Email Contact with College Coaches

The most important tool to help you get recruited will be emailing college coaches. Most coaches will not know who you are, but an e-mail will automatically allow you to stand out from the crowd. The only problem is that coaches have to go through as many as hundreds of emails in a which means that an improper email will often get overlooked entirely. If you target the right schools and make your message clear  and efficient about how you can help the team, college coaches will almost always take notice.The right e-mail will get the ball rolling on building a relationship with a college coach. Follow my expert tips so that your e-mails will grab the attention of coaches and get you the offers you deserve.

Breaking down sending emails to a college coach

First impressions are everything in every relationship. Sending a good first e-mail can get you immediately on a coaches target list. But the wrong one can have a coach bypassing all of your communication from there on out. Consider the following when you write an e-mail:

• Write a quality subject line

• Share Key Information that coaches need to know

• Highlight your important stats

• Express the desire to follow up 

Writing a quality subject line

The subject is the thing that gets the college coach to open the e-mail. Your subject is not a social media headline, but it should give key information that coaches want to know very quickly

Include the following:

• Your first and last name

• Your class (year you will enter college)

• Your position/event(s)

• Your hometown and current school

• 1 stat that makes you standout (this could be from your academics or athletics)

Examples of subject lines to use when emailing college coaches

To avoid subject lines that will have you fade into the crowd keep it brief and highlight key information immediately. Use the following as examples to help you stand out:

• 2025 Distance Runner from NY; 17:25 XC 5K

• 2026 PG; Carolina Elite; 5’9; First Team All County

• 2024 Quarterback; 6’1 185 lbs; 4.5 40yd dash

What should you write in your email to get a college coach interested

Emailing a coach is no different than asking a job to consider giving you an interview. You are selling yourself to the coach so try to use the following formula to cover all your bases quickly but professionally.

1. The first words you share need to get the coach to continue reading. Briefly introduce yourself and then simply comment on why you would want to compete for the team and reference something specific.

   If your subject line includes your basic information you do not need to reiterate your name, graduation class, hometown, or high school / traveling team in the introduction.

2. The second thing you should do is to describe yourself in a way that can help the team. You should again try to be brief but have high quality information. Include the following:

   a) Academic Information: GPA and Test Scores

   b) Athletic Information: Stats, any accomplishments that make you stand out from the crowd. Also include links to highlight film for easy coach access.

3. The third thing you should do in your email is include some next step that should hopefully continue communication between you and the coach. If you know the coach is actively scouting tournaments you can let them know when you will be playing. You can also ask them when is a good time for you to call them to have a phone conversation.

4. The final step is to make sure that coaches have all of your relevant contact information. When you conclude your email you can use a “signature” at the bottom with your full name, hometown, email address, contact number, recruiting profile link, and high school/club coach’s information.

Coach Rob’s Note: College coaches are aware that you will be speaking with many schools but they want to know you are willing to put in effort. Do not cc other coaches. Each school should receive a unique email that specifies them by name and comes across as personalized in its writing.

Also you can turn on read receipts for your emails so you are aware when a coach has opened it. This can be invaluable when you are waiting patiently for their response.

What to say when you start the e-mail

The beginning of the email is the time to show the coach that you actually care. Offering a brief introduction with a brief note about why you want to play for the specific school is best to communicate that.

Remember college sports is about more than just winning. Comment on the school itself and what you like about it, or the team culture you hope to be a part of. Just make sure that if you are excited about the engineering program at the school, or its recent championship season, that those things are true.

How do you know if your email has too much athletic information?

The goal is to market yourself but do it quickly. Coaches have short attention spans because they have a lot of responsibilities. So try to think about the top two things that help you stand out as a recruit in your sport. Whether it is a season average, personal best, team championship, award, or online ranking, only specifically cite the top 2 in your opinion in the interest of time.

College coach email template

The key to having a good email is finding a way to personalize a message that will be sent to multiple coaches. The more personalized you can make it, the better. It is best to draft many emails in Microsoft word or another application and then copy them separately when you have everything completed.

