Best Time to Email College Coaches: Advice for Effective Emails for Recruiting

Best Time to Email College Coaches:
Advice for Effective Emails for Recruiting

If you're a high school athlete wanting to play in college, emailing coaches is a great way to get exposure and get your name out there. But timing is everything when it comes to emailing coaches, and you want to make sure you're emailing them at the right time. Here's some advice on when the best time to email college coaches is for recruiting.

Here's the best time to write and send that email! Plus, advice for effective emails for recruiting!

The Importance of an Attention-Grabbing Subject Line

The subject line of your email is the first and most important thing that a college coach will see. You want to make sure that it's something that will grab their attention and make them want to read more.

Keep it short and sweet. Long subject lines will get cut off in most email platforms, and no one wants to click "read more." Plus, shorter subject lines are easier for people to scan.

Make it clear what the email is about. Your subject line should give the reader a good idea of what the email contains. Otherwise, they might not see the point in opening it.

Be specific. Vague subject lines are uninteresting, and people are more likely to delete them without reading them.

Use keywords wisely. Keywords can help you get your email noticed by search engines like Google. But be careful not to stuff your subject line with too many keywords—that will just make it sound spammy.

Avoid using all caps or all lowercase letters. Writing in all caps comes across as shouting, and all lowercase letters look like you're not even trying. Stick to standard sentence case (the first letter of each word capitalized).

Add a personal touch. Adding a personal touch—like the recipient's name—can make your email feel more intimate and increase the likelihood that they'll read it.

Use emojis sparingly. A well-placed emoji can add some personality to your subject line and make it more visually appealing. Just don't go overboard—a few emojis are fine, but too many can be annoying.

Short, To-The-Point Emails

College coaches are busy people, so you want to make sure that your email is short and to the point. Get right to the point of why you're emailing them and what you're looking for.

3 Reasons Why Short Emails are Important

1. People are busy and their time is valuable.

When you email someone, you are essentially taking up a chunk of their time that they will never get back. Because of this, it is important to respect their time by getting straight to the point and not rambling on unnecessarily.

2. Longer emails can be overwhelming.

If an email looks like it will take more than a minute or two to read, chances are the recipient will either skip over it entirely or skim through it without really taking in the information. By keeping your email short, you increase the chances that it will be read and understood.

3. You come across as more professional.

In our fast-paced world, people appreciate brevity and efficiency. By sending a shorter email, you show that you respect the recipient's time and that you are capable of communicating effectively without filler words or needless explanations. This comes across as confident and professional - two qualities that are always impressive in any business setting.

Professional Etiquette in Emails

Remember that this is a business email, so you want to make sure that you sound professional. Use proper grammar and spelling, and avoid using slang or abbreviations.

When addressing the recipient, it is always best to err on the side of formality. For example, if you do not know the coach well, it is best to address them as "Coach Smith" or "Ms. Jones." If you have a good relationship with the coach, you can address them by their first name. It is also important to make sure that your Subject line is clear and concise. For example, "Subject: Results of Saturday's Game."

The body of your email should be brief and to the point as well. College coaches are very busy people and likely do not have time to read long paragraphs about how your game went on Saturday. They will want to know the score and maybe a couple of highlights. That being said, do not be afraid to brag a little bit! This is your chance to show off your accomplishments and tell the coach why they should recruit you.

When signing off at the end of the email, again, it is best to err on the side of formality. "Sincerely," "Best," or "All the best," are all good options. And finally, make sure you include your contact information! College coaches need to be able to easily get in touch with you so they can invite you for campus visits or offer you a spot on their team.

Don't Forget Your Contact Information

Make sure that you include your name, email address, and phone number so that the coach can easily get in touch with you.

Why Contact Information Matters

Your contact information is one of the most important elements of your athletic profile. Without it, college coaches won't be able to get in touch with you to discuss their interest in recruiting you. In addition, omitting your contact info makes it appear as though you're trying to hide something, which will reflect poorly on you as a potential recruit.

What Information to Include

When listing your contact information on your athletic profile, be sure to include your full name, email address, phone number, and mailing address. You should also list the name and contact info for your high school coach or club team coach. Including this information will make it easier for college coaches to get in touch with someone who can vouch for your abilities as an athlete.

Important Information to Include to College Coaches

Be sure to introduce yourself and tell the coach a little bit about yourself, including your graduation year, position, and stats. Here are four things you can't forget!

1. Your name, graduation year, and position

The first thing you need to include in your email is your name, graduation year, and position. This may seem like a no-brainer, but you'd be surprised how many people forget to include this basic information. College coaches get hundreds of emails every day, so you need to make sure they know who you are and where you're coming from right off the bat.

2. Why you're interested in their school

The second thing you need to include is why you're interested in their school. This is important for two reasons. First, it shows that you're serious about wanting to play for their team. Second, it shows that you've done your research and are familiar with their program.

3. Your GPA and standardized test scores

The third thing you need to include is your GPA and standardized test scores. This is important because it shows that you're a serious student-athlete who is capable of competing at the collegiate level both on and off the field/court/etc.

4. Your contact information

The fourth and final thing you need to include is your contact information. This includes your phone number, email address, and social media handles (if applicable). This is important because it gives the college coach a way to get in touch with you if they're interested in recruiting you.

Explain Your Interest

Let the coach know why you're interested in their program and what you think you could bring to the team.

Do Your Research

Before contacting any coaches, you must do your research and identify which schools offer programs that fit your needs both athletically and academically. Once you've narrowed down your list, then you can start reaching out to the coaches.

Ask Good Questions to Demonstrate That You're Genuine

Asking questions shows that you're truly interested in the program and allows the coach to learn more about you as a player and a person.

