Writing is one of the core skills that ties communities together, church no exception. For many people in local congregations, writing goes far beyond simple communication—it is about truth, transparency, accountability, and honoring the community they serve. In this blog post, drawing deeply from Dr. Edmund de Beer’s insights, we will explore why writing correctly really matters in the church, unpack the kinds of documents you’ll find in church settings, and offer practical steps to improve your writing whether you’re a minister, scribe, or church administrator.
“It is important to write correctly because readers must also understand what I meant when I wrote something. For believers, it is even more important to write correctly, because we worship a God for whom truth is important, and writing correctly and understanding correctly go hand in hand with the truth.”
— Dr. Edmund de Beer
Why Writing Correctly in the Church Really Matters
Before we get into the “how,” we should talk about the “why.” Why take great care when you write as part of your church role?
Honoring the Truth
For believers, writing isn’t just functional—it reflects deeper values. We serve a God who cares about truth. Getting things right on paper helps avoid misunderstandings. When you write a report, record a name, or even send a church announcement, accuracy matters.
Whether you’re scribbling minutes or crafting a Sunday bulletin, those words stand as a reflection of your church’s witness to truth.
Helping Others Understand
Even the best intentions can be wasted if your message is lost on your audience. People need to understand what you meant, not just what you wrote. If you’re precise and clear, you make it easier for others to follow, act, and feel included.
That’s why this isn’t just a grammar lesson. It’s about communicating so well that everyone gets it—and feels part of what God is doing through your church community.
The Church Writing Landscape: What Really Gets Written?
Writing in church goes far beyond sermons or religious tracts. You might be surprised at how much paperwork—and digital work—keeps the church running.
Common Documents Found in Churches
Let’s look at what you might be expected to write or manage:
- Meeting Agendas: Setting the course for church council, deacons, or committee meetings.
- Meeting Minutes (Notules): Recording what was decided and who’s responsible for what.
- Reports (Verslae of Rapporte): Summing up feedback or outcomes from a project, event, or committee.
- Baptism Registers (Doopregisters): Recording every individual who is baptised—this is an official legal record!
- Membership Registers (Lidmaatregisters): Keeping track of all members; updating when someone joins, leaves, or passes away.
- Sunday Bulletin/Handouts: The sheets distributed every Sunday—or shared on digital boards or via email.
- Church Magazines: Stories, news, photos, and inspiration for and about the congregation.
The Safe-Keeping of Records
Did you know? For every person baptised, their name must be entered in a baptism register. And members’ names stay on a separate register, updated regularly. When someone joins, moves away, or passes on, you have to keep track. It’s not just for statistics, but a legal and pastoral responsibility.
Taking Care of Privacy: The Church and the POPI Act
Being part of a faith community doesn’t mean privacy goes out the window. In fact, churches in South Africa must, by law, respect members’ privacy, just like any business or institution.
What Is the POPI Act?
The POPI (Protection of Personal Information) Act lays out rules for collecting, storing, and sharing people’s personal data. It’s about respecting individuals’ rights.
Practical Implications for Churches
- Who Sees What: Only those who need access to the registers and records should have it.
- What Must Be Kept: Certain records, especially those with legal or historic relevance (like baptism and membership records), must be kept up to date.
- What Can Be Shared: You can’t just send everyone’s details out in a newsletter. Ask permission before sharing anyone’s contact details or personal stories.
Navigating Newcomers, Departures, and Bereavement
Whenever members join, leave, or pass away, the register must be updated accurately and sensitively. This keeps the congregation in line with both legal obligations and Christian compassion.
The Variety of Writing Roles in the Church
Who actually writes all these documents? You might think it’s just the minister, but actually, many people take part.
- Ministers and Pastors: Often draft reports, official letters, and sermon summaries.
- Scribes: Take minutes, manage registers, keep correspondence flowing.
- Administrative Staff: Prepare bulletins, send bulk emails, update membership details.
- Volunteers: Help with church magazines, event invitations, and even content for the church website.
It’s very likely that at some point, almost everyone who serves in the church will need to put some words in writing. That’s why courses on church writing aren’t just for ministers-in-training—they’re for anyone who wants to serve well.
What Makes Church Writing Special?
Writing in the church isn’t quite like writing anywhere else. There are different expectations, responsibilities, and sometimes even legal requirements.
Key Principles for Church Writing
- Clarity Above All
Always ask: Will my audience understand what I mean? - Respect for Truth
Don’t fudge numbers. Don’t leave out important details. - Confidentiality
Handle private matters—such as donations, membership status or counseling notes—with care. - Diligence
Follow up on updates; make corrections promptly. - Sensitivity
Words carry weight, especially in times of grief or hardship. Write with empathy.
