A pastor is a church leader, providing spiritual guidance for your congregation. When it's time to look for a new one, you need to handle the search process carefully. Keep candidates in the loop with our recruitment templates for churches.
As with any applicant, churches should keep pastors updated at every step of the hiring process. They should receive communication on whether you're moving on or if they made it to the next round. These interactions will preserve the church's reputation and ensure your best candidates know they are still being considered.
However, the recruitment process can be lengthy. According to a Northone article, most open positions take an average of 42 days to fill. You may not have time to write messages and letters to every applicant. Pastor search committee sample letters make the process quicker and easier.
Notes for Sending Church Hiring Letters
Any church hiring communication you send via mail should be printed on church letterhead. Enclose the letters in a plain white envelope and list the church's return address, unless you have envelopes with your church logo printed on them.
However, instead of listing the church name as the sender, list the name of the head of the pastor search committee. This will help ensure confidentiality.
If you use emails instead, include church branding and visual recruitment templates for churches in your communications.
The following sections will provide guidelines for pastor search letters.
Table of Contents
- Resume Received
- Rejection Letter to a Pastoral Candidate
- Continued Consideration as a Candidate Letter
- Letter to the Pastoral Candidate's References
- Form for Pastoral Candidate's References
- Second-Level Notice of No Further Consideration
- Sermon Evaluation Form for the Candidate Finalists
- Authorization for Release of Records
- Complete Kit for Hiring a Pastor - FREE Templates Included
1. Resume Received
Our first pastor search committee sample letter acknowledges the receipt of a resume. You shouldn't leave candidates wondering if their resumes made it to your search committee. Here are some pastoral recruitment sample letters that will provide the required assurance.
Example One
Dear (Pastor, Father, Rev..) (insert name here),
Thank you for your resume. We are still in the initial stages of determining our church's needs and praying to God that he will lead us to the right candidate for the job. We will keep you in the loop as we move forward.
If, during this time, God does lead you to another path, please send us a message letting us know, and we will remove your name from our search.
God Bless,
Your brothers and sisters in Christ
(Chairman name), (Church name) Pastor Search Committee
Example Two
Dear (title) (insert candidate name),
Thank you for your resume and interest in the open position on (insert church name)'s pastoral team. Our pastor search committee is in the process of reviewing all the candidates. We will begin reaching out to candidates we believe would be a good fit for our church in the next (number) (days or weeks).
We will keep you posted on the status.
Thank you for your time,
(Chairman name)
(Church name) Pastor Search Committee
2. Rejection Letter to a Pastoral Candidate
These pastor search committee sample letters should be sent after the first round of applications to candidates who didn't make the cut.
Example One
Dear Pastor or Reverend (insert name here),
Our pastor search committee at (insert church name here) received your application for our open (pastor/reverend) position.
We have been working hard to determine what candidates will best meet the needs of our congregation. We have talked to our members and spent time in prayer together.
This task is difficult, but we believe God calls us to consider other candidates. We know that He has great plans for you. We appreciate your interest, and we thank you for the work you're doing to further the Kingdom.
Your brothers and sisters in Christ,
(Chairman name), (Church name) Pastor Search Committee
Example Two
Dear (Pastor or Rev.) (insert candidate name),
Thank you for applying for a pastoral position at (insert church name). Unfortunately, we cannot bring everyone who indicated an interest in our church onto our team.
We've spent time praying and evaluating our church's needs, and we have decided to pursue other candidates.
We appreciate your interest and pray that God will guide you as you continue to seek His direction.
Thank you,
(Chairman name), (Church name) Pastor Search Committee
3. Continued Consideration as a Candidate Letter
The following pastor search committee sample letters are for candidates you want to continue pursuing.
If you want to proceed in the hiring process, you'll enclose an evaluation questionnaire with this mailing that includes questions about the candidate's walk with Christ and professional skills. You may also include a sample interview invitation for pastors.
