgement Letter is a basic way you can confirm and affirm a monetary gift to your church. Sending these is standard practice in church and nonprofit culture.

Dear [first name],
I want to personally thank you for your donation of [gift amount] to [church name]. We’re honored you would bless us with your generosity. Donations like yours make a big difference in the work our church is doing in the community.
Without givers like you, our church can’t have an impact or influence in our community. With your support, we’re partnering with local nonprofits, sending out global mission trips, and hosting small groups on topics that help real people like you. Together, we can make a difference.
Because we’re a tax-exempt nonprofit, you also get to write this donation off on your taxes. This letter serves as official proof of your donation, so keep it in your records come tax season. At the end of the year, we’ll also send you an annual recap with how much you’ve given to the church.
Thank you for supporting [church name]!
[your name]

2. Donation Request Letter

Not every church member realizes the importance of giving, or understand Bible verses about tithing and giving.  So a Donation Request Letter helps to spread that awareness and encourage a spirit of generosity.

Dear [first name],
How are the finances in your household? That was a rhetorical question, so you don’t have to answer—besides, this is a letter so we wouldn’t hear you anyway. But we still want you to think about that question.
Money is a uniquely human issue, one we all struggle with to one degree or another. Even if you’re financially blessed, you still have the burden of stewarding your money wisely. And we believe that one of the best ways to invest your money is into the local church.
Tithing (giving 10% of your income) on a regular basis not only supports the work we do at [church name]. It doesn’t just support local missions and community growth. It also shows an obedience to God by making his work a financial priority in your life.
So if you find yourself ready to put God first in both your heart and your wallet, we encourage you to make a one-time gift or sign up to make recurring donations. That way, you won’t have to ever wonder again about the financial status of your household.
[your name]

3. Monthly Giving Letter

Many church donations aren’t just one-time gifts. Plenty of givers contribute monthly—and that should be acknowledged.

Use this template to correspond with recurring givers.  

Dear [first name],
Thank you for being an active and faithful member of our church community. By giving to our church on a monthly basis, you’re showing that our church has a meaningful place in your heart. We just wanted to write this to let you know that you’re in our heart, too.
Donating to the church monthly allows us to preach the gospel, make disciples, and support others in our community who need help. Others like the local food bank and the nearby homeless shelter. We’re answering the cry of the needy, and it’s all thanks to contributors like you.
We earnestly appreciate your ongoing support and want to let you know we’re here for you. If there’s ever anything we can do for you and your family, don’t hesitate to reach out. You are a valued member of our church family. And you’re financial support is making a difference.
[your name]

4. Year-End Giving Letter

At the end of each year, it’s customary to give your church supporters a summary of their gifts. The primary reason is for tax purposes, but it’s also a way to recap everything your church has done over the past year with their support.

Dear [first name],
You’re getting this letter because you gave to [church name] at some point during the past year. That might have been a one-time gift, or recurring donations. Either way, we want to thank you for your generous support. Every contribution helps.
One of the official reasons for this letter is for tax purposes. That’s right—you get to write these donations off on your taxes. Which is why we’ve included a summary of all the contributions you’ve made to our church this year.
But the other reason for this letter is to let you know what we’ve done with the money you gave. We take stewardship very seriously, which means we value spending our time and resources wisely.
During the year, our church supported local nonprofits, sent global missions teams, and baptised quite a few people. It was a great year for us—thanks in large part to donors like you.
So thank you for your support of our church, and we hope you’ll consider continuing to contribute to our mission in the coming year.
[your name]  

5. Church Fundraising Letter

Sometimes you need to make a more significant financial push using tried and true church fundraising ideas. Some churches call this a Stewardship Campaign or a Church Capital Campaign. Either way, the goal is to raise a certain amount of money for a big project. And typically, a solid letter of appeal is an integral part of that.

Dear [first name],
God has a plan for everyone and everything. That includes you, and it includes [church name]. None of us can fully know God’s plan—the best we can do is pray and listen for clarity. Our church leadership has been doing just that and are excited to announce our latest church project.
[Detail the outline of the major church project—this could include a building campaign, or raising support for a global mission trip. Anything specific to your church that requires a fundraising letter. Be sure to include a fundraising goal so everyone knows what you’re shooting for.]
But we can’t pull this off without your support. Whether you give to the church on a regular basis, or just attend on occasion, we’re asking you to consider contributing to this massive undertaking prayerfully. It’s something we need our entire church community’s help with.
Even if you can’t make a large gift, know that every little bit helps. It’s more about coming together as a community united behind a common cause. We hope that you’ll consider making a donation towards this great step forward that we’re making together.
[your name]

Tips when writing church donation letters

It’s not enough to just copy and paste this content and send away. The key to an effective church donation letter is a touch of personalization. Follow these tips to take your donation letters to the next level:

  • Examples: Add specific examples of how your church will use the donation. Tell a story about the work your church is doing in the community and connect that with giving.
  • Personalization: For regular donors, don’t be afraid to add a short, handwritten personal note. This shows that you’ve singled them out with praise.
  • Timeliness: Sending donation letters quickly reminds people you’re thankful for them. But this also takes organization and efficiency. All the more reason to use pre-written templates.
  • Storytelling: Everything is better with stories—including donation letters. Weave in a specific narrative of how your church is making a difference and how the money will be used.

There’s no one right or wrong way to write a donation letter or request contributions. You’ve got to do what is right for your church and congregation. But if you stick to these general tips, you’ll probably start to see some traction when it comes to giving.

What’s next?

Most people don’t love talking about money in church. But it’s a necessary and vital part of your church. And maximizing your efforts when it comes to donation letters will help make those conversations more comfortable. So what do you do next to put this into effect?

  • Customize these letters: Take the samples above and make them work for your church. Personalize the content. Remove the stuff that doesn’t sound genuine and add in stuff that does. Remember that these are just a starting point.
  • Create some systems: Develop processes that make it easy for you to replicate sending donation letters. Use a letter template that allows you to drop in names and details. Then develop guidelines for when these letters will be sent out.
  • Empower a champion: Find out who is going to be responsible for making these letters happen. Rather than thinking of this as adding more work to their plate, think about how you can elevate their work. This could be a staff member, or a volunteer.
  • Start sending: All of this will be for nothing if you don’t actually send out the letters. Take the time to get it right and get them into the hands of your church donors.

And if you’re looking for ways to grow your church’s giving capacity, Tithely can help.

We provide several different ways your church members can support your church financially—from online giving, text to give solutions, and giving kiosks.

Tithely’s systems make it as easy as possible for people to give to your church. Now all you need to start doing is generating a culture of gratitude. There’s nothing standing in your way. Go unleash generosity in your church.

How does your church use donation letters to spread generosity? Share your thoughts in the comments below!

Editor's Note: This is a guest post from Robert Carnes. Robert is a writer and storyteller. He's the author of The Original Storyteller: Become a Better Storyteller in 30 Days. A former church communicator and nonprofit marketer, Robert works as a managing editor for Orange in Atlanta.


5 Surprising Ways Church Management Software Can Help You Lead a Healthy Church