Official Policy for Church Correspondence

When any correspondence is being sent on behalf of the church, the following policy is observed:

• Unless otherwise specified, all correspondence will be prepared over the signatures of both Pastor Marvin E. McCoy and Co-Pastor Veda McCoy and is prepared by the Church Administration Department
• Unless otherwise specified, all letters invitation will be sent on behalf of “Pastors Marvin and Veda McCoy and the Judah Christian Center Church family”.
• All church correspondence is prepared by the Church Administration Department and submitted to the Pastors for final approval and signature.
• When letters are sent electronically, only PDF files will be used.
• The Church Administration Department will maintain a church correspondence file.  This can be an electronic file; however, a hard-copy file should also be maintained and available for the Pastors to review upon request. 
• A 7-business day turn around is required for all letters.  For example, if an individual needs a letter sent by November 1^st, all pertinent information regarding the letter must be submitted to the Church Administration Department by no later than, Monday, October 23.
• The Church Administration Department shall prepare standard, format letters for general correspondence purposes (i.e., letters of invitation, thank you letters, etc.).  Persons submitting information must include the following:
• Person to whom letter is to be addressed
• Desired date of letter
• Date, Time, Theme of Event
• Desired response time
• Contact person and contact information (It is recommended, but not required), that the church address and phone number be used for return receipt contact information.  You may request that information be mailed to your attention). 
• All guest speakers and invited guests must be approved by the Pastors prior to a letter being mailed.  The Church Administration Department will confirm such approval before preparing the requested letter.
• A standard “Ministry Information Sheet” will accompany any and all letters of invitation.  A copies of the Ministry Information Sheet, upon its return receipt to the specified contact person, should be given to the Sanctuary Ministry (Nurses), Events Coordinator, and a hard copy placed in the church office.