Free template · ChurchoryFill in, print, or adapt freely
First-time guest follow-up plan
A week-by-week plan for welcoming someone after their first visit, so every step has a named person and nothing depends on "someone should".
How to use itFill in one copy per guest or household on Sunday afternoon. Put a name next to every step before Monday. Keep notes short and kind — this is a record of care, not a scorecard.
The guest
Name(s)
Date of first visit
Phone / email
How they heard about us
Children (names, ages)
Service attended
Met on Sunday by
Follow-up lead (one person)
The plan
| When | Step | Who | Done |
|---|---|---|---|
| Sunday | Write down their details and anything they shared (new to the area, kids, a prayer need). Pass them to the follow-up lead. | ||
| Within 48 hours | Send a short, personal thank-you — a text or email from someone they met, not a form letter. One question at most. | ||
| Week 1 | A pastor or elder sends a brief note or makes a short call. Offer one next step that fits them (a newcomers' lunch, a group, kids ministry info). | ||
| Week 2 | If they came back: greet them by name and introduce them to one or two people. If not: a friendly "we'd love to see you again" — no pressure. | ||
| Week 3–4 | Invite them personally to a small group, a serving team or a meal. Make the introduction to the group leader yourself. | ||
| Week 6 | Check in: are they connected to anyone? If yes, hand over to their group leader. If not, ask what would help. | ||
| Week 8 | Close the plan: record where they've landed (group, team, regular attender, moved on) and thank the people who helped. |
Good to remember
- One named person owns the follow-up. Others help; one person makes sure it happens.
- Respond to what they told you. A family with toddlers needs nursery information, not the men's breakfast.
- Don't send everything at once. Three messages in a week feels like a campaign.
- Respect a "no thanks" and stop — warmly.
Notes
Doing this in ChurchoryWith Sunday and Care, first-time guests from Sunday check-in land on a follow-up list, each follow-up is assigned to one person, and every touchpoint is logged. See Care and Sunday.
A free template from Churchory, church management software for small and mid-size churches. Use it, change it and share it — no sign-up needed. It is general guidance, not legal advice; check your own denomination's, insurer's and local requirements. More templates: churchory.com/resources.