Follow my template below to get coaches to take you seriously from your first email contact.

Dear Coach (Fill in the Last Name),

(Brief 2-3 sentences that show why you are interested in the program. Include one thing that you researched about the program)

My name is (name) and I am in the class of (college entry year) at (insert high school name) in (city, state) where my unweighted GPA is (insert GPA). My (ACT/SAT) score is (insert score) *include test scores only if you have them*

I am a (insert position/event), and I am (insert height and weight). As an athlete I have (insert top 2 athletic accomplishments) and last season I (insert key athletic stats that will showcase your talent). As I continue working hard, I hope to improve my (insert 1 skill you are working to develop).

Additional recruiting information is available at (insert recruiting link) and I have attached a link of my film below

(Insert recruiting link)

(insert film link)

I hope to speak with you further about my interest in competing at (insert school name). I am typically available at (insert times here). Please let me know if there is a time that works best for you. I look forward to our conversation!

Thank you for your time,

([Your Full Name)

(Your HS, Grad Class, Club Team)

(Your Email)

(Your Contact Number)

(Your Social Media Account)

Different Types of College Coach Emails 

Since the types of emails you will send to coaches can change depending on your situation, I want to give you examples on how to approach each one. Below are a series of email topics, with examples on how to get your name out there with each.

Emailing a college coach focusing on athletics

If you believe you are a strong recruit for the program, you are interested in then your email should reflect that. Edit the template above to focus more on the following details to show coaches you will make an impact on their team

Include: Sport related measurable, Important season stats and awards, highlights, game film, and skills video, competition schedules for coaches to evaluate you.

Sample: (Football)

Dear Coach Washington,

I have followed your school for quite some time and really enjoyed your big win against (Big State College). I would love to play for you and be a part of a championship program.

My name is James Smith and I am a class of 2023 linebacker and I am 6’3 230 lbs from Central High School in San Francisco, CA. I have started my first 3 years of high school football and was name the County Player of the year for averaging 9 tackles and 1.5 sacks per game. I believe my commitment to football will be able to help the team be successful.

The rest of my stats and highlight film are available along with other information here: (Insert recruiting profile link)

I will be at the upcoming (insert camp here) and saw that your skill will be there as well on (insert date). I would really appreciate it if you would be able to watch me during the camp!

Please feel free to contact my 7 on 7 coach at (insert contact information) or my high school coach at (insert contact information) as well.

Thank you for your time,

James Smith

Class of 2023

Linebacker | 6’3 230 lbs

Central High School; San Francisco, CA

(Recruiting Profile Link)

(Contact Number)

Email: james.smith@email.com

Social media: @jamessmith49

Emailing a college coach focusing on academics

If you are applying to a school that you know has very high academic standards, then you should emphasize that you are a good fit. These schools often offer less athletic aid and have to make sure that recruits will be able to succeed at the college.

Include: Academic information like GPA, test scores, potential major, academic awards.

Sample: (Women’s Soccer)

Dear Coach Washington,

I have followed (insert school) for quite some time and am impressed with your performance last season with 3 Academic All Americans. I would love to play for you and be a part of a program with a commitment to excellence in both academics and athletics.

My name is Mary Smith and I am a class of 2023 midfielder from Central High School in San Francisco, CA. I have started 3 years varsity and I have a 3.9 GPA and 1420 SAT score. I was recently named the Scholar Athlete of the year for my high school. I believe my commitment to both academic and athletic excellence will help the team be successful.

The rest of my academic information, stats and highlight film are available along with other information here: (Insert recruiting profile link)

I hope to major in biology at (insert school) and see that you have a top-notch program!

Please feel free to contact my club coach at (insert contact information) or my high school coach at (insert contact information) as well.

