It is only logical that a minister will have to communicate on various
issues to colleagues and superiors. These model letters will help the
minister to communicate a competent and positive image necessary for
productive interactions with ministerial colleagues.
11-1 / To Community Pastors about Inquiries & Requests: For
Participation in Community Service
This year, I am in charge of planning the community Thanksgiving
service, and I was wondering if you would care to participate. It is to
be held at Faith Memorial Church on DAY, MONTH XX, at 7:30 PM
At this point, I need someone to give the call to worship, the Scripture
reading, and the closing prayer. If you would be interested in doing any
of these, please contact my office as soon as possible.
We are anticipating a large crowd and a meaningful service. I do hope
you can join us.
11-2 / To Community Pastors about Membership Transfer
NAME has asked to unite with Community Church, and therefore has
requested that we contact you in order that his/her name be removed from
your church roll.
We are pleased to receive NAME into our fellowship, and are certain that
he/she will be an asset. Thank your for your prompt compliance with
his/her desire to transfer membership.
11-3 / To Community Pastors about Problems: Confrontation between Youth
In this touchy situation, the pastor takes care not to insinuate any
blame while urging the recipient to join with him in getting the
conflict resolved. While the tone is serious, it has underlying optimism
that things will work out.
I recently became aware of a situation of which I feel sure you would
want to be informed. At the city wide youth rally last week, NAME from
our church became involved in a fight with NAME and NAME from your
congregation. The result was a broken nose for NAME.
At this time, I do not know exactly what started this confrontation,
although I am certain that it was not entirely either side’s fault. I am
attempting to get to the bottom of this unfortunate situation. Perhaps
you will want to do the same. The parents of all these boys have been
notified about the fight.
Whatever caused the problem is really not the main issue in my eyes. I
find settling a disagreement in this way to be totally unacceptable,
particularly in the context of a Christian event like the rally. This is
not the kind of witness I want to present to the city.
Please call me at your convenience so that we can discuss what action
should be taken at this point. I am convinced that as believers, we can
work out this problem in a way acceptable to all involved.
11-4 / To Community Pastors about Relocation: Of Sender
I would like to inform you that as of MONTH XX, I will no longer hold
the position of pastor at Community Church. Having decided to go back
into teaching full time, I accepted an offer from Trinity Bible College
to serve as professor of New Testament. My family and I will be
relocating to that area sometime during the month of MONTH.
As pastor here, I have had the opportunity to work together with you on
a number of occasions. I would like to thank you for your cooperation
with me, and also for your support and friendship. You share my desire
to extend the Gospel to those who have not heard it, and I appreciate
Although I look forward to the new challenges that await me, I will miss
many aspects of the work here, and particularly the people, like you. I
pray that God will continue to richly bless your ministry and your
church as you work for Him. May I ask that you make welcome my successor
and help him in his adjustment to his new position? I am confident that
I can depend on you.
11-5 / To Community Pastors about Welcome
Welcome to CITY! As you begin your ministry at Faith Memorial Church, I
pray that God will guide and bless you.
Several times in the past, Community Church has joined with your
congregation in hosting a speaker or concert. It is my hope that such
ventures will continue. There are many people here who need to know the
good news about Jesus, giving us great opportunities to reach out. May
we unite with the other local pastors in doing the work that He has
called us to do.
I look forward to meeting you soon. In the meantime, I hope that your
adjustment to your new responsibilities will be smooth, and that your
family’s relocation will be as easy as possible.
11-6 / To National Denominational Officers about Introduction: Of Sender
Greetings in the Name of the Lord!
I am pleased to have recently been ordained in the denomination, and am
looking forward to a long and good relationship with you. Already, I
have heard many favorable things about how the leadership in the church
really cares about each individual pastor and makes every effort to help
In addition to my position as pastor at Community Church, I do some
writing for Christian magazines. I have been asked to write a brief
history of the denomination for MAGAZINE NAME and I would like to ask
for your assistance.
In the five years that I have been submitting manuscripts for
publication, I have sold over thirty of them to Decision, Leadership,
Key to Christian Education, and others. I enclose copies of several of
my published articles. Also, I have attended two nationwide Christian
writers’ conferences, and am active in a writers’ club which meets in
My wife NAME and I met at UNIVERSITY NAME, from which I received a
degree in journal ism before going on to seminary. We have been married
for four years.
Now that I have told you a little about myself, I would appreciate it if
you could forward some information to me about our founder and the early
years of his ministry. I have a MONTH XX deadline for this article, so I
need your help as soon as possible.
Thank you again for anything you can send me. If you want to check out
my credentials any further, feel free to contact my bishop, NAME, or my
seminary advisor, NAME, ADDRESS.
11-7 / To National Denominational Officers about Problems: Lack of
Cooperation with Sender’s Member
One of the members of my congregation, NAME, is in the process of
writing an article about homosexuality for publication in a national
Christian magazine. As part of his re search, he is contacting a number
of denominational headquarters to discuss this issue with some of the
leadership of various churches. Although he has tried to reach you on
several occasions, he has had no success.
