Six Steps to Prepare Your Church for Maintenance and Repairs

By Rev. Augie Bau, MMBB Retirement Benefits Specialist 

Church leaders, staff, and congregants know the familiar words of Scripture: “For where two or three gather in my name, there am I with them.” (Matthew 18:20, NIV). A church is more than a building—it is the gathered community of believers. Still, church facilities play an essential role in ministry and hospitality. Caring for buildings and grounds is a significant expression of faithful stewardship.

When it comes to church property, overall wear and usage, unexpected damage, and aging infrastructure are realities of church life. Planning ahead for both routine maintenance and unforeseen repairs helps churches avoid crisis driven decisions and protects ministry resources for long term sustainability.

Budgeting for maintenance can be challenging. Competing ministry priorities and limited resources often lead churches to defer repairs until they become urgent—and costly. Proactive planning reduces the likelihood that unexpected repairs will disrupt cash flow, programming, or the church’s mission. To support this essential aspect of church finance, consider the following six steps to prepare your organization for maintenance and repairs.

1. Assess facility needs and create a maintenance plan

Begin with routine inspections of key areas such as the roof, HVAC and electrical systems, plumbing, and grounds. Keep a checklist of regular maintenance tasks—like cleaning gutters or painting exterior surfaces—and document what needs to be done and how often.

This process helps estimate annual maintenance costs and can reveal issues early, before they develop into problems that require major fixes. Distinguish between routine maintenance and large capital repairs, which should be planned separately. Prioritize projects based on safety, code compliance, and ministry impact, and involve trustees, property committees, or qualified professionals as needed.

2. Build maintenance into your church budget

Treat maintenance as a predictable, recurring expense—not an occasional surprise. Track upkeep costs and set aside funds for routine maintenance, repairs, and emergencies. Having a predetermined reserve for unexpected repairs can prevent financial strain when issues arise.

Be sure to factor inflation and rising labor and material costs into your budget so it remains realistic and sustainable over time.

3. Set aside—or raise—funds for repairs

Designate a portion of weekly contributions for maintenance or encourage consistent giving to a separate repair fund. For major projects, consider targeted fundraising campaigns that clearly communicate the need and purpose.

Congregations can also participate through volunteer fundraising efforts such as yard sales or car washes. In addition, members with professional expertise—plumbers, electricians, contractors, fundraisers, or financial advisors—may be willing to donate their services in lieu of financial contributions. All plumbers, electricians and contractors, whether hired or donating their services, should be licensed, bonded and insured.  This means they carry liability insurance for accidents or damage and have a surety bond for financial protection against poor workmanship or unfinished jobs. Insured means they cover their own accidents, while bonded means you can seek compensation if they fail to perform or cause losses.

4. Review and maintain appropriate property insurance

Property insurance helps protect church finances in the event of fire, storms, or other disasters. Coverage typically includes church owned buildings and their contents, such as furniture, equipment, and supplies.

Many churches choose coverage based on replacement cost—the amount required to rebuild or replace today—rather than actual cash value, which accounts for depreciation and may leave a church underinsured after a loss.

5. Seek professional assistance when needed

If volunteer support is limited or expertise is unavailable, consider engaging paid professionals. A financial advisor can help structure a maintenance budget or reserve strategy, while a fundraising consultant can offer guidance for larger repair campaigns.

6. Revisit plans annually

Maintenance needs change as buildings age and ministry use evolves. Review and update maintenance plans and budgets each year to ensure they remain aligned with current needs and priorities.

Proactive planning for maintenance and repairs reduces financial stress and allows church leadership to focus more fully on ministry. Thoughtful maintenance planning is not only good stewardship of church resources—it is also an act of care for congregants, staff, and the wider community the church serves.