When a pastor leaves a small church, the board or deacons typically expect to have a new pastor in place within three to four months. This expectation is almost always wrong. A healthy small church pastor search takes 12 to 18 months from the pastor’s departure to the new pastor’s first Sunday. Searches that are rushed to meet an unrealistic timeline almost always produce a bad match.

This guide walks through what a healthy search actually looks like, month by month. Use it to set realistic expectations with your congregation and to pace your search appropriately.

Months 1-2: Stabilization

The first two months after a pastor’s departure are not about finding a new pastor. They are about stabilizing the church.

• Secure interim preaching coverage. Do not let the congregation show up to an empty pulpit. Arrange for a retired pastor, a neighboring pastor, or a rotation of guest preachers before the departing pastor’s last Sunday.
• Protect the church’s finances. Ensure that financial accounts, signing authority, and financial records are accessible to church leadership and not solely controlled by the departing pastor.
• Communicate with the congregation. Regular, honest updates about the transition process build trust and reduce anxiety. Silence breeds rumor.
• Form the search committee. A representative committee of 5-7 people with clear authority and a defined process. Not the most influential members, the most representative ones.

Months 3-4: Self-Assessment

Before you look for a pastor, you need to know what kind of pastor you are looking for. This requires honest self-assessment.

• Write a church profile. An honest description of who you are, what you need, and what you can offer. See the church profile guide for what to include.
• Define the role. What is the pastor responsible for? What is not his responsibility? How many hours per week? What are the non-negotiables?
• Determine your compensation range. What can you realistically afford? What does fair compensation look like for the role you are describing?
• Identify your theological requirements. What are the non-negotiables? What are the preferences?

Months 5-7: Search and Recruitment

• Post the position. Your denomination’s job board, the MinistryPlace job board, and any other relevant platforms. Include your church profile and compensation range.
• Network actively. Contact your denomination’s regional leadership, seminary placement offices, and trusted pastors in your network. The best candidates often come through personal referrals, not job postings.
• Receive and screen resumes. Develop a consistent screening process. What are your minimum requirements? What are your preferred qualifications? Apply them consistently to every candidate.
• Conduct initial phone or video interviews. 45-60 minutes. Cover theology, ministry philosophy, and basic fit. Narrow your pool to 5-8 candidates.

Months 8-10: In-Depth Interviews

• Conduct in-depth interviews with your top 3-5 candidates. 2-3 hours, ideally in person. Cover leadership style, conflict history, family dynamics, and specific questions about your church’s situation.
• Check references thoroughly. Call every reference. Ask open-ended questions. Ask about weaknesses, not just strengths. Ask how the candidate handled conflict.
• Narrow to 2-3 finalists. Present them to the full search committee for evaluation.

Months 11-13: Candidating

• Invite finalists for candidating weekends. The finalist visits your church, preaches, meets with leadership, and spends time with the congregation.
• Gather congregational feedback. A simple feedback form after the candidating weekend gives the search committee valuable input.
• Make a recommendation. The search committee recommends one candidate to the congregation.
• Congregational vote. Most churches require a supermajority (75% or more) to extend a call.

Months 14-18: Negotiation and Transition

• Negotiate the compensation package. Get everything in writing before the candidate gives notice at his current church.
• Allow adequate transition time. The candidate needs to give appropriate notice at his current church and make arrangements for his family’s move.
• Prepare for his arrival. See the onboarding guide for what to do before he arrives.