Advice for Congregations of the Evangelical Lutheran Church in

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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The Congregational

Record

Care

Duplication and

dispersal

Retention

The Model Constitution for Congregations stipulates that the

pastor of a congregation of the Evangelical Lutheran Church

in America, “shall keep accurate parochial records of all

baptisms, confirmations, marriages, burials, communicants,

members received, members dismissed, or members

excluded from the congregation; shall submit a summary of

such statistics annually to the synod…” (*C9.12.a. and b.).

These guidelines are prepared to assist pastors and other

congregational leaders in their task of keeping a

congregational record.

Never leave your congregational record vulnerable to

destruction. Keeping a copy of the congregational record in

the same or another format will provide security for it today.

However, for long-term preservation you must select a

format that is not dependent on hardware and software, that

quickly become obsolete, in order to read it. For legal and

historical purposes, consider one of the following means of

securing your congregational record:

1. Maintain the traditional congregational record in

addition to the electronic database.

2. Print out once each year on acid-free paper the

necessary reports that constitute a congregational

record and care for them as you would the traditional

congregational record.

3. Have microfilm or digitized copies of your

congregational record made at reasonable intervals.

4. Scan or take digital photographs of the pages of the

congregational record.

5. Record all changes, such as accessions, transfers,

deaths, or removal for inactivity, in the minutes of the

annual Congregational Meeting.

A duplicate copy in one of the above formats should be kept

at a remote location, preferably a bank safe deposit box.

Remember that digital information is not preserved by

accident. If these methods are used, you must commit to

reformatting the files as hardware and software change.

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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For additional information on the pros and cons of each of

these formats please see the document, A Comparison of

Microfilming and Digital Preservation Technologies.

Becoming a Member

People are received

into membership in a

congregation of the

Evangelical Lutheran

Church in America in

one of the following

ways:

Baptism (Infant)

An individual becomes a member of the congregation the day

the Sacrament of Holy Baptism is administered. If the

immediate family members hold membership in another

congregation, the child’s membership should be transferred

to that congregation. If a child, whose parents or guardians

are members of your congregation, was baptized in another

congregation, request transfer of the child’s membership from

that congregation.

If the child was baptized in an emergency situation, the date

of that administration of the sacrament is entered into the

congregational record. It is recommended that the order for

“Public Recognition of Baptism” (Evangelical Lutheran

Worship: Occasional Services for the Assembly, page 69) be

conducted in the congregation when the health of the child

allows.

Traditionally the congregational record includes the following

information related to Baptisms:

 Name and birth date of the child

 Names of parents, including the maiden name of the

mother (and an explanation of any

hyphenated

names)

 Names of sponsors

 Date of Baptism

 Name of the presiding minister

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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Baptism (Adult)

The Sacrament of Holy Baptism is administered to adults

following a period of instruction in the Christian faith. In the

case of adults, the date of Baptism is recorded in the

congregational record under both “baptism” and

“confirmation,” as the newly baptized adult becomes

simultaneously a confirmed member and a voting member of

the congregation.

Affirmation of Baptism

(Confirmation)

Confirmed members of the congregation are baptized

persons who have publicly affirmed their baptismal covenant,

following a period of instruction, and upon the approval of the

Congregation Council (*C8.03.). Such instruction should

include information regarding what it means to become a

member of a Lutheran congregation. Confirmed members

also are those who have been received by adult baptism (see

above), “or by transfer as confirmed members from other

Lutheran congregations, or baptized persons received by

affirmation of faith” (*C8.02.). Upon affirmation of baptism, the

person also becomes a voting member of the congregation.

The date entered into the congregational record is the date

on which the person publicly reaffirms the vows of baptism in

the presence of the congregation, or the date on which the

person was approved for membership by the Congregation

Council in the event no public service was conducted.

Transfer of

Membership

When a person holding membership in another Lutheran

congregation seeks to become a member of your

congregation, that person should request in writing a letter of

transfer to your congregation. If the letter has not arrived in a

prescribed time, you may wish to telephone that congregation

to provide a reminder. You may appropriately request the

following information with the letter:

 Date and place of Baptism

 Date and place of Confirmation

 How received into the congregation and when

The date entered into the congregational record is normally

the date on which the person is received publicly into the

congregation through “Reception of Lutherans by Transfer”

(Evangelical Lutheran Worship: Occasional Services, page

89). In the event that no public order was used, the date

entered into the congregational record is the date the letter of

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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transfer was issued.

