The Clergy Letter

The personally addressed and signed letter from the clergy does what neither preaching, nor the review brochure, can do: be specific and personal, in either simply thanking people, or in making the 'ask' and inviting people to respond. The thinking behind the writing of a clergy, or leaders, letter can be found on The Clergy Ask Letter page. This page should be reviewed when preparing for the Annual Review.

Planning Groups should take a view on whether the brochure should be accompanied by an 'ask' letter. Templates of letters for use at the Annual Review are provided on this page. They are differentiated into the three categories of Core, Congregation and Fringe. Note also the provision of an additional letter (Last Year's Fringe) for those who took weekly giving envelopes (or standing orders) for the first time following a recent Giving in Grace programme, or the last Annual Review.

The general advice is that a letter should be sent as part of the communication at an Annual Review. If this decision is made, consider the following:

• All letters should be differentiated. The database of church members should be carefully revised and updated. This revision will serve both pastoral and financial needs.
• In particular make sure that the letter reflects the decision of the Planning Group around the use, or non use, of Commitment Cards. Also, be clear as to what you want people to do with their commitment card.
• Make sure that the purpose, tone and scope of the Annual Review is accurately reflected in the clergy letter. If it is a low key event simply thanking people for their support and updating on planned areas of ministry, does the letter reflect this feel?
• Be open about the need for an increase in giving, if that is what you need. Beware of letters that appear simply to say "thank you", but imply that an increase in giving is also needed. If you want more money ask for it, clear and simple.
• Have a clear and agreed strategy for distributing the letter to the congregation. If distribution is through Sunday worship, make sure those who miss are included promptly and efficiently. If the focus is a single Sunday there is no room for delay.