I recently hired a junior high pastor for our church. The process was long and tiring but now I am nearing the finish line…just one more thing to do before I close this file. I need to communicate the hire. The levels I need to communicate to are:
- My team (Verbal Communication)
- Church Staff (Digital Communication)
- Congregation (Digital/email Communication)
- Parents (Mail, and Parent Meeting)
This was easy. They knew I was looking and even met with candidates as I was bringing them in. That said, it is easy to assume that those closest to you just know…sometimes they don’t. It is important to keep those close to you in the loop.
Church Staff and Congregation:
I sent the same basic letter to church staff, the congregation, and our parents. Our staff received and email and our congregation will hear about the hire through the website and our eNews email.
Parents did not receive any digital communication, they have access to the web and will receive our eNews, they received a parent letter. The added communication to parents is in the form of a parent gathering. Cookies, carbonated beverages, coffee and a brief introduction with lots of mingling. This personal touch is so important for parents.
Here is what we sent in our parent letter:
Junior High Parents!
As you may know, we have been searching for a junior high pastor for nearly a year; a person to partner with parents, train up students, and bring a fresh wind into our junior high ministry. After many hours of seeking, sifting, meeting and praying we have found God’s person for the position.
Please join me in welcoming (PERSON’S NAME) as our newest youth ministry team member. (PERSON) will be taking the Junior High position as of (DATE). He will oversee the entire junior high ministry at (CHURCH OR CAMPUS NAME).
(NAME) grew up in (TOWN). He has been serving as the (PREVIOUS JOB OR SCHOOL) at (CHURCH NAME OR SCHOOL NAME) in (TOWN) since (DATE). During his time at (CHURCH OR SCHOOL) (PERSON’S NAME) has attended (SCHOOL) working toward a (NAME OF DEGREE) degree.
I am eager for (PERSON’S NAME)’s arrival and am excited to see how God shapes student ministries in the months to come. Please pray for us and with us as (CHURCH NAME) student ministries moves forward in this new season.
You and your junior high student are invited to come meet (PERSON) at the (CHURCH OR LOCATION) on (DATE) at (TIME). Refreshments will be served. Hope you can come!
Youth ministry gets a bad warp for beings irresponsible and too silly at times. When communicating to parents I raise the bar on professionalism, I want them to trust me with their kids so I don’t try to be edgy and super funny in letters to parents. I recommend that if you add a photo of the person you hired, I wouldn’t choose one with him or her in a suit and tie (which may be appropriate in your setting) but I also wouldn’t send out an obnoxious, crazy pic either. This is all a precursor to building trust.
If it will help you, feel free to download a template of my “New Staff Parent Letter” here.