If the person seeking membership in your congregation holds

membership in a non-Lutheran congregation, a letter of

transfer or release may not necessarily be issued, but you

may request one. A period of instruction normally precedes

reception into membership. The date entered into the

congregational record is the date on which the rite of

Affirmation of Baptism (Evangelical Lutheran Worship, pages

234ff) was conducted. If no public rite was used, the date

entered into the congregational record is the date of the

meeting of the Congregation Council at which the member

was received.

If the person seeking membership in your congregation is

received from a congregation that recently has dissolved, the

information listed above may be obtained from the

congregational record of the dissolved congregation; that

congregational record is located in its regional or synod

archives of this church. The date entered into the

congregational record is the date on which the rite of

Affirmation of Baptism (Evangelical Lutheran Worship, pages

234ff) was conducted. If no public rite is used, the date

entered into the congregational record is the date of the

meeting of the Congregation Council at which the member

was received.

Associate Members

Seasonal Members

Associate members “are persons holding membership in

other Lutheran [Christian] congregations who wish to retain

such membership but desire to participate in the life and

mission of this congregation” (*C8.02.d.). Such members may

participate in all aspects of the congregation’s life except

voting, and are not eligible for elected offices. The date

entered into the congregational record is the date on which

the rite of Affirmation of Baptism (Evangelical Lutheran

Worship, pages 234ff) was conducted. If no public rite is

used, the date entered into the congregational record is the

date of the meeting of the Congregation Council at which the

member was received.

Seasonal members “are voting members of other ELCA

congregations who wish to retain such membership but

desire to participate in the life and mission of this

congregation, including exercising limited voting rights in this

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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congregation” (*C8.02.e). Such members may participate in

all aspects of the congregation’s life and shall have all the

privileges and duties of voting members except that they shall

not have the right to vote on matters concerning or affecting

call or termination of any minister of the congregation or

affiliation of the congregation with the ELCA. The date

entered into the congregational record is the date of the

meeting of the Congregation Council at which the seasonal

member was received.

Restoration to

Membership

People, who once were confirmed members of a Lutheran

congregation, but later became inactive, are received into

your congregation by Affirmation of Baptism (Restoration to

Membership). Persons who are inactive members of a non-

Lutheran congregation are received as members of your

congregation by Affirmation of Baptism, normally following a

period of instruction (see above).

The date entered into the congregational record is normally

the date on which such persons were publicly received

through the rite of Affirmation of Baptism [Restoration to

Membership] (Evangelical Lutheran Worship, pages 234ff).

Termination of Membership

Membership in a

congregation of the

Evangelical Lutheran

Church in America is

terminated in one of

the following ways:

Death

Traditionally the congregational record includes the following

information concerning the death of a member of the

congregation:

 Date and place of death

 Cause of death (historically this was recorded; it’s

not required)

 Date and place of funeral or memorial service(s)

 Date and place of interment

 Name of the presiding minister

The same information may be provided for non-members at

whose funeral the pastor serves as presiding minister. The

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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congregational record should indicate whether the deceased

is a member or a non-member.

While the use of an electronic database at once necessitates

that the name of the deceased is removed from the roll of

members of the congregation, the congregational record

retains the name, indicating as much of the information above

as possible.

Resignation

A member of the congregation may choose to resign

membership in the congregation by means of a letter

addressed to the Congregation Council or to the pastor.

Notice of receipt of a letter of resignation may be printed in

the minutes of the Congregation Council meeting, in a

summary of Congregation Council actions printed in the

congregation newsletter, and in the minutes of the annual

Congregational Meeting. The entry in the congregational

record reflects the date on the letter of resignation.

While the use of an electronic database necessitates that the

name of the person who resigned be removed at once from

the roll of members of the congregation, the congregational

record retains the name, indicating the date of resignation.

Transfer or Release

When a member of the congregation seeks to join another

Lutheran congregation, that individual requests that a letter of

transfer be issued. The letter normally includes the following

information:

 Birth date and place

 Baptism date and congregation

 Confirmation date and congregation

 Marriage history

When a member of the congregation seeks to join a non-

Lutheran congregation, a decision must be made whether to

issue a letter of transfer or a letter of release. A letter of

release contains the same information as a letter of transfer.

The bylaws of the congregation may indicate the conditions

under which a letter of release is issued rather than a letter of

transfer. The bylaws of the congregation also may indicate

whether a letter of transfer or release must be approved by

the Congregation Council.

