Email Templates for Coaches
Professional email templates to help you connect with NCAA coaches effectively. Make a strong first impression with well-crafted communication.
Email Best Practices
✓ DO
- Be professional and respectful
- Keep it concise (under 200 words)
- Personalize each email
- Include relevant stats/achievements
- Proofread carefully
- Include contact information
- Follow up if no response (2 weeks)
✗ DON'T
- Use generic "Dear Coach" emails
- Send mass emails (BCC)
- Write long paragraphs
- Use informal language or slang
- Forget to attach materials
- Email during dead periods
- Be pushy or entitled
📌 Key Info to Include
- Full name & graduation year
- Position(s)
- Current team/club
- GPA & test scores
- Key athletic achievements
- Highlight video link
- Contact information
Template 1: Initial Introduction Email
When to use: First contact with a coach, introducing yourself and expressing interest
Subject Line:
[Graduation Year] [Position] - [Your Name] - [Your Country/State]
Example: 2026 Midfielder - Maria Silva - Brazil
Email Body:
Dear Coach [Last Name], My name is [Your Full Name], and I am a [graduation year] [position] from [city, country]. I am writing to express my strong interest in [University Name]'s [sport] program. I currently compete for [current team/club name] and have achieved [1-2 key achievements, e.g., "led our team to the regional championship" or "earned All-Conference honors"]. Academically, I maintain a [GPA] GPA and scored [test scores] on the [SAT/ACT/TOEFL]. I am drawn to [University Name] because of [specific reason - academic program, coaching style, team culture, etc.]. I believe my [specific skills/attributes] would be a strong fit for your program. Please find my highlight video here: [YouTube/Vimeo link] Athletic profile: [link if applicable] I would welcome the opportunity to discuss how I could contribute to your program. Thank you for your time and consideration. Best regards, [Your Full Name] Class of [Year] Email: [your email] Phone: [phone with country code] Height: [height] | Position: [position(s)]
Template 2: Follow-Up Email
When to use: 2 weeks after initial email with no response, or after attending a camp/showcase
Subject Line:
Following Up: [Graduation Year] [Position] - [Your Name]Email Body:
Dear Coach [Last Name], I hope this email finds you well. I am following up on my previous email sent on [date] regarding my interest in joining [University Name]'s [sport] program for the [enrollment year] season. Since my last email, [update on recent achievement, tournament, or improvement - e.g., "I competed in the Regional Championship where we finished 2nd" or "I have improved my 100m time to [time]"]. I remain very interested in [University Name] and would appreciate the opportunity to learn more about your program. I have also attached my updated [academic transcript/new highlight video] for your review. Highlight video: [link] Academic profile: [GPA and recent test scores] Thank you again for your time. I look forward to hearing from you. Best regards, [Your Full Name] Class of [Year] Email: [your email] Phone: [phone with country code]
Template 3: Post-Camp Thank You Email
When to use: After attending a college camp or showcase where you met the coach
Subject Line:
Thank You - [Camp/Showcase Name] - [Your Name]Email Body:
Dear Coach [Last Name], Thank you for the opportunity to attend [camp/showcase name] at [University Name] on [date]. I really enjoyed learning from you and your coaching staff, and getting to experience your program firsthand. The [specific aspect - e.g., "emphasis on technical development" or "team culture"] particularly resonated with me, and it reinforced my strong interest in [University Name]. I appreciated your feedback on [specific coaching point they mentioned]. I am committed to continuing my development as both a student-athlete and look forward to staying in touch about potential opportunities with your program. Please find my updated information: Highlight video: [link] GPA: [current GPA] [Any recent achievements since the camp] Thank you again for your time and instruction. Best regards, [Your Full Name] Class of [Year] Email: [your email] Phone: [phone with country code]
Template 4: Unofficial Visit Request
When to use: When you want to visit campus and meet with the coach in person
Subject Line:
Unofficial Visit Request - [Your Name] - [Graduation Year]Email Body:
Dear Coach [Last Name], I hope you are doing well. I am writing to request an unofficial visit to [University Name] to learn more about your [sport] program and campus. I am planning to be in the [city/area] area during [timeframe - give 2-3 week window] and would love the opportunity to meet with you, tour your athletic facilities, and potentially watch a practice or training session. I am very interested in [University Name] because of [specific academic program] and [specific aspect of athletic program]. Meeting with you in person would help me better understand if your program is the right fit for my academic and athletic goals. My information: Class of [Year] | Position: [position] GPA: [GPA] | Test Scores: [scores] Current Team: [team name] Highlight Video: [link] Would you have any availability during my visit? I am flexible with my schedule and happy to work around your availability. Thank you for considering my request. I look forward to hearing from you. Best regards, [Your Full Name] Email: [your email] Phone: [phone with country code]
Template 5: International Student-Athlete Introduction
When to use: First contact as an international athlete, highlighting your international experience
Subject Line:
[Graduation Year] [Position] from [Country] - [Your Name]Email Body:
Dear Coach [Last Name], My name is [Your Full Name], and I am a [graduation year] [position] from [city, country]. I am writing to express my strong interest in competing for [University Name]'s [sport] program while pursuing my degree in [intended major]. I currently compete for [current team/club] in [league name/level of competition]. My achievements include: - [Key achievement 1, e.g., "National U19 Team member"] - [Key achievement 2, e.g., "Led league in scoring with X goals"] - [Key achievement 3, e.g., "Selected for international tournament"] Academically, I have a [GPA equivalent] and am preparing for the [TOEFL/IELTS/SAT]. I am registered with the NCAA Eligibility Center (ID: [if you have it]). I am particularly drawn to [University Name] because of [specific reason - academic reputation, coach's background, team's playing style, location, etc.]. I believe my international experience and [specific attribute] would bring value to your program. Please find my highlight video here: [YouTube link] Competition level context: [Brief description of league level] I would welcome the opportunity to discuss how I could contribute to your program. Thank you for your time and consideration. Best regards, [Your Full Name] Class of [Year] | [Country] Email: [your email] Phone: [phone with country code] Height: [height] | Position: [position(s)]
Additional Tips for International Athletes
- Time Zones: Be aware of time zone differences when expecting responses
- Context: Briefly explain your level of competition (not all coaches know international leagues)
- Language: If English is not your first language, have someone proofread your email
- Measurements: Include both metric and imperial measurements (height, weight, etc.)
- NCAA Eligibility: Mention that you are registered or in process of registering with NCAA Eligibility Center
- Phone: Always include country code (+XX) before your phone number
- Video Context: If highlight video has foreign commentary, mention "video includes [language] commentary but showcases my play"
When to Send Emails
✓ Best Times
- Days: Tuesday - Thursday
- Time: 9am - 4pm coach's local time
- Avoid: Weekends, very early morning, late evening
- Season: Off-season is typically better for responses
✗ Avoid These Periods
- Dead Periods: No contact allowed (check NCAA calendar)
- During Games: Game days and travel days
- Major Holidays: Christmas, Thanksgiving, etc.
- Championship Weeks: Conference tournaments, nationals
Research First
Before emailing, research the coach's name (spell it correctly!), their coaching history, and team needs. Reference something specific about their program.
Personalize Every Email
Coaches can tell when you send mass emails. Personalize each message with specific details about why you're interested in that particular school and program.
Track Your Emails
Keep a spreadsheet of which coaches you've contacted, when, and any responses. Follow up appropriately but don't spam.
Ready to Contact Coaches?
Use these templates to craft professional emails that will get coaches' attention.