Might I ask for your cooperation in this matter? I realize that you have
a great deal of responsibility in your position as general supervisor of
the denomination, and that you are extremely busy. However, what Mr.
NAME wants would only take ten minutes on the phone. A faithful member
of our church, he is trying to do his job well, and I know his
motivation is to bring glory to Christ through his writing. His
credentials as a writer and as a believer are excellent.
In addition, I feel that his including our denomination in his
manuscript would give us some favorable publicity. I do hope that you
can cooperate with him; it would mean much to both him and myself.
11-8 / To National Denominational Officers about Reports: Attendance
Enclosed you will find Community Church’s Monthly Report.
Church Monthly Report
MONTH XX, 200X
Church Code Number 0000
ADDRESS, CITY, STATE ZIP
Rev. NAME, Pastor, ADDRESS, CITY, STATE ZIP.
NAME, Church Secretary, ADDRESS, CITY, STATE ZIP.
NAME, Church Treasurer, ADDRESS, CITY, STATE ZIP.
Church Ministry Record
Church Services Day Time Average Attendance AM Sunday 10:30 AM 612 PM
Sunday 7:00 PM 402 Midweek Wednesday 7:00 PM 367 Christian Education
Sunday school Sunday 9:15 AM 246 Youth Fellowship Thursday 7:00 PM 56
Men’s Ministries Prayer Breakfast Saturday 7:30 PM 95 Monthly Meeting
Tuesday 7:00 PM 146 Women’s Ministries Bible Study Tuesday 10:30 AM 39
Monthly Meeting Thursday 7:30 PM 165 Evangelism Approximate number of
calls made through visitation outreach: 79 Decisions for Christ: 41
Water Baptisms: 12 Church Membership Previous Month: 897 New Members: 59
Deaths/Withdrawals: 23 Total Members: 933 Active Members: 701 Inactive
Members: 232 Date of last membership meeting: MONTH XX, 200X. Date of
last council meeting: MONTH XX, 200X. 11-9 / To Other Denominational
Pastors about Introduction: Response
Thank you for your recent letter introducing yourself. I am delighted to
have you as a welcome addition to our conference, and I am certain that
you will find our denomination to be a framework in which you and your
ministry may blossom.
Concerning your question about area resources, I can offer you little
help in the areas of substance abuse or domestic violence. You might
want to contact NAME, ADDRESS, pastor of the CITY Community Church, who
has worked in these areas for some time.
As far as fighting pornography, I have been quite involved in this for
the past several years. After organizing a local group called NAME I
served as president for the first year and now am on the board of
directors. I have also been asked to serve on a state task force
studying the results of pornography, and I have done extensive research
into the problem, its effects, and possible solutions.
With this background, I do a good bit of speaking on the subject, and
would be more than willing to come to your city if you are interested.
Another possibility is that I could forward some information to you.
Please let me know what you want.
Again, let me say how pleased I am to have you join the denomination and
also our conference. In my eighteen years in this area, I have received
nothing but encouragement from the denominational officers with whom I
have worked. I am confident that you will have the same experience.
11-10 / To Other Denominational Pastors about Inquiries & Requests
Since many might not be familiar with the difficulty of adopting a
healthy infant nowadays or with the concept of private adoption, this
letter goes into a good bit of detail. Another less personal way to
handle some of it would be to include a brief résumé of the couple. In
that case, the pastor’s letter would be one of recommendation and
perhaps a short explanation of private adoption.
I am hopeful that you will be able to help me with an important request.
A couple in our church, NAME and NAME, are looking for a baby to
privately adopt. Perhaps you know that adopting an infant these days is
extremely difficult, due to the small number given up for adoption.
These dear people have been trying for over three years to bring a child
into their family through adoption, but they have had no success. At
this point, they are turning to their brothers and sisters in Christ to
Maybe you have an unwed mother to be in your congregation or you know of
one. Has she considered private adoption? Legal in our state (and almost
all others), it is handled through a lawyer with no agency involved. The
adoptive parents pay for the mother’s medical expenses as well as the
legal costs, and the birth mother has the assurance of knowing her child
will be brought up in a loving Christian home by parents who very much
The NAME s have been active members of our congregation for eight years,
during which time they have been involved in youth ministry, teaching
adult Sunday school, and serving on the church council and several
committees. I feel they have a stable marriage, good jobs, financial
security, and l can highly recommend them as excellent prospective
If you know of anyone who might be willing to consider giving up a baby
for adoption, or you would like more information about private adoption
or the NAME s, please contact me. This couple has gone through a
difficult time waiting for God to bring them the desire of their hearts.
I believe it is very much in order to seek the child for them within the
Body of Christ; as we minister to each other’s needs, we are all helped.
Thank you for your consideration.
