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Church Member Software

Free Church Welcome Card Template

A card for visitors and newcomers to fill in on a Sunday. It asks what they’d like from you, and gives clear choices about keeping in touch, so you start on the right side of data protection law.

  • Free
  • No sign-up
  • Word and PDF
  • Updated 19 October 2026

1. Add your church’s details

Optional. What you type goes straight into the document. It stays on your computer and isn’t sent to us.

For example, “in the collection plate or hand it to a welcomer”.

2. Download or print

Download Word file

The Word file opens in Microsoft Word, Google Docs, Apple Pages and LibreOffice. Or download the blank PDF.

Preview

Welcome!

[Church name]

We’re so glad you’re here. If you’d like to hear from us, please fill in this card and [hand it to a welcomer]. Only fill in what you’re happy to share.

About you

Name
Email
Phone
Address
Postcode

This is my first visit.

I’ve been coming for a while.

I’d like to

receive emails with church news and events

have a chat with [the minister]

find out about groups for children and young people

find out about [home groups]

find out about becoming a member

Anything else, or something you’d like us to pray about?

We’ll only use your details for what you’ve asked for. If you don’t become a regular part of church life, we’ll delete them after [12 months]. You can ask us to delete them sooner at any time. Our privacy notice explains more: [where to find it].

Why a welcome card needs care

A newcomer’s details reveal something about their faith, which UK GDPR treats as special category information. Churches can usually keep this about members and regular attenders, but that doesn’t cover someone who has only visited once.

So the card asks for agreement: people choose what to share and what they want. Each choice has its own box, left unticked, and the card says how long you’ll keep their details. Our GDPR guide for churches explains the rule.

What the card asks

  • contact details, all optional
  • whether it’s their first visit
  • what they’d like: emails, a chat, groups for children, membership
  • anything else, or something to pray about

It doesn’t ask for a date of birth or anything you don’t need to welcome someone.

How to use it

  1. Add your church’s name and where cards go, then change the highlighted words to match your church.
  2. Print them, and leave some in the pews or with your welcomers, with pens.
  3. After the service, pass each card to whoever follows up, and do what the person asked within the week.
  4. Only send emails with news to people who ticked that box.
  5. Put a date in the diary to delete details of people who didn’t come back.

Prayer requests

A prayer request can include health details about the person or someone else. Share it only with the people who need to pray, and don’t put names on a public prayer list without asking first.

Questions churches ask

Do we need consent to keep a visitor’s details?
For one-off visitors, usually yes. The rule that lets churches keep details of members and regular attenders doesn’t cover people you’ve had no regular contact with.
How long should we keep visitor cards?
Only as long as you need them. The card says 12 months if someone doesn’t become a regular, which you can change. Write your choice in your data retention policy.
Can we add visitors to our email newsletter?
Only if they’ve ticked the box for emails with news and events. Messages about something they’ve asked for, such as a reply about a group, don’t need that tick.
Is this the same as a church membership form?
No. A welcome card is a first step for newcomers. Membership usually has its own process, which differs between denominations.

Read next

Sources

This template follows official guidance. It isn’t legal or tax advice, so check anything you’re unsure about with HMRC, the ICO or an adviser.

Follow up every newcomer, then let go when it’s time

Church Member Software records visitors with what they agreed to, and flags anyone you hold too much about. Your retention review lists one-off visitors due for removal.

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