10 Questions Churches Should Answer Before Booking a Supply Preacher

Why Preparation Matters More Than You Think

Presbyteries and synods often provide pulpit supply lists as a service to congregations in pastoral transitions or during vacations. Yet many churches still reach out at the last minute without basic information ready, creating stress for everyone. Answering key questions in advance allows you to bless your guest and your people.

Ten Clarity Questions for Leaders

1. What is the exact date, time, and number of services you need covered?
2. Will the preacher also lead elements like prayers, communion, or an invitation, and is that permitted by your polity?
3. What is your congregation's typical worship style, service length, and sermon time window?
4. Are there any topics or local situations that require special sensitivity right now?
5. What honorarium and mileage reimbursement will you offer, and does it align with your region's minimum guidelines?
6. If overnight lodging is needed, where will the preacher stay and who will coordinate details?
7. Who is the single point of contact for the preacher before and on the day of service?
8. What scripture texts or series, if any, should the sermon connect with?
9. How will you introduce the preacher, and do you need a brief bio for the bulletin or website?
10. How will you follow up afterward to express thanks and offer feedback?

Communicating Clearly and Kindly

Once you have answered these questions internally, put the key details into a simple email or document. Some synods offer sample communication templates that include directions to the church, host contact numbers, and a copy of the bulletin or order of service. Sending something similar signals hospitality and reduces anxiety for the preacher.

On the Sunday itself, designate someone to meet the guest at the door, walk them through the space, and pray with them before worship. Small gestures of welcome often shape how confidently a supply preacher can serve your people.

Thoughtful preparation turns pulpit supply from a desperate scramble into an opportunity to receive fresh preaching and to care well for those who fill the gap.