Think about the agenda for a meeting. If you leave out an item, the whole group may miss a critical discussion. If your minutes are vague, it can cause arguments or confusion later on.
Types of Church Documents and How To Write Them
Let’s take a closer look at the main types of church documents, and offer real-world advice for handling each one.
Meeting Agendas
Agendas organize the flow of meetings and make sure nothing gets missed.
Key Steps for Writing an Agenda:
- Clearly label the meeting (date, time, and purpose)
- List all items/topics to be discussed
- Assign time frames or persons responsible where possible
- End with “other business” and closing
# Church Council Meeting Agenda**Date:** 10 March 2024**Time:** 19:00**Location:** Church Office1. Opening and Devotions – Pastor Smith2. Apologies3. Approval of Previous Minutes4. Matters Arising5. New Business- Fundraising Report – Mrs. Jones- Youth Camp Planning – Mr. Coetzee6. Any Other Business7. Closing PrayerMeeting Minutes (Notules)
Minutes serve as the official memory of what happened.
How to Write Good Minutes:
- Include the basics (date, time, names)
- Record decisions, action items, and who is responsible
- Be concise, but complete; aim for clarity, not stories
- Store minutes securely, digitally and/or in hard copy
Reports and Feedback Documents
Reports summarize progress or outcomes.
What Makes a Good Report?
- Start with purpose or goals
- List activities (what happened?)
- Outcomes (what was achieved?)
- Challenges (what didn’t go as planned?)
- Recommendations (what’s next?)
- Keep it honest and constructive
Registers: Membership and Baptism
Registers aren’t just paperwork—they are official, legal records.
- Update meticulously every time a new person joins, leaves, dies, or is baptised
- Double check spelling of names, dates, and contact details
- Consider who has access and how the information will be protected
Sunday Bulletins and Weekly Announcements
These are the lifeblood of week-to-week communication.
Tips for Engaging Bulletins:
- Use plain language; avoid church jargon
- Mix details with warmth—add stories, welcomes, or photos
- Remember the goal: Inform and include, never overwhelm
Church Magazine (Gemeente-Tydskrif)
A church magazine builds community and reflects the life of the congregation.
How to Create a Church Magazine:
- Gather stories, testimonies, ministry highlights, event photos, and upcoming activities
- Include regular features: Pastor’s column, birthdays, community news
- Respect privacy—get written permission for all stories and photos
- Print isn’t the only option; e-magazines and newsletters work too
Practical Matters: Protecting Privacy and Managing Data
Respect for people’s information isn’t optional.
“Because believers are in a congregation—people, in other words—their privacy must also be respected. How do you do this in light of the POPI Act, which also applies to churches? What documents must be kept? Why must they be kept?”
The POPI Act applies to churches the same way it does for businesses or schools. Always think “privacy first” when handling:
- Membership lists
- Financial records (giving, tithing, etc.)
- Medical or pastoral care records
- Photographs or stories for publication
Practical Tips:
- Protect digital files with passwords; store hard copies in locked cabinets
- Share data only with those who have a need to know
- Regularly review what information the church holds, and securely delete data you no longer need
Getting Started: Training in Church Writing
Not everyone feels confident when it comes to writing. But the good news: Church writing can be learned! In fact, Dr. de Beer’s course is designed to be practical, not just theoretical.
Who Should Learn Church Writing?
- Pastors and ministers (including those in training)
- Scribes and notetakers
- Administrative workers
- Volunteers helping with communications
- Anyone who wants to serve more effectively
You don’t just listen—you get examples and chances to practice, so you can write or update real documents for your church.
Combining Theory and Practice: Learning By Doing
This course, much like this guide, is about bringing theory and practice together:
- Theory: Why we write, legal and church rules/routines
- Practice: Drafting agendas, taking real minutes, safely managing private data
Sample Exercise: Try drafting a set of minutes for a pretend meeting based on real church scenarios. Or, update a baptism register with new fictitious members, making sure all your data matches up.
Final Thoughts: Writing as a Ministry
Writing in the church is not just about admin—it is a ministry all its own. By writing carefully, honoring privacy, and taking your stewardship of “the word” seriously, you help build trust and community.
“This course brings together theory and practice, so that you can confidently create and maintain church documents.”
— Dr. Edmund de Beer
Writing at church is about more than the pen or the keyboard. It’s about truth, people, and the promise to do things right.