11-11 / To Other Denominational Pastors about Membership Transfer
Recently, we were saddened to lose NAME and NAME as active members of
Community Church, due to their move to CITY, STATE. However, they have
informed us that they now desire to unite with your fellowship in their
We are pleased that they have found a church with which they feel
comfortable, and we trust that they will prove to be a blessing to you
as they have been to us in the past. This letter officially terminates
their membership with us, and we gladly leave the NAME s in your hands,
trusting that their joining with you will advance the Gospel.
11-12 / To Other Denominational Pastors about Recommendation: Giving a
The letter writer’s enthusiasm shows through here. Note how the
candidate’s achievements both in the classroom and in her personal life
I understand that you are considering Mrs. NAME for the position of
teacher at your nursery school. I would highly recommend her.
Mrs. NAME served as our teacher for three year olds for a period of four
years. During that time, she demonstrated a deep love for children,
sensitivity in dealing with parents, and ability as an educator. She is
innovative and dynamic in the classroom, and she patiently and
skillfully handles each situation in a flexible manner. In addition to
being popular with the children, she is well liked by the rest of the
Perhaps more importantly, Mrs. NAME is a committed Christian who has
been a faithful servant to her Lord for a number of years. She is truly
an example of how to live for Jesus. Although she taught full time at
the school, she was also quite active in the church, singing in the
choir, leading a youth Bible study, and serving as an officer in the
women’s group. Had she not relocated due to her husband’s transfer, she
would continue to be employed by us.
If you have any further questions, I would be happy to discuss them with
11-13 / To Other Denominational Pastors about Relocation: Of Recipient
I recently heard that you are being reassigned to Community Church in
CITY, STATE. Congratulations on your new assignment! I am certain that
it will prove to be a challenging and rewarding experience for you.
Naturally, lam sorry to hear that you will be leaving our area. I have
enjoyed working with you on the projects we have done together, as I
have been encouraged by your friendship.
May God continue to guide you as you pursue new fields of ministry, and
may He bless your life richly. If ever I can be of any service to you in
your new location, please don’t hesitate to contact me.
11-14 / To State/District Denominational Officers about Recommendation:
We are considering the application of Rev. NAME for the position of
youth pastor at Community Church. Would you please forward to me any
information you have on his years as youth pastor at Community Church in
CITY, STATE? We are particularly interested in knowing the following:
1. His relationship with the senior pastor: Was he cooperative and
supportive? Did he tend to get problems out in the open or keep them
2. His relationship with the district: Was he active in district youth
activities and did he encourage participation of the youth? Did he seem
to uphold the beliefs of the denomination? Is he well regarded in the
We have already received a reference from the senior pastor he served
under, and so far, we believe that he might be the one for the job.
Nevertheless, several board members wanted more information from a
source outside of the church where he previously ministered. There fore,
we would appreciate your response as soon as possible.
11-15 / To State/District Denominational Officers about Reports:
Here is our monthly financial statement as you requested.
Community Church Financial Report
Checking Accounts Beginning Balance ______________
Tithable to District
Church offerings ______________
Sunday school offerings ______________
Bequests & Gifts ______________
Missionary offerings ______________
Special offerings/visiting speakers ______________
Building Fund offerings ______________
Bible college offerings ______________
Designated Fund offerings ______________
TV Ministry ______________
Music Ministry ______________
Tape Ministry ______________
Grand total of all incomes ______________
Church Extension Tithe ______________
Bible Colleges ______________
Camp Offerings ______________
Local benevolence ______________
Loan payments: principal/interest ______________
Property insurance ______________
Equipment and Furnishings ______________
Church Facilities ______________
Building Improvements ______________
Children, youth, adult ministries ______________
Sunday school ______________
Radio & TV programming ______________
Office operation ______________
Church vehicle operation and maintenance ______________
Church vehicle insurance ______________
Sr. pastor salary ______________
Other salaries _______________
Payroll taxes ______________
Personnel insurance ______________
Retirement/social security ______________
Staff housing ______________
Designated Funds ______________
Visiting Speakers (honoraria and expenses) ______________
Grand total of expenses ______________
Ending Balance ______________
Total of above two amounts ______________
Name and address of bank ______________
Beginning balance ______________
Interest added to savings ______________
Ending balance _______________
Combined Checking and Savings Balances by Department:
Sunday school _______________
Children, youth, adult ministries _______________
Convention fund _____________________________
Building fund ______________
Total combined balances ______________
Accounts payable ______________
Property and notes ______________
11-16 / To State/District Denominational Officers about Welcome: To New
Congratulations on your recent appointment as our district supervisor! I
am delighted to welcome you to our area, which I am confident you will
find to your liking. In this district, there are plenty of devoted
pastors, dedicated church members, and enthusiasm for the Lord’s work.
We are eager to press on with it under your leadership.
I enjoyed a good relationship with your predecessor Rev. NAME, and I am
anticipating developing the same sort of relationship with you. With
your extensive background in ministry and administration, you will
certainly add much to the district.
Again, let me welcome you and add that if I can do anything to help in
your adjustment to your new position, don’t hesitate to call. I look
forward to meeting you and your family in the near future.