How to Email a College Coach (With Templates and Timing Tips)

Trevor Sablan
Jul 8
3 min read

The BEST Academy team helps students identify and target schools based on academics, athletics, and goals.

For many student athletes, sending that first email to a college coach feels intimidating—but it doesn’t have to be. Reaching out to coaches is a normal, expected part of the recruiting process. In fact, most recruiting starts with the student.

This article breaks down how to write a strong email, when to send it, and what to include—so you can help your student make a confident first impression.

Why Email Matters

College coaches receive hundreds of messages—but they also rely on email to discover athletes they might not otherwise see in person. A well-written, personalized email can open doors to recruiting conversations, scholarship offers, and campus visits.

What coaches want to see:

Academic readiness (transcript or GPA)
Athletic potential (film or highlight video)
Personality and communication skills
Interest in their school and program

When to Email a Coach

The NCAA has contact rules depending on sport and division, but athletes can always send introductory emails at any time—especially before sophomore and junior year.

Here’s a good guideline:

Freshman Year

Get organized: start researching schools and programs

Focus on building athletic foundations and academics

No pressure to email yet—but it’s okay to begin drafting an intro or resume

Sophomore Year

Send your first emails to introduce yourself

Include early highlight clips if available

Keep it simple: focus on showing interest and academic readiness

Junior Year

This is a key year for outreach!

Send updated film, invite coaches to games or showcases

Follow up with schools you’ve contacted before

Start narrowing down your list

Senior Year

till absolutely time to be recruited

Reach out to coaches who haven’t responded yet

Send your best and most recent highlight video

Ask about roster needs, visits, or preferred walk-on spots

Be proactive—many athletes commit during senior year

📌 Note: NCAA coaches may not reply directly until specific dates, but that doesn’t mean you shouldn’t email them. They read everything and may follow up later.

What to Include in the Email

Your student’s email should be:

Short (1–2 paragraphs)
Specific to the school
Clear about who they are and why they’re reaching out

Sample Email Template:

Subject: 2026 Outside Hitter – 3.8 GPA – Highlight Video Attached

Dear Coach [Last Name],

My name is [Student Name], and I’m a Class of 2026 [sport/position] from San Diego, CA. I play for [club team], and I’m very interested in your program at [College Name].

I’ve attached my highlight video and included my GPA and academic transcript below. I’d love to learn more about your team’s culture and what you’re looking for in future recruits.

Thank you for your time—looking forward to staying in touch.

Sincerely,

[Student Name]

[Phone number]

[Email]

[Link to highlight video or Hudl]

Just like athletic coaches, BEST Academy's team of teachers, counselors and support staff will guide students through the NCAA eligibility and college outreach.

How BEST Academy Supports This Process

At BEST, we:

Provide students with email templates and outreach guidance
Help students identify target schools based on academics, athletics, and goals
Offer 1-on-1 advising to review emails, coach lists, and film strategies
Teach communication etiquette—what to say, when to follow up, and how to build relationships with programs

Want to learn more about BEST Academy?

Please fill out this short form and one of our team members will be in touch!