Let’s be real: most church emails either say too much, say it too often, or say it to everyone. The result? People stop reading—or worse, they unsubscribe altogether.
At our church, we knew we needed a better rhythm. Not just for clarity, but for consistency. So we built an email communication strategy that serves our people without overwhelming them. And it works.
Here’s a breakdown of what we do—along with a few lessons we’ve learned along the way to help church communications become more effective, engaging, and pastoral.
1. The Weekly Email: Consistent, Clear, Clickable
What it is:
A single email, sent every week at the same day and time to all our church subscribers.
Why it works:
People start to expect it. It becomes part of their weekly rhythm—like a newsletter from a trusted friend.
Format:
- Top Featured Item – This almost always aligns with our One Focus for the week (more on that here: /blog/stage-announcements-strategy/)
- Optional Second Featured Item – Only if we have something really compelling
- 2–3 Quick Hits – Smaller items get a thumbnail, a one-sentence description, and a button to learn more
Design:
- Featured items = full-width image, short paragraph, single clear CTA button
- Quick hits = small image, minimal copy, and link back to our website for full details
The secret sauce? Every button leads back to a page on our site—not just an event sign-up, but a page that gives full context and serves the reader.
2. Monthly "Family Connect" Email: Just for Parents
What it is:
A once-a-month email that goes only to families with kids and students.
Why it works:
Parents don’t want to sift through stuff that doesn’t apply to them. This gives them everything they need for the month—and nothing they don’t.
What’s inside:
- 4–6 key things for the month (event signups, serving opportunities, reminders, etc.)
- Written for clarity, not hype. Just what they need to know, when they need it.
This approach shows how church communications software can help segment audiences and serve specific needs more effectively.
3. Quarterly Ministry-Specific Emails
What it is:
Every three months, we send targeted updates to specific groups.
Examples:
- Missions updates
- Men’s and women’s ministry plans
- Discipleship tracks
How we do it:
- Sent directly to people who are in those ministries or opted in to hear more
- Keeps the audience tight and the message relevant
These ministry-specific messages reduce noise and keep volunteer communication focused.
4. Branded One-Off Emails: For Big Moments
What it is:
Occasional, event-specific emails branded to match the event—think Easter, Christmas, VBS, or a major outreach.
Why it works:
These emails feel special—because they are special. They’re not just information dumps. They help generate excitement and guide people to next steps.
Pro tip:
Make the design match the event. If you’re promoting VBS, let the email feel like VBS. Don’t be afraid to break the mold for a good reason.
Email Dos and Don’ts
DO:
- Keep it skimmable (think headlines, bullet points, short paragraphs)
- Stay consistent with timing and formatting
- Always link back to your website for full info
- Brand your emails so they look and feel like your church
DON'T:
- Send every announcement as a separate email
- Try to be clever at the cost of clarity
- Assume one email works for every audience
- Let your email become a PDF flyer with links
These simple rules help eliminate noise and improve how churches communicate better through email.
Final Thoughts: Your Email Strategy Is a Pastoral Strategy
Good communication isn’t just about marketing—it’s about serving people well. The right email rhythm makes sure no one is left out, confused, or drowning in details. It builds trust. It respects attention spans. And it frees your team from the chaos of constant email scrambling.
If your church communication feels scattered, a clear email rhythm is one of the easiest places to start.
Want to put this into action? Start planning your church communications with Communicate — the only church communications calendar built just for ministry teams.