The congregational record reflects the date on which

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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Congregation Council action was taken, or, if Congregation

Council action is not required, the date on which the letter of

transfer or the letter of release was written.

While the use of an electronic database necessitates that the

names of those who have transferred be removed at once

from the roll of members of the congregation, the

congregational record retains the name, indicating the date of

transfer or release.

Disciplinary Action

The discipline of members of a congregation is governed by

the provisions of chapter 15 of the Model Constitution for

Congregations of the Evangelical Lutheran Church in

America and by Chapter 20 of the Constitution, Bylaws, and

Continuing Resolutions of the Evangelical Lutheran Church in

America. Notice of suspension from membership for a definite

period of time, or exclusion from membership in the

congregation, is delivered to the member in writing. The

congregational record reflects the date on which the

suspension or exclusion took effect.

A member under discipline is not granted a letter of transfer

or a letter of release to another congregation. In the event

such a letter is requested, a letter indicating that the person is

under discipline appropriately may be sent.

While the use of an electronic database necessitates that the

name of the member who is suspended or removed from

membership be removed at once from the roll of members of

the congregation, the congregational record retains the name,

indicating the date of suspension or removal as part of the

permanent record.

When the member seeks re-instatement to the congregation,

the decision to reinstate rests with the Congregation Council

(*C15.05.). The date of reinstatement entered into the

congregational record is normally the date on which the

person was publicly received through the rite of Affirmation of

Baptism [Restoration to Membership] (Evangelical Lutheran

Worship, pages 234ff).

Removal from the Roll

due to Inactivity

A definition of “inactivity” may be included in the bylaws of the

congregation. Such definitions normally are framed to reflect

a failure to engage in the privileges and duties of members of

Maintaining the Congregational Record: Advice for Congregations of the

Evangelical Lutheran Church in America

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the congregation, which include, but are not limited to, regular

use of the means of grace, living a life in accordance with the

Word of God, and supporting the mission and ministry of the

congregation, the synod, and this church (*C8.04.).

Removal of a member of a congregation for inactivity occurs

only after repeated attempts, over a period of at least two

years, to ascertain whether the member desires to have his

or her name removed from the roll of the congregation.

Removal from the roll of the congregation is by action of the

Congregation Council upon recommendation of the pastor.

Notice of removal from the roll of membership in the

congregation is recorded in the minutes of the Congregation

Council and in the minutes of the annual Congregational

Meeting. It also may be published, if it is the congregation’s

custom, in the congregation newsletter or bulletin. The

congregational record reflects the date on which the removal

was approved by the Congregation Council.

While the use of an electronic database necessitates that the

name of the person be removed at once from the listing of

members of the congregation, the congregational record

retains the name, indicating the date on which the person

was removed from active membership. Such a procedure

respects the desire of this church that these people “. . . shall

remain persons for whom the church has a continuing

pastoral concern.” (*C8.05.)

Normally a person removed from the roster of members is not

granted a letter of transfer or release. A letter indicating the

dates of baptism, confirmation, marriage history, and the fact

that the individual has been inactive in the life of the

congregation may be issued, affording the new congregation

the opportunity to receive the member by reaffirmation of

faith.

Other Records

Marriage

The congregational record traditionally contains the following

information related to marriages conducted in the

congregation:

 Name and birth date (baptismal date) of the bride

 Name and birth date (baptismal date) of the groom

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Evangelical Lutheran Church in America

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

Names of witnesses

 Date of the wedding

 Name of the presiding minister

Pastors are cautioned not to enter the information related to

marriages into the congregational record or to sign any legal

documents until the wedding ceremony has been completed.

Voting Members

The congregational record may contain a list of the voting

members of the congregation. Voting members are defined

by the Model Constitution for Congregations as “members

who are confirmed members. Such confirmed members shall

have communed and made a contribution of record during the

current or preceding year” (*C.8.02.c.). The congregational

record may contain the date on which the member became a

voting member, either by Affirmation of Baptism

[Confirmation] or by letter of transfer from another

congregation (see above).

Communicants

In many congregations, persons are admitted to the

Sacrament of Holy Communion prior to Affirmation of Baptism

[Confirmation]. Reception of Holy Communion often follows a

period of instruction appropriate to the age level of the

member and after consultation with the pastor and the

parents. The congregational record may list the date on which

the member first received Holy Communion.