Free first-time guest follow-up template
This free first-time guest follow-up template is a printable, week-by-week plan for one guest or household: what to do on Sunday, within 48 hours, and in weeks 1, 2, 3–4, 6 and 8, with a named person and a done box for every step. It is designed so follow-up depends on one owner, not on "someone should".
What is in the guest follow-up template?
The printable page has three parts:
- The guest: name, date of first visit, contact details, how they heard about the church, children, the service they attended, who met them, and the one person who leads their follow-up.
- The plan: a table of steps with When, Step, Who and Done:
| When | Step |
|---|---|
| Sunday | Write down their details and anything they shared, and pass them to the follow-up lead |
| Within 48 hours | A short, personal thank-you from someone they met, not a form letter |
| Week 1 | A brief note or call from a pastor or elder, with one next step that fits them |
| Week 2 | If they came back, introduce them to one or two people; if not, a friendly no-pressure note |
| Weeks 3–4 | A personal invitation to a small group, a serving team or a meal |
| Week 6 | Check whether they are connected to anyone, and hand over to a group leader if so |
| Week 8 | Close the plan and record where they have landed |
- Good to remember: one owner per guest, respond to what they told you, don't send everything at once, and respect a "no thanks".
How should a church use it?
Fill in one copy per guest or household on Sunday afternoon, and put a name next to every step before Monday. Keep notes short and kind: it is a record of care, not a scorecard. Our week-by-week guide to first-time guest follow-up explains the thinking behind each step.
Can software do this for you?
Software can make sure nobody is forgotten, but a person still has to reach out. In Churchory, Care assigns follow-ups to a named person, and with Sunday, first-time guests recorded at Sunday check-in land on the follow-up list automatically.
Questions about the first-time guest follow-up plan
How soon should a church follow up with a first-time guest?
Within 48 hours. A short, personal thank-you from someone the guest actually met matters more than a polished letter a week later.
Who should own first-time guest follow-up?
One named person per guest or household. Others can help, but one person makes sure each step happens.
Is the template free to change and share?
Yes. Print it, edit it and share it; no sign-up is needed.