How to Write the Right Email and Reach Out to College Coaches

Whether on the field or off, the key to any sport is strong, unwavering, sometimes non-verbal communication.

For student-athletes, the earlier you can learn to communicate with the right people, the better your chances of being noticed, the better relationships you can forge, and the better chance you have of making the team.

The good news?

All that communication can start with a simple email and the simple step-by-step process of StellaPop Sports Management.

1. Find Your Why: Why Email Collegiate Coaches?

Division-level sports are competitive, so student-athletes must stand out from day one. This means connecting with coaches early in the game to express interest in their program and showcase your athletic and academic achievements.

Building and maintaining relationships with coaches is essential for getting visibility in the recruitment process. These relationships can lead to scholarship opportunities, personalized guidance, and a better understanding of team culture. Regular communication showcases commitment, professionalism, and a proactive approach, which are qualities coaches look for.

2. Get the Contact: How to Find the Coach’s Email

Step one is to decide what schools and programs you’re interested in (DI, DII, DIII) and then find the coach’s email address. Finding a coach’s email can sometimes be challenging, but there are several resources you can use to get the right contact information:

School’s Athletic Website: Most college athletic programs have a staff directory on their official website. Look for the “Staff Directory” or “Coaches” section, where you can find email addresses and phone numbers.

Recruiting Platforms: Websites like NCSA (Next College Student Athlete) provide access to a database of coaches’ contact information. You can create a profile and use the platform to connect.

Social Media: Coaches often have professional social media profiles. Platforms like Twitter and LinkedIn can be useful for finding contact information or direct messaging.

3. Stand Out: Tips for Your Email Etiquette

Building the bones of your email can follow the same systematic approach (time and time again) while still making it personal, professional, and in accordance with the right etiquette.

Here are five ways to stand out with this simple email structure:

1. Subject Line: Start with a clear, concise subject line that includes your name, graduation year and the position you play. For example, “John Smith – Class of 2025 – Point Guard.”
2. Introduction: Begin with a respectful, unfamiliar greeting, addressing the coach by their last name. Briefly introduce yourself, including your name, school, and the team you play for.
3. Academic and Athletic Background: Highlight your academic achievements, like GPA and test scores, followed by your athletic accomplishments. Mention any awards, statistics, and relevant experience. Be sure to link your highlight reel to showcase your abilities!
4. Why Their Program: Explain why you are interested in their program specifically. Mention aspects of the team, culture, or school that appeal to you and how you can contribute to the team’s success.
5. Call to Action: Politely ask for the opportunity to discuss your potential fit with their team. Request information about the recruiting process or upcoming events where you can showcase your skills in person.
6. Closing: Thank the coach for their time and consideration. Provide your contact information and include links to your highlight video or recruiting profile. Sign off with a professional closing, such as “Sincerely” or “Best regards,” followed by your name.

4. Follow the Fundamentals: Do’s and Don’ts of Emailing Coaches

Aside from etiquette, there are unspoken rules of the game that you should use as the foundation for all of your professional, academic, and athletic communications – henceforth:

Do’s:

• Research the Coach and Program: Before reaching out, familiarize yourself with the coach, the team, and the school. Mention specific details that show you’ve done your homework.
• Personalize Your Email: Tailor each email to the coach and program you’re contacting. Generic emails are easily spotted and often trashed.
• Be Professional. Use proper grammar, punctuation, and a respectful tone. Treat this like a job application.
• Follow-up: If you don’t receive a response within a few weeks, send a polite follow-up email.

Don’ts:

• Avoid Mass Emails: Sending the same email to multiple coaches can seem impersonal and insincere. Always add personal details, update information, and tailor your email for the receiver.
• Don’t Overwhelm with Information: Keep your email concise and to the point. Coaches receive too many emails to engage with lengthy text.
• Don’t Lie or Exaggerate: Be honest about your skills and achievements. Integrity is crucial in the recruitment process.

5. Use a Template: Plug into this Easy-to-Follow Outline

Using a template can help you remember the important details while leaving room for personalization and a little personality. Research your schools, the team, and the coach, and then plug in personalized details and genuine interest into the framework:

Subject Line: Contact Us for the Secret Sauce

Dear Coach [Last Name],

My name is John Smith, and I am a point guard for the varsity basketball team at [Your High School]. I am a junior (Class of 2025) interested in [College/University] and its basketball program.

Academically, I maintain a GPA of [Your GPA] and have scored [Your Test Scores] on my SAT/ACT. Athletically, I have been a starter on my team for the past two seasons, earning [mention any awards or recognitions]. This past season, I averaged [relevant statistics, such as points, assists, rebounds per game].

I am particularly impressed with [specific aspects of the program, such as recent success, coaching style, or team culture]. My skills and work ethic would be a great fit for your program, and I am eager to contribute to the team’s success.

I have attached my highlight video and recruiting profile for your review. I would greatly appreciate the opportunity to discuss how I can be an asset to your team. Please provide more information about your recruiting process and upcoming camps or showcases.

Thank you very much for your time and consideration. I look forward to speaking with you soon.

Sincerely,

John Smith

[Your Contact Information]

[Link to Highlight Video]

[Link to Recruiting Profile]

Ready to take the next step in your Collegiate career?
StellaPop Sports Marketing and Recruitment experts can help you take charge and play the field!