Thank you for your time,

Mary Smith

Class of 2023

Midfielder | 5’6 130 lbs

Central High School; San Francisco, CA

(Recruiting Profile Link)

(Contact Number)

Email: mary.smith@email.com

Social media: @marysmith39

Coach Rob’s Note: Don’t go under-recruited! I put in the hard work for you to know exactly which colleges already want to recruit you, which ones will view you as a top recruit, and how to get their attention. Book a meeting with me, Coach Rob, and see how easy it can be to get the offers you deserve!

Emailing a college coach to walk on

If you are a senior in high school and you have not been recruited already to a school, you may need to reach out about walking on. If you are considering attending the school anyway and want to know whether the coach is willing to give yo an opportunity to compete, use the following template.

Include: Relevant game/highlight film, important athletic stats, academic information, why you want to walk on.

Sample: (Men’s Basketball)

Dear Coach Washington,

I have followed your school for quite some time and am excited to attend (Big State College) this fall. I am interested in walking on to your program and hope to be a part of the championship culture you have built for the program.

My name is James Smith and I am a class of 2023 small forward. I am 6’5 195 lbs from Central High School in San Francisco, CA. I have started since my sophomore year of high school basketball and was named second team all league as a senior for the district championship team. I believe my commitment to becoming the best basketball player I can will be an asset to the team.

The rest of my stats and highlight film are available along with other information here: (Insert recruiting profile link)

Please feel free to contact my AAU coach at (insert contact information) or my high school coach at (insert contact information) as well.

I am excited to matriculate this fall and look forward to speaking with you about walking on at (insert school) and will be available after 5 pm Tuesday through Friday of this week to discuss any opportunity to walk-on further.

Thank you for your time,

James Smith

Class of 2023

Small Forward; 6’5 195 lbs

Central High School; San Francisco, CA

(Recruiting Profile Link)

(Contact Number)

Email: james.smith@email.com

Social media: @jamessmith32

Emailing a college coach about your plans to visit

If you are actively engaged in conversations with a college coach and are seriously interested in the school, then you should send an e-mail about plans to visit the campus unofficially. You should only send a message like this if you have had conversations that have included at least one phone call with the coach about your recruiting.

Include: Dates you would like to visit, what your goals are for the visit

Sample: (Women’s Track/XC)

Dear Coach Washington,

I want to congratulate you and the team on your performance at the conference championships! I saw that you won the 1500m, steeplechase, and 4x800m relay. Following up on our last phone conversation, I am excited to visit campus and learn all that (Big State School) has to offer. I hope to speak with yourself as well as the admissions department to learn more about the academic offerings.

I will be available to visit during the up coming weekends (list dates)

Date 1

Date 2

I will be competing at the USATF Junior Olympics coming up in the next few weeks and hope to run a new PR in 800m and make the finals. Please let me know if any of these dates work well with your schedule.

Thank you for your time,

Mary Smith

Class of 2023

Distance Runner | 5’9 125 lbs

Central High School; San Francisco, CA

(Recruiting Profile Link)

(Contact Number)

Email: mary.smith@email.com

Social media: @marysmith39

When is the right time to email college coaches?

College coaches sometimes get hundreds of emails in a day. Sending an email to a college coach is contingent upon the type of relationship you have with the coach. Specifically if you are trying to initiate a relationship with a coach, then you should try to work around their schedule. Below are several tips to help your emails to stand out from the crowd.

Work around the season schedule – For almost every sport, recruiting picks up immediately after the competition season. Coaches are focused on coaching their team during the competitive season so the best time to get their attention is either right after their season has ended, or even during the summer vacation. Just be sure to avoid very late night messages or early morning messages, which can come across as unprofessional.

What is the best way to send competitive film to coaches?

Coaches have limited time to watch film, and making a mistake in how you send it to them, may mean that they never even get to see it. Use the following are principles for how to email film to coaches.

