Skip to content

Intro Email Template

Introducing Yourself to a College Coaching Staff

Jamie Bailey      |      Sep 27, 2023

Introduction

Sending an email to introduce yourself to a college coaching staff is a very important first step in taking an active role in your recruiting. In other words, do not skip this step. While filling out the standard recruiting questionnaires is important/required, you are limited in what information you can provide by the form itself. Your intro email gives you a chance to tell your story and sell your potential to the coaches.

This article will go through an email template that you can customize and send to college coaches that will tell them why they need to pay attention to you.

The Template

Subject:
Class of [202X] ([X] GPA, [TIME] [EVENT], [TIME] [EVENT], [TIME] [EVENT])

Body:
Coach [NAME] / Coach [NAME],

My name is [YOUR FULL NAME]. I am currently a [SOPHOMORE/JUNIOR/SENIOR] in high school in [CITY], [STATE] and am very interested in swimming for [SCHOOL].

What is unique about me is [YOUR UNIQUE QUALITIES].

Here are my drops [SO FAR THIS/LAST] season:
[EVENT]: [TIME] ([TIME DROP] seconds)
[EVENT]: [TIME] ([TIME DROP] seconds)
[EVENT]: [TIME] ([TIME DROP] seconds)

Here are a couple of videos from [WHEN]:
[EVENT]: [LINK]
[EVENT]: [LINK]

I feel like I am on a trajectory where I could be competitive in the [CONFERENCE] and help your team. I would love to set up a time to talk to you about [SCHOOL] and learn more about your program.

Thank you!
[FULL NAME]
Class of [202X]

You will need to replace everything in “[ ]” with the required information to create your personal template that you can use for each coaching staff you email. Before you send an email to a specific coaching staff, you will need to replace the Coach [NAME], [SCHOOL], and [CONFERENCE]. When you create your template, leave the fields custom to each school as “Coach [NAME]”, “[SCHOOL]”, and “[CONFERENCE]” to make it easy to see where you need to add that school’s information to your email.

Before we go into details on how you can change this template, here is an example of how this template can look when filled out.

Example Email

Subject:
Class of 2024 (4.0 GPA, 56.8 1BK, 2:03 2BK, 2:06 2IM)

Body:
Coach Howell / Coach Fontana / Coach Petroff,

My name is Gracen Bailey. I am currently a Junior in high school in Nashville, TN and am very interested in swimming for Emory.

What is unique about me as a swimmer is when I got into this sport and my recent progression. I was a nationally competitive gymnast until the age of 12. I learned how to swim five years ago and then started swimming competitively. I have improved every year, but this year has been a much bigger leap than previous years. Although my top three events are 100BK, 200BK, and 200IM, I have dropped a lot of time in every event.

Here are my drops so far this season:
100Y BK: 56.85 (-2.01 seconds)
200Y BK: 2:03.61 (-2.66 seconds)
200Y IM: 2:06.27 (-5.35 seconds)
400Y IM: 4:36.35 (-10.53 seconds)
100Y FL: 58.29 (-1.61 seconds)
100Y BR: 1:07.65 (-2.19 seconds)
50Y FR: 24.82 (-1.12 seconds)
100Y FR: 53.29 (-3.06 seconds)
200Y FR: 1:57.03 (-5.54 seconds)

Here are a couple of videos from finals last weekend (Southeasterns) and two weeks ago (TN State Champs):
100Y BK: https://youtu.be/IoIdnMN-7q8
200Y IM: https://youtu.be/u7OoQY2GYdY

I feel like I am on a trajectory where I could be competitive in the UAA and help your team. I would love to set up a time to talk to you about Emory and learn more about your program.

Thank you!
Gracen Bailey
Class of 2024

Next, let’s go through the template line-by-line for tips on how you can change it to make it your own.

Subject

Subject:
Class of [202X] ([X] GPA, [TIME] [EVENT], [TIME] [EVENT], [TIME] [EVENT])

Example:
Class of 2024 (4.0 GPA, 56.8 1BK, 2:03 2BK, 2:06 2IM)

The subject line is extremely important to get right to ensure coaches open your email and read the rest.
  • Include your class year. Coaches are often recruiting both Juniors and Seniors at the same time. Make sure they know when you are graduating.
  • Include your GPA or some aspect of your academics unless you are really stretching academically for a school. GPA, ACT score, or SAT score can be used but only include one in the subject.
  • Include your three best events and times. Use abbreviations for event names (e.g. 2FR). You can shorten the times to keep the subject line clean (e.g. 1:53 2FR).
  • Use SCY times unless your LCM times are significantly better. College swimming is in SCY not LCM and converting between the two is very unreliable.