Before you even step foot on campus or pick up the phone to call a coach, you should have done your research. Know the basics about the program: what level of competition they play at, what conference they're in, how many national championships they've won, etc.

Asking basic questions about the program shows that you haven't done your homework and that you're not invested in the school. On the other hand, asking more specific and personal questions demonstrates that you've taken the time to learn about the program and that you care about more than just winning games.

For example, instead of asking a coach what kind of offense or defense they run, try asking why they use that system or what kind of player excels in their system. This shows that you understand the game at a higher level and that you're thinking about more than just yourself.

Personalize Your Questions

In addition to doing your research on the program, take some time to learn about the coach. Google them, read their bio on the team website, and see if they have any articles or quotes online. Doing your homework will give you a better idea of what kind of person they are and how they like to operate their program.

With this knowledge in hand, you can personalize your questions to show that you're interested in more than just playing sports. For example, if a coach is known for being stern and disciplined, ask them how they maintain such a high level of accountability with their players. Or if they're known for being player-friendly and relaxed, ask them how they manage to keep things light while still getting their players to perform at a high level.

Be Prepared for Follow-Up Questions

One surefire way to turn off a college coach is by asking questions that can be easily answered with a simple yes or no response. Coaches are looking for athletes who can hold their own in a conversation and who aren't afraid of being put on the spot. So when you're preparing your questions, make sure they're open-ended enough to prompt an interesting discussion.

For example, instead of asking whether or not the coach recruits internationally, try asking them how international recruiting has changed over the years and whether or not they think it's beneficial for programs like theirs. Not only does this show that you're knowledgeable about recruiting trends, but it also allows the coach to talk about themselves and their experience with international recruiting.

Don't Forget the Attachments!

Include a link to your online resume or highlight reel so that the coach can get a better idea of your skills and abilities as a player.

Following Up

After you've sent your initial email, be sure to follow up with the coach after a week or two to check in and see if they have any questions or if there's anything else you can do to help them decide between recruiting you.

Why Follow Up?

When you follow up with a coach, it shows that you're interested in their program and that you're willing to go the extra mile to get their attention. In a crowded recruiting market, following up is a great way to make sure that your name stays at the top of a coach's mind.

How to Follow Up

There are a few different ways that you can follow up with a coach. The most important thing is to be polite and respectful - remember, these are busy people!

-The first way is to send an email. This is probably the most common method of contact, and it's a great way to keep your name in front of coaches. Just make sure that your email is well-written and free of any typos or grammatical errors.

-Another way to follow up is by calling coaches. This can be a great way to make a personal connection, but it's important to remember that coaches are often very busy. So, if you do call, make sure to have a specific reason for doing so - don't just waste their time!

-You can also reach out through social media. This is becoming increasingly common, and it's an easy way to connect with coaches. Just make sure that your social media accounts are professional and appropriate - you don't want to give coaches any reason to disqualify you from their consideration!

-Finally, you can always write a handwritten letter. This may seem old-fashioned, but it can be quite effective. Handwritten letters help you stand out from the crowd, and they show that you're willing to put in the extra effort. Plus, it's always nice to receive mail that isn't bills or junk mail!

Do's and Don'ts of Following Up

Now that you know a few different ways that you can follow up with coaches, let's go over some Dos and Don'ts of following up:

DO: Send thank-you notes after every conversation or meeting with a coach - this includes phone calls, emails, and in-person meetings. 

DON'T: Bug coaches with multiple phone calls or emails per week - this will only serve to annoy them and hurt your chances of getting recruited! 

DO: Keep your communications short and sweet - coaches are busy people, so they don't have time to read long emails or listen to lengthy voicemails. 

DON'T: Send mass emails or messages - personalize each one so that it shows that you've taken the time to read about their program and think about why it would be a good fit for you. 

DO: Be polite and respectful at all times - remember, these are busy professionals who are being bombarded by requests from hundreds (or even thousands) of other athletes! 

DON'T: Talk about yourself too much - focus on why YOU would be a good fit for THEIR program. 

By following these simple Dos and Don'ts, you'll be sure to make a great impression on college coaches! And who knows - maybe one of them will offer YOU a spot on their team!

Be Grateful

A lot of people don't realize how lucky they are to have a coach. Coaches spend countless hours working with their team, trying to make them the best that they can be. They do this because they want their team to succeed, but also because they love the game.

As a high school athlete, you may not be thinking about playing in college right now. But trust me, the day will come when you'll have coaches calling you and asking you to come and play for their team. And when that day comes, you need to remember how grateful you are for all the time and effort that your current coach has put into helping you become the player that you are today.

Coaches Deserve Your Gratitude

Your coach has probably forgotten more about the game than you'll ever know. They've seen it all and they know what it takes to win. So when they take the time to work with you one-on-one, or even just give you some advice during practice, it's because they want to help you get better. They want to see you succeed.

And you should want to see them succeed too. Your coach pours their heart and soul into the team, so show them that you appreciate it. Be grateful for everything they do, both on and off the field. Thank them for coming to your games and cheering you on. Let them know that you know they're working hard to help you reach your goals.

Your coach will appreciate your gratitude, and it will only make them want to work harder for you. So next time you see your coach, take a minute to say thanks. It might just be the best thing you ever did for your career.


Timing is everything when it comes to emailing college coaches for recruiting purposes. The best times to email they are during their off-season and early signing period, while the worst time is during their season. And if you're looking for the best day of the week to email, be fresh on their inbox on Monday morning! Keep these tips in mind when emailing coaches and you'll increase your chances of getting noticed!

Ready to send that first email? We've compiled a database of emails and social media contacts for coaches at every major program.  It would take you months to put these lists together.  Use the list and you could potentially email every Division One program today!