EMAILING GUIDE

📧 EMAIL IS FORMAL COMMUNICATION

Emails are used to:

• Make first contact
• Share important information
• Follow up professionally
• Reinforce interest

🗓️ WHEN TO EMAIL A COACH

Email coaches when you are:

• Making first contact
• Sending video links
• Sending schedules
• Following up after camps, visits, or calls
• Providing updates

🔁 EMAIL FREQUENCY RULE

• Send your introductory email.
• Follow up 5–7 days later if there’s no response.
• Send emails when new information is available.
• Once the coach gives you his phone number, communicate with him using his number.

🧱 EMAIL STRUCTURE (USE THIS FORMAT)

🏷️ 1. SUBJECT LINE

Good examples:

• [First & Last Name] 2027 MIF | Interest in [School Name]
• [First & Last Name] 2026 RHP | Updated Video & Spring Schedule
• [First & Last Name] 2025 OF | Camp Follow-Up

👋 2. GREETING

Always use: “Hello Coach [Last Name],”

Never use first names unless instructed.

👤 3. INTRODUCTION (1 SENTENCE)

Example:

“My name is [Name], I’m a [Grad Year] [Position] from [High School / Travel Team].”

🎯 4. WHY YOU’RE EMAILING (1-2 SENTENCES)

Example:

“I’m reaching out to express interest in your program and to share my updated video and upcoming schedule.”

📋 5. KEY INFO (BULLET POINTS OR SHORT LINES)

Keep it easy to scan.

• Height / Weight
• Position
• GPA
• Graduation Year

🎥 6. VIDEO LINK

Always include a video.

“Here is my highlight video: [LINK]”

📍 7. GAME SCHEDULE

Example:

“I’ll be playing at [Event] on [Date / Time].”

👉 8. CALL TO ACTION (SOFT)

End it off with: “Thank you for your time and consideration. I’d love to stay in touch.”

✍️ 9. SIGNATURE

Example:

“Thank you,
[Full Name]
[Grad Year] | [Position]
[High School / Team]
Phone: XXX-XXX-XXXX”

📏 EMAIL LENGTH RULE

• 5–8 short sentences total
• No long paragraphs

🔗 RECRUITING WEBSITES

• A recruiting website can help you stand out in emails
• It holds all of your information in one place
• Include the link in the middle or at the end of your emails after your signature

⏳ FOLLOW-UP EMAILS

If no response:

• Wait 5–7 days
• Reply to the same email thread
• Keep it short

Follow-up example:

“Hello Coach [Last Name],
Just following up on my previous email below. I’ve attached my updated schedule and video.
Thank you for your time.”

EMAIL DO’S

✔ Be clear.
✔ Be respectful.
✔ Include videos.
✔ Use proper grammar.
✔ Proofread before sending.

EMAIL DON’TS

🚫 Do not include long paragraphs.
🚫 Do not allow your parents to email for you.

Emails build credibility. Texts build familiarity. Conversations build offers.