Example
Dear (Reverend or Pastor) (insert candidate name),
Over the last few weeks, our pastor search committee has been working hard to discern the needs of our congregation. We spent a lot of time praying and in conversation.
With prayer and the needs of our congregation in mind, we have reviewed candidates for our open pastoral position. We feel that you are a candidate who could serve our church well.
We would love to hear more about who you are, so we have enclosed an evaluation questionnaire for you to complete. Please take the time to reflect and pray on the questions and return the information to us within (number of days).
When we receive your completed evaluation, we will take it as a sign that you are still interested in our church. Please complete it within (X) days. If you're no longer interested in the position, please let us know.
Once we have received your evaluation, we will contact your references to learn more about you.
Your brothers and sisters in Christ,
(Chairman name), (Church name) Pastor Search Committee
4. Letter to the Pastoral Candidate's References
Hopefully, your candidate included references on their resume; if not, ask them to provide them. These pastoral leadership recruitment letters will go to the references along with a questionnaire that allows you to better understand the candidate's skills, and characteristics.
Include a pre-stamped, self-addressed envelope for their convenience or better yet, send it by email.
Example
Dear (Mr, Miss, Ms or Mrs.) (insert name here),
You have been listed as a reference for (insert candidate name). They are currently a candidate for a pastor position at (insert church name).
Our pastor search committee is contacting you because we are interested in your evaluation of them. After receiving your responses, we will proceed with further consideration of this candidate.
Please see the attached survey and provide an honest and unbiased opinion of (his/her) current and/or past ministry to the best of your knowledge. Your comments will be kept confidential.
We appreciate any insight you can give us beyond the questions asked, both positive and negative.
Please return this reference within (number of days). Thank you for your help, and please join us in prayer as we decide what honors God for our church.
Your brothers and sisters in Christ,
(Chairman name), (Church name) Pastor Search Committee
5. Form for Pastoral Candidate's References
Sample letters for pastor search committees will guide you in sending communication to your candidate's references. Make sure you leave enough space for them to answer the questions.
You can encourage them to add extra sheets if needed, but starting with a strong, professional pastor invitation letter sets a solid foundation upon which to build.
Example
Personal Reference Information form for the Pastor of (insert church name)
(Insert church address)
Reference of: (insert candidate name)
Form completed by: (reference name)
Please help our pastor search committee by answering the following questions. Feel free to attach extra paper or write on the back if you need more space. All answers will be kept confidential.
- How long have you known the candidate?
- What is your relationship?
- What are their strengths as a pastor?
- What are their weaknesses as a pastor?
- Have you worked in the ministry with this candidate?
- What capacity (i.e., deacon, choir, convention, member, Sunday school, discipleship training, etc.)?
- How were their interactions with you and others in the abovementioned ministry?
- How does their family support and contribute to their ministry?
- Do the candidates' sermons have substance?
- Are his/her sermons biblical?
- Do sermons hold the attention of the congregation?
- What is one thing God has impressed on your heart recently from the candidate’s sermon?
A pastor holds many responsibilities within the church, and each of these responsibilities is essential to the ministry. We have listed several below. Please rank them based on what you believe are their greatest strengths (indicated by the number 1).
For example:
- Administrator
- Community relations supporter
- Counselor
- Denominational relations
- etc.
Responsibilities:
- Administrator
- Community relations supporter
- Counselor
- Denominational relations
- Evangelizer
- Leader and Shepherd
- Missionary vision
- Prayer and worship leader
- Proclaimer
- Student
- Visitor
Please see the attached sheet for further explanations of the responsibilities listed above.
Administrator
Administrators are responsible for managing the church and its people. They lead the church, control the flow of information, plan for its future, and guide it on the right path. They are responsible for the smooth operation of the church, including its business and people.
The pastor should have administrative skills to manage deacons, junior pastors, volunteers, and other church staff who create and guide that vision.
