Health and Growth

5 Simple Ways to Keep First-Time Guests Coming Back

Leading someone to visit your church for the first-time is difficult. Encouraging them to return is even more challenging. But there are simple things you can do to keep visitors coming back.

5 Simple Ways to Keep First-Time Guests Coming Back
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Visitors at church feel awkward.

No visitor struts into a new church like a Sheriff in an Old Western Saloon.

He or she feels ...

  • Alone
  • Isolated
  • Unbelonging
  • Socially on the outside

If you’re a Christian, you’ve probably had this experience.

The last time I was a new visitor, I was fresh out of school looking for a new church that I could call home. I walked through the front door, not knowing anyone, but searching for a place to belong.

Many visitors arrive, experience, and leave—never to return—like ghosts.

Unless we specifically go out of our way to engage with someone, they will never be given the chance to know if your church is the best fit for them.

I’ve put together a list of five ways to help connect and build church community so that your visitors can become more than phantoms in your church—so that those who feel most awkward, isolated, and unaware are given the opportunity to be embodied, loved, and valuable.

#1. Say “Welcome!”

Do you have a welcoming team (or person)?

By opening up the lines of communication, the moment someone walks in the door can draw guests in.

Obviously, you’re not there to hunt them down and smother them with too much love.

But throughout the service, there are three ways you can acknowledge your visitors and make them feel welcomed.

  • At the door
  • During the service
  • After the service

At the door, you have an opportunity to give visitors a warm welcome (assuming they had a good experience finding your location and parking). Be sure to have someone available to keep an eye on first-time guests.

During the service, it’s a good idea to acknowledge first-time guests. One of the best times to do this is during your church announcements. Let visitors know you’re glad they’re there, lead them to take a next step, and invite them back again next week.

Finally, after your worship service, you can acknowledge visitors so that they leave feeling recognized, accepted, and loved. Have a team of people (or persona) available to meet people. Invite them to have coffee, introduce them to other people, and answer their questions.

What’s the one big idea?

Acknowledge visitors before, during, and after the service. If you don’t, you might be missing out on a valuable opportunity to welcome a new member into your church.

#2. Get contact information

Once you’ve acknowledged a guest  and you've introduced them to like-minded people in your church, be intentional in getting some form of contact information from them.

You don’t need to know their pillowcase thread count, but you should get as much information as you can. Some churches feel a bit creepy asking for information. But you  shouldn’t!

The person showed up.

They want to be known.

They want to be connected.

The important thing is to connect—make sure that if you get their information, you actually touch base with them personally.

Call. Email. Even better—text.

Keep it simple.

Ask for their name, contact number, and maybe an email. That’s it!

#3. Follow up quickly

Almost 90% of guests return for a second visit when someone reaches out to them within 24 hours after their first visit. Churches that understand the importance of engaging first-time guests are able to effectively lead them to becoming fully engaged members.

However, your follow-up needs to be genuine.

Don’t treat visitors like a number.

Be personal.

Be intentional.

And there is nothing quite like receiving a text message within 24 hours saying “we appreciated you visiting our church”.

Keep the follow up short but conversational.

#4. Invite them to a church event

The initial follow up was strategic, but a second contact can be the intentional connection that matters.

This is when you can start to build a relationship, provide them with specific information about small groups, and let them know how they can get involved in Church life. Almost every visitor wants to be a part of something where they can belong and contribute to.

By identifying individuals and following up with a step-by-step process, church management software can help you not only draw them back, but also connect with your church community.

#5. Send a short “thank you”

When someone gives money to your church for the first time, they’re investing in your vision and shows they may just be willing to be part of the congregation’s growth.

Having a church management software that helps you track first-time givers makes it easy to connect with them and express your thanks through an email or text message.

Why not thank them?

Send a text message or write them a note thanking them for believing in your church and for entrusting you with their resource that helps build the Kingdom of God in your City!

Interested in more practical ways you can thank your church?

Check out this episode of Tithe.ly TV:

Over to you

What steps does your church follow to make your visitors feel welcome, make them eager to return and give?

As it says in Luke 10: 27 “You shall love the Lord your God with all your heart and with all your soul and with all your strength and with all your mind, and your neighbor as yourself.”

Love on your visitors.

People know when someone is being genuine.

Be intentional.

Put the needs of your visitors first.

Adjacent to that, it is crucial to have a Church Management Software (ChMS) that can actually help you to track visitors and consistently implement these best practices in your church.

With Tithe.ly’s ChMS, you can unlock your first-time visitors’ potential, help them become a regular attending member, and cultivate lasting growth in your church.

Editor's Note: This post was written by Sarah Schelbach. Sarah helps out with customer success at Tithe.ly.

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]!
Sincerely,
[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.
Sincerely,
[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.
Sincerely,
[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.
Sincerely,
[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.
Sincerely,
[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.

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5 Simple Ways to Keep First-Time Guests Coming Back