Greeting

Template:
Coach [NAME] / Coach [NAME],

Example:
Coach Howell / Coach Fontana / Coach Petroff,

Let the coaches know that you are writing this email to them and not just sending an email spam to a bunch of coaches.
  • Email the head coach and all swimming assistant/associate coaches.
  • Do not email the diving coach or the strength/conditioning coach.
  • Use their names in the email. Address each coach as “Coach [LAST NAME]”.

Introducing Yourself

Template:
My name is [YOUR FULL NAME]. I am currently a [SOPHOMORE/JUNIOR/SENIOR] in high school in [CITY], [STATE] and am very interested in swimming for [SCHOOL].

Example:
My name is Gracen Bailey. I am currently a Junior in high school in Nashville, TN and am very interested in swimming for Emory.

This part is straightforward. Fill in your full name, your current class, city, state, and the school you are emailing. Remember to change [SCHOOL] each time you send an email!

What Makes You Unique

Template:
What is unique about me is [YOUR UNIQUE QUALITIES].

Example:
What is unique about me as a swimmer is when I got into this sport and my recent progression. I was a nationally competitive gymnast until the age of 12. I learned how to swim five years ago and then started swimming competitively. I have improved every year, but this year has been a much bigger leap than previous years. Although my top three events are 100BK, 200BK, and 200IM, I have dropped a lot of time in every event.

This part should be different for everyone. This is your chance to stand out and show your potential. Be short and succinct in this section (3-6 sentences). Stay relevant to topics that will be interesting to a college swimming coach (i.e. athletics, academics, potential). Here are some ideas for this section:
  • Significant time drops
  • Multi-sport athlete
  • Height
  • Wingspan
  • Late growth spurt
  • Your athletic achievements
  • Parents/siblings athletic achievements
  • Your academic achievements
  • A quote from your coach about your work ethic
  • How your training has changed and will make you faster
  • Challenges/injuries you have overcome
  • Specific swimming strengths (e.g. underwaters, kicking)
  • Late entry into swimming
  • Geographic challenges (e.g. I live 2 hours from my pool)
  • Your passion for swimming

Time Drops

Template:
Here are my drops [SO FAR THIS/LAST] season:
[EVENT]: [TIME] ([TIME DROP] seconds)
[EVENT]: [TIME] ([TIME DROP] seconds)
[EVENT]: [TIME] ([TIME DROP] seconds)

Example:
Here are my drops so far this season:
100Y BK: 56.85 (-2.01 seconds)
200Y BK: 2:03.61 (-2.66 seconds)
200Y IM: 2:06.27 (-5.35 seconds)
400Y IM: 4:36.35 (-10.53 seconds)

Coaches want to see your progression so they can project your potential times in college. Ideally, you can show time drops in your best events either this season or last season. You can show all time drops, even in your off-events. You can show both SCY and LCM time drops but lead with significant SCY drops as college is SCY.

Videos

Template:
Here are a couple of videos from [WHEN]:
[EVENT]: [LINK]
[EVENT]: [LINK]

Example:
Here are a couple of videos from finals last weekend (Southeasterns) and two weeks ago (TN State Champs):
100Y BK: https://youtu.be/IoIdnMN-7q8
200Y IM: https://youtu.be/u7OoQY2GYdY

Some college coaches want to see videos of you swimming and others don’t care. It isn’t a requirement to have videos, but if you have them, include them. Don’t attach a huge video to the email. Upload the video to YouTube or another service and share the link. Make sure you specify when the video was taken. You must help the coach identify which swimmer in the video is you either by editing the video and identifying yourself or by description in the email (e.g. I am the one with the blue cap and black suit in lane 4). A tutorial on creating great swimming videos is coming soon!

Closing

Template:
I feel like I am on a trajectory where I could be competitive in the [CONFERENCE] and help your team. I would love to set up a time to talk to you about [SCHOOL] and learn more about your program.

Thank you!
[FULL NAME]
Class of [202X]

Example:
I feel like I am on a trajectory where I could be competitive in the UAA and help your team. I would love to set up a time to talk to you about Emory and learn more about your program.

Thank you!
Gracen Bailey
Class of 2024

The closing lets the coach know that you understand how you could help his team by being competitive in the conference. It also lays out a clear call-to-action to have a phone call (the next step in the process). Feel free to add anything personal here that you feel reflects your personality and/or your desire to swim at this college. You need to fill in the [CONFERENCE] and the [SCHOOL] for every email.

Which Coaches/Colleges To Email (Where You Fit)

Prioritize emailing colleges where you actually fit in athletically and academically. Email stretch schools but make sure they are realistic stretch schools. Early on, your search criteria should be broad but you should still have a clear understanding of the impact you would bring to a particular program. Utilize your Best Fit Report to build that list of schools to email, using the information in your report to help you customize this email template to include the impact you will bring to their program.