Community Relations Supporter
Pastors are not only in charge of providing services and adding to the congregation but also care for the community. The pastor should attend church meetings and visit community centers to spread the Word of the church. Being present in the community enables them to notice any problems that might be going on and come up with solutions.
Counselor
The Pastor is supposed to guide church members and provide insight on personal, family, and even business problems. He or she should be there for them when they need help. The pastor should be able to listen to people, understand their problems, and provide biblical advice.
Denominational Relations
The pastor needs to be involved with the church and the denomination. They should know what happens in the denomination and what is supposed to happen. The church leader should understand the denomination's policy and procedures and know how to answer questions on behalf of the church.
Evangelizer
Evangelism is one of the most important roles of the pastor. They need to have a passion for sharing the Word of God. The pastor should actively go into the community and share their belief with others.
Leader and Shepherd
The pastor should be a servant leader and shepherd, ensuring that everything aligns with God's plan and that God's purpose for the church is being accomplished.
Missionary Vision
The Pastor should also have a missionary vision. They should strongly desire to tell people about God and His love for them. The pastor should also recognize that missions start in your backyard, establishing a connection to religion at home.
Prayer and Worship Leader
The pastor should be a passionate and dedicated prayer and worship leader. They should participate in the church's prayer, worship, and evangelistic activities.
Proclaimer
Every pastor has to proclaim God's Word. They should have a passion for reading, studying, and preaching it. If their sermons have substance and hold the congregation's attention, they likely have the skill of proclamation.
Student
The pastor should always be learning and studying. They should be students of other pastors and of books that help them in their duties, and be invested in their personal time with God and studying the Bible.
Visitor
The pastor should visit the church's members, the sick, the homebound, and the needy in times of joy and despair. They should be able to relate to members and be approachable.
6. Second-Level Notice of No Further Consideration
If you've received evaluations and references and further narrowed down your selection, let candidates know if they won't move on. This pastor search committee sample letter serves that purpose.
Example One
(Rev. or Pastor) (insert name here),
We appreciate the time you have dedicated to our process so far. We continue to pray and have narrowed down potential candidates that may step into the role of Pastor at (insert church name).
At this time, we feel God is leading us in another direction. We will continue to pray for you and that God's will is done in your life. We know that He has great plans for you.
Your brothers and sisters in Christ,
(Chairman name), (Church name) Pastor Search Committee
Example Two
Dear (title) (insert candidate name),
Thank you for meeting with our pastor search committee about the open role on our pastoral team. We felt blessed learning about your past and current ministry. We know your unique skills and qualifications will make you an asset to any team you serve.
However, we feel God is leading us in a different direction at this time, so we have decided to pursue other candidates. We hope your search goes well, and we will keep your information on file for future openings.
God Bless,
(Chairman name)
(Church name) Pastor Search Committee
7. Sermon Evaluation Form for the Candidate Finalists
When you've narrowed down your potential candidates, have them come in and give a sermon to determine how they interact with the congregation. The following sample pastor invitation letters help you prepare for their visit and record notes on how the visit went.
Ask your pastor search committee to complete evaluations on the sermon. You can also visit their current church and see them preaching there.
Make sure to leave enough space on the evaluation form for questions to get answered.
Prospective Minister's Sermon Evaluation Form
Pre-visit:
Ask the Candidate:
- Will you be preaching at your church this Sunday? (y/n)
- Can our committee visit your church to hear you preach? (y/n)
- Will any other pastor search committees be present? (y/n)
- Are you available to meet with us before the sermon?
- If unavailable before, can we meet privately in the afternoon? (y/n)
- What time do your services begin?
If special sermons or events are going on, it might not be a good time to visit. Talk to the candidate to ensure convenient scheduling.
Sermon Notes:
Each search committee member should be provided with the following church search committee sample templates that they can fill in to take notes about the sermon.