1. Have your film uploaded to a place like YouTube, and also host those links on your recruiting profile page.

2. Never send film without introducing yourself in a proper email. If you do the coach will likely ignore the message.

3. If you are introducing yourself to a coaching staff be sure to find the right person to send it to. Recruiting coordinators should be the obvious first choice but many programs do not have one designated. If they do not, look for a position coach and CC the head coach. A position coach may also double as a head assistant coach or even associate head coach so be sure to read coach bios to determine who is your point of contact.

4. Update your recruiting profile if you have one regularly, and send new links to film via email as you continue engaging with college coaches. It is best to work the links into an email that continues a conversation with the coach rather than simply “dropping off” new film.

Why you should not email the head coach

Head coaches are the busiest people involved with any program. Often times they are delegating many responsibilities to other members of their staff, including 1 on 1 recruiting. Very small programs will likely have fewer staff members and require the head coach to be hands on. But the larger the program the more likely it is that you should be looking to email another coach first who is over your position/event or designated specifically as a recruiting coordinator. It is always a good step to CC the head coach but be aware that in many cases the head coach may be the last person you build a relationship with in your recruiting journey.

Coach Rob’s Note: Address coaches by name. This can get tricky if you are contacting multiple coaches. Likewise if you are sending a version of the same message to many coaches then you can accidentally write in the wrong names. Always double check, because making this mistake will often rub a coaching staff the wrong way, and potentially make them quit recruiting you altogether.

Coach Rob’s Note: Don’t go under-recruited! I put in the hard work for you to know exactly which colleges already want to recruit you, which ones will view you as a top recruit, and how to get their attention. Book a meeting with me, Coach Rob, and see how easy it can be to get the offers you deserve!

What is the best way to find a college coach’s email?

The best way to find a college coaches email is through the team’s athletic website page. Almost any college in the NCAA or NAIA will have an official website with schedules, rosters, and coaching staff information listed. Quite literally you can google a college and the sport you play and then the link should be available. Navigate to the team page and look for the coaching staff’s bios either on a separate page or on the same page with the team roster. If this does not work for some odd reason you can also go to the staff directory often located under a tab that will say “inside athletics” or “more information”. There you can scroll to find the coaches for the team you are interested in.

Coach Rob’s Note: Be aware that if a coach does not have a phone number, it is often a giveaway that they are a part-time coach that does not do much recruiting. If for some reason an assistant has no email address then clearly they are not someone to worry about contacting.

How to prepare to email college coaches

Emailing college coaches successfully, is about being prepared to build a relationship. The same way that you are studying up on the team, you should be ready for a coach to look into you. If it’s not online then to most college coaches they will act as if it never happened. Consider the following in order to make sure you are ready to not only get a coaches attention, but hold on to it.

• Speak with your high school/club coaches – College recruiting is just like a job interview. As a result, coaches will be looking for “references” in order to learn more about who you are. Always prepare your current coaches to be aware you will be reaching out to schools. If you have one conversation to tell them you will start outreach that should be significant for them to be ready, should a college coach reach out to them about you.

• Have highlight film ready – In most sports, coaches will not evaluate you seriously until they have highlight film. If you do not have quality game film and highlights available you should focus on gathering that together first before messaging coaches. Without it, the conversations will likely slow down as soon as they realize you do not have anything to help them evaluate you further.

• Audit your social media – Once a coach is interested in you, they will likely look you up on social media. It is a quick way for a coach to do a background check on you. If you have a personal page with things you would not want a coach to see, you should be deleting those posts prior to reaching out. Your page should show you to be committed to your sport and otherwise portray yourself in a positive and professional manner.

Remember to edit your emails

It is always best to edit your emails in a word processor first before sending them. Perhaps have someone else read them to find grammatical errors, and always double check that you are sending the right message to the right coach. Errors like using the wrong coach or school name can often be costly when a coach is going through many emails. Do not give any coach a reason to look past you, instead make sure that they know you are the right one for their team.

Coach Rob is a recruiting expert and the Founder of SCA Recruiting. He is also the author of the book Winning the Ship: How to Win the College Athlete Recruitment Game. Available now on Amazon.