Form templates / Churches & Religious Organizations
Mission Trip Application Form
A mission trip application form has to establish three things: that someone is suitable to travel with the group, that they can travel at all, and that they understand what the trip involves - including how it's paid for.
For churches, parishes and religious communities.
Fitness to travel is a real question, asked early
Trips involve long journeys, heat, physical work and limited medical facilities. A condition that is entirely manageable at home can be serious two hours from a hospital, and finding out at the airport is too late for everyone.
So health and medication come before motivation here, alongside passport validity and vaccination status - the two administrative details that most often derail a traveller. The fundraising question is next, because expecting people to guess how the cost works is how teams end up subsidising places nobody could afford.
Screen before you spend time
Most of the work in an application process is on the ones that were never eligible. Asking the disqualifying questions first - dates, requirements, basic facts - means you spend your reading time on the real candidates.
Volunteers, prayer requests and pastoral care
Most of what a church collects is sensitive in a way ordinary business forms aren't: a prayer request, a pastoral concern, a safeguarding detail. The form has to be easy for a 76-year-old on a phone and private enough to be trusted.
These pages carry no trackers and no cookie banner, so nothing is watching a person who came to ask for help. Responses go to whoever you nominate and nowhere else.
Long enough to decide, short enough to finish
Applications fail in two directions: too short to judge, or so long that good candidates give up. This template asks what a decision genuinely needs, split into steps so it never looks like a wall.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Full name as it appears on your passport
- Date of birth
- Email address
- Phone number
- Emergency contact - name, relationship and number
- Passport
- Which trip are you applying for?
- Have you travelled with a team like this before?
- Medical conditions, including mental health
- Medication you take
- Vaccinations
- Dietary requirements
- Why do you want to be part of this?
- What could you contribute?
- A reference - name, relationship and email
- The cost
- I understand this trip involves physical work and basic conditions, and I'm committed to the preparation meetings
More Churches & Religious Organizations forms
Questions
Should we ask for passport numbers?
Ask for the expiry date and the name as it appears on the passport - those are what you need for planning. Collect the number itself later through a channel meant for identity documents.
Can we use this for under-18s?
Add parent or guardian contact fields and a consent section like the camp templates, and ask for the parent's confirmation rather than the applicant's.
Can applicants attach a CV or document?
Not yet - file uploads are on the roadmap. Most people ask for a link (to a portfolio, a CV in cloud storage, or a profile) which works today and keeps the form fast.
Can I close applications on a deadline?
Yes. Close the form and anyone with the link sees a short closed page instead of the questions, so nobody fills in an application that can't be considered.
Can more than one person review them?
Yes - invite your team into the same account and they'll see the same responses. You can also export to a spreadsheet and score them wherever you like.
Can we route sensitive requests to one person only?
Yes. Notification recipients are a list you choose, so a pastoral form can reach one named person rather than a general office inbox.
Publish your mission trip application form today
Start from this template and change anything you like. Free to begin.