Pastoral Care Request
Ask for pastoral support: who needs it and what is happening, whether a visit or a call is wanted, urgency, who may know and how to make contact.
A ready-to-use faith & congregations form for small teams who need a reliable intake process: 22 questions, 2 pages, 4 conditional rules.
- Questions
- 22
- Pages
- 2
- Layouts
- classic
- Time to complete
- ≈ 6 min
- Conditional rules
- 4
Searches this template answers
- pastoral care request form
- request a pastoral visit form online
- pastoral support request form church
- hospital visit request form
- care team request form congregation
Also filed under
Live preview and test console
This is the real form. Answer it to test the flow — nothing is sent or stored.
Page 1 of 2 — Who needs support
This template runs as a straight sequence — no branching rules.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Pastoral Care Request is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in faith & congregations.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 22 questions across 2 screens.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 14 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It captures a full postal address.
- It allows multiple selections without free text.
- Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Pastoral Care Request lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 4 conditional rules ship with it.
- Features conditional validation: if “Is this request for you?” is No, for someone else, “Does that person know you are asking?” becomes mandatory before the form can be sent.
- Features conditional validation: if “How soon is support needed?” is Today if possible, “Best times to reach you” becomes mandatory before the form can be sent.
- Features conditional validation: if “Would a visit be welcome?” is Yes, in hospital or a care home, “Where they are, and visiting times” becomes mandatory before the form can be sent.
- Features conditional validation: if “Is practical help needed?” is Yes, “What would help most” becomes mandatory before the form can be sent.
- All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
A pastoral care request is not a prayer request. Someone is asking for a person to come, call, or help, and the form should make that straightforward rather than formal. The first page asks who the request is for and whether the person asking is that person or someone concerned about them, along with contact details and the best times to reach them. It asks plainly what is happening — an illness, a hospital stay, a bereavement, a family difficulty, loneliness, a financial worry, a new baby, or something they would rather explain in person. The second page asks what kind of support would help: a visit at home, a visit in hospital or a care home, a phone call, a conversation with the minister, practical help such as meals or transport, or simply for someone to check in over the coming weeks. It asks how soon, and then the question that governs everything else — who may know about this — because pastoral trust is broken by information travelling further than someone agreed.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Who needs support
- Is this request for you?required
- Name of the person needing supportrequired
- Does that person know you are asking?
- Your namerequired
- Your relationship to them
- Best phone number
- Email addressrequired
- Best times to reach yourequired
- Address, if a visit is wanted
- Their connection to usrequired
Page 2 — What would help
- What is going onrequired
- Anything you would like us to understand
- Would a visit be welcome?required
- Where they are, and visiting times
- Support that would helprequired
- Is practical help needed?required
- What would help most
- How soon is support needed?required
- Who may know about thisrequired
- Would you like your name kept private?required
- Preferred way to be contactedrequired
- Anything else you would like to say
22 questions in total.
Example of a completed pastoral care request form
A sample request showing how someone might ask for support on a neighbour's behalf.
- Is this request for you?
- No, for someone else
- Name of the person needing support
- Margaret Ellison
- Your relationship to them
- Neighbour
- What is going on
- Recovering at home
- Would a visit be welcome?
- Yes, at home
- Support that would help
- A visit, Someone to check in over the coming weeks
- How soon is support needed?
- This week
- Who may know about this
- The pastoral care team
- Would you like your name kept private?
- No, that is fine
Sample data — no real people, addresses or records are shown.
How the form changes as it's filled in
This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Is this request for you?”
- Makes answers required
If “Is this request for you?” is No, for someone else, “Does that person know you are asking?” becomes required before the form can be submitted.
Driven by “How soon is support needed?”
- Makes answers required
If “How soon is support needed?” is Today if possible, “Best times to reach you” becomes required before the form can be submitted.
Driven by “Would a visit be welcome?”
- Makes answers required
If “Would a visit be welcome?” is Yes, in hospital or a care home, “Where they are, and visiting times” becomes required before the form can be submitted.
Driven by “Is practical help needed?”
- Makes answers required
If “Is practical help needed?” is Yes, “What would help most” becomes required before the form can be submitted.
Set it up step by step
- 1
Honour the who-may-know answer
Pastoral trust is lost the first time something travels further than someone agreed. Treat that checklist as a boundary, not a preference.
- 2
Respond to same-day requests personally
Anyone answering 'today if possible' needs a phone call, not a place in a queue. Say on the form who to ring as well.
- 3
Ask about visits and calls separately
Some people want contact but not a visit, especially in hospital, and offering both means they can say what they actually want.
- 4
Check in weeks later
Support arrives at the start of a difficult time and thins out afterwards. A note in the diary for a month later matters most.
Mistakes to avoid
- Merging this with a prayer request form, which loses the practical ask entirely.
- Passing details to the whole congregation when someone asked for the minister only.
- Offering only visits, when a phone call is what many people would prefer.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Acknowledge the request quickly, respond same-day where urgency was flagged, arrange the kind of contact asked for, share only within the permission given, and check in again in a few weeks.
Works in this layout
Forms that overlap this one
These pages cover the same subject ground as the pastoral care request, matched on the words people actually search for.
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Wedding & Baptism Booking Request
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Small Group Sign-Up
bookingceremonychurchcongregationcoordinator
Frequently asked questions
How is this different from a prayer request?
A prayer request shares an intention. This asks for a person: a visit, a call, a conversation or practical help, with contact details and urgency.
Can someone ask on another person's behalf?
Yes, and the form asks whether that person knows, which matters before anyone turns up at a door.
Will the request stay private?
Only as private as the person asked for. The 'who may know' checklist is the instruction the care team should follow exactly.
Is it denomination-specific?
No. The wording stays neutral, and the support options can be edited to match what your care team actually offers.
Is the Pastoral Care Request template free to use?
Yes. You can preview and test Pastoral Care Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Pastoral Care Request template ask for?
It asks 22 questions across 2 pages, 14 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Pastoral Care Request form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this faith & congregations form work?
4 conditional rules ship with the template: Features conditional validation: if “Is this request for you?” is No, for someone else, “Does that person know you are asking?” becomes mandatory before the form can be sent. Features conditional validation: if “How soon is support needed?” is Today if possible, “Best times to reach you” becomes mandatory before the form can be sent. Features conditional validation: if “Would a visit be welcome?” is Yes, in hospital or a care home, “Where they are, and visiting times” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Pastoral Care Request form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Pastoral Care Request form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
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