How (and When) to Email College Volleyball Coaches

Emailing college volleyball coaches is one of the most important — and most misunderstood — parts of the recruiting process.

Done well, it opens doors. Done poorly, it often gets ignored.

Knowing when to email, who should email, and what to say can make a significant difference. Here’s what volleyball families should know.

Who Should Send the Email?

Whenever possible, the athlete should send the email.

College coaches want to hear directly from the athlete. Parent involvement is appropriate behind the scenes, especially early, but communication should shift to the athlete as soon as possible.

Parent emails may be appropriate:

• Early in the process (freshman year)

• For logistical questions

• When academic or compliance questions arise

But recruiting communication should ultimately come from the athlete.

When Should Athletes Start Emailing?

There is no single “right” time, but there are appropriate windows.

Freshman Year

• Focus on learning the process

• Emails should be informational, not expectant

• Coaches may not respond — and that’s normal

Sophomore Year

• Athletes can begin introducing themselves

• Emails should include basic info and upcoming events

• Responses may still be limited depending on NCAA rules

Junior Year

• This is when communication often increases

• Coaches may respond more directly

• Follow-ups become important

Senior Year

• Continue communication consistently

• Late recruiting is common in volleyball

• New opportunities often appear

What Should the Email Include?

College coaches receive a high volume of emails. Keep messages clear, concise, and relevant.

A strong recruiting email includes:

• Athlete name, graduation year, position

• Club and high school information

• Height and basic stats (if applicable)

• GPA and academic interests

• Upcoming tournaments, camps, or matches

• A short highlight video link (if available)

• Avoid long paragraphs or unnecessary detail.

What Should the Subject Line Say?

Clear and simple works best.

Examples:

• 2027 Outside Hitter | Club Name | Tournament Schedule

• 2026 Setter | GPA 3.9 | Interest in [School Name]

• 2025 Libero | Upcoming Tournament | Highlight Video

  
  

Subject lines should help coaches quickly understand who you are and why you’re emailing.

How Often Should Athletes Follow Up?

Following up is appropriate — spamming is not.

General guideline:

• Initial email

• Follow-up before a relevant tournament or camp

• Follow-up after an event

If a coach doesn’t respond, it does not mean a lack of interest. Timing, roster needs, and recruiting rules all play a role.

Common Mistakes to Avoid

• Mass emailing dozens of schools without personalization

• Oversharing or sending very long emails

• Having parents communicate exclusively

• Asking about scholarships too early

• Assuming no response equals no interest

Recruiting communication should feel professional, not transactional.

A Note on NCAA Rules

Recruiting rules vary by division and change over time. Emailing is generally allowed, but when and how coaches can respond depends on NCAA regulations.

Families should focus on:

• Providing information

• Updating coaches on schedules

• Being patient with responses

The Big Picture

Emailing college volleyball coaches is about starting conversations, not forcing outcomes.

Strong communication:

• Shows initiative

• Demonstrates maturity

• Helps coaches evaluate interest and fit

It’s one piece of the recruiting process — not the entire picture.

How Insanity Athletics Helps

Insanity Athletics supports volleyball athletes by:

• Teaching effective communication strategies

• Reviewing recruiting emails

• Helping athletes understand appropriate timing

• Reducing anxiety around outreach

Recruiting communication doesn’t need to feel intimidating — it just needs to be done well.