How to Write Emails that Actually Engage Your Congregation

Email is still one of the most effective tools your church has to keep your congregation connected, informed, and encouraged. But in a world where inboxes are overflowing, how can you make sure your emails actually get opened and read?

Let’s break down what makes an email engaging, and how to write ones that feel personal, authentic, and impactful.

Keep It Plain-Text (and Personal)

Fancy templates and graphics might look nice, but they often feel impersonal—and they can even get flagged as promotions by email providers. Plain-text emails, on the other hand, feel like they’re coming from a real person.

Start with a simple greeting. Use the recipient’s name if you can (many email platforms allow you to personalise this automatically). Write as if you’re talking to a friend, not a list.

Write Like You Speak

Forget the formal newsletter tone. Instead, write like you’d talk over a coffee after church.

• Use contractions (like “we’re” instead of “we are”).
• Keep paragraphs short and easy to read.
• Don’t overload with announcements—stick to one or two key points.

When your emails feel authentic, people are more likely to engage with them.

Share Real Stories

People connect with stories. Include short testimonies, volunteer highlights, or updates on how God is working in your church community. Stories make your emails more than just information—they make them inspiring.

Include a Clear Call to Action

Every email should include a next step. Whether it’s attending a service, signing up for an event, or simply replying, make it clear what you’d like the reader to do.

Use buttons or bold text to make the call to action stand out, but keep it simple.

Keep It Consistent

Aim to send emails on a regular schedule—weekly or fortnightly. Consistency helps build trust and anticipation, so your congregation knows when to expect updates.

Don’t worry about making every email perfect. The key is to keep the conversation going.

Take the Next Step

Final Thoughts

Email is still one of the most powerful ways to connect with your congregation—when done well. Keep it personal, authentic, and story-driven. With just a few simple tweaks, your emails can go from overlooked to opening doors for real community connection.

Need help refining your email strategy? Get in touch—we’re here to help.