The Church Announcement Copy Checklist (So You Stop Getting "Need More Info" Emails)
Every "quick question" email you get about an event means your announcement was missing something.
"What time does it start?" "Is there childcare?" "Where do I park?" "Can I just show up or do I need to register?"
These emails are feedback. They're telling you the announcement didn't give people what they needed.
The goal: zero clarification questions. Here's the checklist.
The Essential Seven
Every announcement should include these seven pieces of information. Miss one, and someone will ask.
1. What
The name of the event and a brief description.
"Men's Breakfast" is the name. "A morning of food and conversation about leading well at home" is the description.
One sentence. What is this, and what will happen?
2. Who
Who is this for? Be specific.
- "Men of all ages"
- "Parents of kids 0-5"
- "Anyone interested in serving"
- "Women in our church"
And sometimes, who it's NOT for: "This is an adults-only event."
If people can't tell whether they're invited, they won't come.
3. When
Date, time, and end time.
Not just "Saturday morning" but "Saturday, March 15, 8-10am."
Include the end time. People plan their days. If they don't know when it ends, they might skip it because they have something at 11am and don't want to risk it.
4. Where
Location with enough detail to find it.
If it's at church: which building? Which room?
"Fellowship Hall" might be clear to regulars. But for newer people: "Fellowship Hall (Building B, enter through the east doors)."
If it's off-site: full address. Even if it's a local park everyone knows.
5. Cost
What does it cost? What does that include?
- "Free"
- "$15 per person (includes lunch)"
- "$150 (covers lodging, meals, and materials)"
Even if it's free, say it's free. People assume there's a cost unless you tell them otherwise.
If there's a financial hardship option: "Scholarships available—email us."
6. Childcare
Yes, no, or register separately?
This one detail determines whether many families can attend.
- "Childcare provided for ages 0-5"
- "No childcare—adults only"
- "Register your children separately when you sign up"
If childcare is provided, clarify the ages and whether they need to pre-register.
7. Contact
Who do I ask if I have questions?
A name and an email (or phone). Not just "the church office."
"Questions? Email [email protected]."
One person, one contact method. Easy.
The Assumed Knowledge Trap
You know things newcomers don't.
You know where the north parking lot is. You know that "the student center" is Building C. You know that AWANA is a kids' program and not an acronym for something else.
Write for the person who's been coming for three months. Spell out acronyms. Include landmarks. Assume nothing.
Too insider:
"Meet in the usual spot for guys' group."
Clear to everyone:
"Meet in Room 201 (upstairs in the Education Building)."
Too insider:
"VBS is back!"
Clear to everyone:
"Vacation Bible School (VBS) is a week of games, crafts, and Bible stories for kids entering K-5th grade."
When in doubt, add context.
The Questions You Forgot
Beyond the essential seven, here are the questions people often have:
Can I just show up, or do I need to register?Be explicit. "Registration required—space is limited" or "No registration needed, just show up."
What should I bring?A dish to share? A Bible? Comfortable shoes? Your own chair?
What should I wear?For retreats, workdays, or anything outside normal Sunday dress.
How long will this last?Especially for new formats. "Plan for about 2 hours."
Is food provided?And if not, should they eat before?
Can I bring a friend?Newcomers want to know if outsiders are welcome.
Parking—anything I should know?Especially for off-site events or busy Sundays.
You don't need all of these for every announcement. But before you publish, scan this list and ask: "Would someone wonder about any of these?"
The Test
Before publishing any announcement, have someone outside your team read it.
Ask them:
- Do you know what this is?
- Do you know when and where?
- Do you know what to do next?
- Do you have any questions?
If they have questions, the announcement needs work.
Ideally, find someone newer to your church. They'll catch the insider assumptions you've stopped noticing.
Format for Scanning
People scan before they read (if they read at all). Format your announcement to reward scanning.
Bold the key details:
- When: Saturday, March 15, 8-10am
- Where: Fellowship Hall
- Cost: Free
- Childcare: Available for ages 0-5
Use bullet points for multiple details:
Women's RetreatKeep it under 100 words for bulletin and email. Long announcements get skipped. Link to your website for full details.
A weekend of rest and connection at Camp Pine Lake.
- When: April 12-14
- Where: Camp Pine Lake (45 min north of town)
- Cost: $150 (lodging and meals included)
- Childcare: Not provided—this is a women's getaway
- Register by: March 29
[Sign Up]
The Checklist
Print this and use it for every announcement:
☐ What — Name and 1-sentence description
☐ Who — Who this is for
☐ When — Date, start time, end time
☐ Where — Location with directions if needed
☐ Cost — Price or "Free"
☐ Childcare — Yes/no/details
☐ Contact — Name and email for questions
☐ CTA — What to do next (sign up, show up, etc.)
Run every announcement through these eight checkboxes before it goes anywhere.
The Payoff
When your announcements are complete:
- Fewer "quick question" emails
- Higher event attendance (people aren't held back by uncertainty)
- Less frustration for you and your congregation
- More trust (your church looks organized and welcoming)
The extra 30 seconds to check for missing details saves hours of clarification later.
Want to make sure every announcement hits every channel correctly? bltn helps you write once and publish everywhere—complete and consistent. Try it free.
