Template – Initial Email to Parents

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SUBJECT: YMCA Suns Initial Team Information (Please Read)

Hello,

My name is James Leath and I am your daughter’s basketball coach. I will be reaching out with more information about practice and games shortly. Please respond with your best contact information (both parent’s names, email and mobile phone).

A little about me…I am originally from Fresno. My bride and I moved here 3 years ago for work. I currently work for [insert company] as [insert title]. I am working on my masters in sports psychology with an emphasis on youth sports. I have coached multiple sports from elementary school to the semi-pro level over the past 20 years. We don’t have any kids, though we have fostered in the past. I had a great run as an athlete and love passing on what I have learned through sports to the next generation.

My personal mobile number is (559) XXX-XXXX.
Please use it to text me if for some reason your child won’t be at practice so I can plan accordingly. If they are going to miss a game, please, please let me know before our last practice that week so I can prepare the team.

Thank you for trusting me as your daughter’s coach.

Sincerely,

James Leath
@jamesleath
jamesleath.com

PS: If you come to practice (and I hope you do) do not be surprised if I toss you into a drill to join the fun (and help me out a bit).

NOTES:

  • Subject: Be specific in your email title, and always include the team name in the title so it is easily searchable. Do not use the same email title every time.
  • A little about me…
Talk about things like where you are from, if you played sports, why you are coaching, etc.
  • My personal phone number: Text messaging is the best way to communicate with parents these days. Save their information in your phone. I usually save the number as “Taylor’s Mom” or something of that nature.
  • Practice and Games: I use Google gmail and calendar, as it is the most widely used (in my experience).
 I update it with practice dates, times, and locations then share it with the parents.
  • Rules
: Try and get a PDF copy of the rules, attaching it to this initial email.]
  • Tip: Be sure to call within a day or two to introduce yourself. Many parents will not have gotten to your email, but at least they will have the information to refer to.
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As a Leadership Coach at IMG Academy in Bradenton, FL, James Leath teaches athletes from the professional ranks all the way down to elementary school about character and leadership of self, team, coaches and critics. His widely read blog at jamesleath.com is a top resource that educates athletes, coaches, and parents in sport psychology and personal development. James is currently finishing a graduate degree in Performance Psychology.