One of the easiest ways a church can communicate with groups of members, guests, other churches or organizations is through typed invitations and letters. While each correspondence will communicate a different message with a unique purpose, churches can follow a basic format regardless of the situation. Following a simple structure ensures professionalism and consistency in communications, while also saving the writer time and effort.
Use or create church letterhead stationery. It should include the church logo, name, mailing address and other contact information--such as phone, fax, email and website--at the top of the paper.
Start the greeting on the third line below the letterhead.
Begin with a warm salutation such as "Greetings" or "Blessings."
Introduce the purpose of the invitation or letter. For example, "In anticipation of Thanksgiving, we would like to invite you to our Monday night Ladies' Group, where we will assemble food baskets for families in need."
Outline the purpose with a Biblical reference. For example, "As a church, we believe it is our duty to feed the hungry in our community. Remember Matthew 25:37-40: 'I tell you the truth, whatever you did for one of the least of these brothers of mine, you did for me.' "
Add any pertinent information. For example, "The Youth Group donated money from their last car wash to help fund the food baskets. We have plenty of turkeys, but donations of boxed or canned goods are welcome."
Give a specific date, time and location for the event or concern. "We hope you can join us on Monday, November 1, at 8 p.m. in Room 5."
Include the name and number of the person in charge. "Please call Mary Jones (555-5555) if you can join us or if you have a donation for the baskets."
Close the letter with "God Bless You."
Leave a space to sign your name.
Type your first and last name below the signature space.
Specify your title or affiliation with the church on the next line. For example, "First Church Secretary."
Items you will need
- Sign the master invitation or letter and make copies to mail.
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