Candidate Name:
Church Name:
Location:
Date:
Answer in detail the following questions:
- What points in the sermon stood out or were impressive?
- Was the sermon biblical?
- Was prayer incorporated, and how?
- Was the sermon in line with the beliefs of your church?
- Was scripture used throughout the sermon?
- Was it applicable, and how?
- How long was the service?
- Describe the candidate's appearance and stage presence
- Were there any red flags?
Answer the following questions with a yes or no:
- Was the message positive?
- Was it obvious the pastor was prepared?
- Were they enthusiastic?
- Did they speak clearly?
- Were they inspiring?
- Did they engage the congregation?
- Did they appeal to emotions?
- Did they use humor?
- Did they appeal to the mind?
- Did you sense God's presence?
- Was the sermon organized?
- Was the sermon doctrinally sound?
- Did the candidate use good illustrations?
- Could you follow the sermon?
- Would this style of preaching meet the needs of your church?
Additional Comments (please expand on anything that caught your attention or you believe is important to note about the sermon):
Committee Member's Name:
8. Authorization for Release of Records
If you decide to continue exploring a candidate, the next step is to conduct a background check to ensure the candidate can legally serve as a pastor at your church.
It will also give you an idea of their background and let you know if they've left anything important out. This form needs to be notarized.
Example
AUTHORIZATION FOR RELEASE OF RECORDS
I understand that the church is conducting a personal background check to confirm my ability to serve as pastor of (insert church name).
I, (leave space for the candidate to print their name), do hereby authorize any law enforcement agency, military organization, doctors, insurance companies, educational institutions, governmental agencies, banks and credit agencies, former and present employers, and individuals, to furnish to (insert church name) any or all available information regarding me, whether or not it is on their records.
I hereby release them from any civil or criminal liability whatsoever for issuing the same.
Social Security Number:
Driver's License Number:
State:
Signature:
Date:
Conclusion
A talent search for the right pastor can be a time-consuming task. However, it's imperative to find someone who's right for your church. Keeping them informed about the search will put your church in the best light and ensure the best candidates know they are still being considered.
Pastor search committee sample letters are necessary in the hiring process. They will save you from creating church hiring letters to inform candidates of each update. Pastor search committee letter templates ensure you use the right tone when telling applicants you want to connect further or inform them of rejection.
We wish you luck finding the ideal pastor for your organization.
FAQs
What are the most important letters during a pastor search?
All of your professional pastor invitation letters are important during a pastor search, but the letters become more critical as you progress. For example, a letter acknowledging the receipt of a resume may not be as important as a letter that tells a person you want to move forward with the process.
Effective church search committee letters that matter most may be those that solidify a meeting, such as a sermon review or a second interview. You must ensure that the pastoral search committee communication is received and everyone is onboard for the follow-up events.
How do I customize a sample letter for my church's unique culture?
You can customize your pastor recruitment letter samples to reflect your church's unique culture with personalized elements. For example, including a logo or letterhead is an example of customization. You may also include a Biblical quote that best represents your vision and mission.
What should be included in a follow-up or rejection letter?
When writing a follow-up letter, give as much information as possible on the next steps. Let the candidate know when they will hear from you again. If you plan a meeting, let them know where and when and confirm they are available.
A rejection letter should express warmth. Let the candidate know you are thankful for their time and effort. Reassure them that they were considered and that they will find an opportunity suited to their goals.
Looking for Free Materials and Guides for Your Pastor Search Committee?
Hiring a new pastor is a big decision, and it isn't easy. That's why we built a free kit complete with...
- 49 sample pastor interview questions for your interviews.
- Pastor search committee sample letters to help you communicate with candidates and references.
- Sample form of an authorization of records to conduct a background check.
- Sermon evaluation form sample for pastoral finalists.
- Sample survey questions for your congregation to identify the characteristics most important to them in a future pastor.
- A pastor search committee handbook to guide you through the process of choosing a new pastor.
