For guidance on protecting yourself and those you serve, see our guide to pastoral counseling boundaries.

By Brent Lacy

Someone calls the church. They need help with their electric bill. Their rent is past due. They have not eaten in two days.

What do you do?

If your church does not have a benevolence policy, you are making this decision from scratch every time. That is exhausting, inconsistent, and often unfair. Here is how to build a simple, wise benevolence process.

Why You Need a Benevolence Policy

Without a policy, benevolence decisions are made based on who asks, how they ask, and who happens to be available to respond. That produces inconsistency, favoritism, and burnout.

A written benevolence policy protects the church, protects the deacons who administer it, and ensures that help goes to people with genuine need rather than to those who are most persistent or most persuasive.

The Three Questions Every Request Must Answer

Before approving any benevolence request, get clear answers to these three questions.

1. Is the need genuine?

Ask for documentation. A utility shutoff notice. A lease agreement. A medical bill. People with genuine needs can usually provide documentation. People who cannot or will not provide documentation are a red flag.

2. Is the person taking responsibility?

Benevolence is not a substitute for personal responsibility. Before helping with a bill, ask: what is the person doing to address the underlying situation? Are they working? Are they seeking other assistance? Are they making changes that will prevent the same crisis next month?

3. Has the church helped this person before?

Keep records. A person who has received benevolence assistance three times in six months may have a pattern that benevolence is not addressing. At some point, the most helpful thing is a referral to a social service agency, not another check.

How to Structure Your Benevolence Fund

• Establish a dedicated fund. Benevolence money should be separate from the general operating budget. A dedicated line item or a separate account prevents confusion.
• Set a maximum per request. A reasonable maximum for a single request in a small church is $100 to $300. Larger needs require board approval.
• Pay vendors directly. Whenever possible, pay the utility company, landlord, or pharmacy directly rather than giving cash to the recipient. This ensures the money goes where it is intended.
• Require two approvals. No single person should approve benevolence requests alone. Require two deacons or a deacon and the pastor to approve each request.
• Document everything. Keep a simple log of every request: who asked, what was needed, what was provided, and the date. This protects the church and helps identify patterns.

Helping Members vs. Non-Members

Most small churches help both members and community members in need. That is appropriate. But the process may differ.

For members, the deacons who know the person can make a more informed decision. For non-members, the three questions above are especially important, since the church has less context about the person’s situation and history.

The Pastoral Dimension

Benevolence is not just financial assistance. It is pastoral care. When someone comes to the church in financial crisis, they are often in emotional and spiritual crisis as well.

Every benevolence interaction should include a genuine conversation about the person’s wellbeing, an offer of prayer, and a follow-up contact within two weeks. The goal is not just to meet the immediate need. It is to connect the person to the church’s ongoing care.

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