TEMPLATES · WELCOME EMAIL

Church visitor welcome email templates.

Four emails to copy: one before a guest’s first Sunday, and three to follow up after. Fill in the brackets and send them from a real person.

BEFORE THEIR FIRST SUNDAY

The welcome email

Send as soon as someone plans a visit.

Subject We are glad you are coming Sunday

Hi [First name],

Thanks for letting us know you are planning to visit. We are looking forward to meeting you.

Here is what to expect:
- Services are at [9:00 and 11:00 AM] and run about [75 minutes].
- We are at [221 Armour Drive]. Park in [the north lot]; the main doors are right there.
- Kids [from birth through 5th grade] check in at [the desk in the lobby]. Someone will walk you over.
- Come as you are. You will see everything from jeans to suits.

When you arrive, look for [Name] at the welcome desk. I have told them you are coming.

If you have any questions before Sunday, just reply to this email.

[Your name]
[Role], [Church name]

WITHIN A DAY OF THEIR VISIT

Follow-up 1: Thank you

Send Monday, while Sunday is still fresh.

Subject Thanks for joining us Sunday

Hi [First name],

It was good to have you with us on Sunday. Thank you for coming.

Visiting a new church takes some nerve, and we do not take it for granted. If anything about Sunday was confusing, or you have a question about [Church name], reply and I will answer it myself.

If you would like to hear Sunday’s message again, or pass it to someone, it is here: [Sermon link]

Hope to see you again soon,
[Your name]

THREE TO FIVE DAYS LATER

Follow-up 2: One easy next step

Midweek, so it lands before they decide about next Sunday.

Subject An easy way to meet a few people

Hi [First name],

The best way to get to know a church is over a meal. Our next [Newcomers Lunch] is [Sunday, October 12, after the 11:00 service] in [the Fellowship Hall].

It takes about an hour: lunch, a few of our pastors, and time for your questions. No sign-up sheet gets passed around and nobody will ask you to join anything.

Save a seat: [Registration link]

If that date does not work, reply and I will let you know the next one.

[Your name]

ABOUT TWO WEEKS LATER

Follow-up 3: Where people connect

The last one. After this, the weekly newsletter takes over.

Subject Where people at [Church name] get to know each other

Hi [First name],

Sundays are where we all gather. Most friendships here start in [small groups]: [eight to twelve people who meet in homes during the week].

There are groups on [Tuesday nights in Midtown], [Wednesday mornings for parents of young kids], and [Thursday nights for young adults]. You can see them all here: [Groups link]

Not ready for that? That is completely fine. We will keep sending our weekly email so you know what is going on, and you can unsubscribe any time.

[Your name]

The welcome email, designed

Plain text is right for the follow-ups, which should read like a note from a person. The first one carries logistics, and those are easier to take in at a glance. In Butter, service times, address, parking, and a map are one ready-made section.

See all 21 sections or five full newsletter examples.

What to expect We would love to have you! Sundays at 9:00 and 11:00 221 Armour Drive, Atlanta Free parking in the north lot 221 Armour Drive

Visit Us 221 Armour Drive NE, Atlanta, GA 30324 Get directions

Before you send

Send it from a person. A name, and a reply address someone reads. Guests reply to people. They do not reply to “info@”.

Fill in every bracket. A real door, a real lot, a real name at the welcome desk. Specifics are what make a template read like a letter.

One ask per email. Lunch, then a group. Never both, and never the volunteer form in the first week.

Stop after three. Then the weekly newsletter takes over. Tell them it is coming, so it is not a surprise.

FAQs

If yours is not here, email us at support@butterhq.com.

When should a church follow up with first-time visitors?

Within a day. Most church follow-up guides put the first email inside 24 to 48 hours, while the visit is still fresh. Then one easy next step a few days later, and one more about two weeks out.

Who should a church welcome email come from?

A real person, with a name and a reply address that works. A pastor is ideal, but a welcome team lead is fine. An email from “info@” reads like a receipt.

How many follow-up emails should we send to visitors?

Three is plenty. After that, add them to your weekly newsletter, tell them you have, and make it easy to unsubscribe.

What should a church welcome email say?

What a first-time guest is nervous about: what time to arrive, where to park, which door to use, what happens with the kids, and what to wear. Then a name to look for when they get there.

Can Butter send these automatically?

Not today. Butter sends newsletters, not automated sequences. Planning Center People can send an email automatically when someone fills out a form, which suits a plan-a-visit card. Copy these into that, and use Butter for the weekly email they get afterward.

Then keep them in the loop.

After the follow-ups, your weekly newsletter does the work. Butter builds it from Planning Center. Free for 14 days.

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