Coach Contact Guide

When, How, and What to Say to College Coaches

Contact Rules by Division — What You Need to Know

Key Rule: The restrictions are on COACHES initiating contact — not on you. Charlie (and your family) can email, call, or contact any coach at ANY division at ANY time. There is no rule preventing a player from reaching out first. The rules below only govern when coaches can initiate.

Full Breakdown — Charlie's Specific Dates (Class of 2031)

Division Recruiting Materials from Coaches Coaches Can Call / Text / Email / DM Off-Campus Contact (In-Person) Official Visits You Can Contact Them Camp Attendance
D1 Camp brochures & questionnaires: anytime. Printed recruiting materials: Sept 1, 2029 (junior year) Sept 1, 2029
(Softball is later than most D1 sports — Sept 1 of junior year, NOT June 15)		 Sept 1, 2029 Sept 1, 2029
Up to 5 official visits (school pays)		 Anytime Anytime
(Camps are how D1 coaches legally evaluate young players before Sept 1)
D2 Anytime — coaches can send printed materials right now June 15, 2029
(After sophomore year — 2.5 months before D1 can)		 June 15, 2029 June 15, 2029 Anytime Anytime
D3 Anytime — no restrictions at all Anytime — D3 coaches can call, text, email Charlie right now After sophomore year (2029) Jan 1, 2030 (junior year) Anytime Anytime
NAIA Anytime — no restrictions Anytime — NAIA coaches can contact Charlie right now. No recruiting calendar exists. Anytime Anytime Anytime Anytime
JUCO Anytime — no restrictions Anytime — JUCO coaches can contact Charlie right now. No dead/quiet periods. Anytime After completing junior year of HS (2030). 1 paid visit max (2 days/2 nights). Anytime Anytime
Why D1 Softball Is Different: Most D1 sports use June 15 after sophomore year as the contact date. But D1 softball is an exception — the contact date is September 1 of junior year, which is 2.5 months later. This makes camps and exposure events even MORE important for D1 softball, because that's the primary way D1 coaches can evaluate recruits before the contact window opens.
What This Means for Charlie (7th Grade):
  • Right now: D3, NAIA, and JUCO coaches CAN legally reach out to Charlie. If you email them, they can respond and engage freely.
  • D2 coaches: Can send materials now but can't call/text/email until June 15, 2029. They WILL respond to questionnaires and camp registrations though.
  • D1 coaches: Can only send camp brochures and questionnaires until Sept 1, 2029. But they ARE watching at exposure events and building prospect lists. Attending their camps is the best way to get evaluated before the contact date.
  • Email everyone now. Charlie can email any coach at any level at any time. The restrictions are only on coaches initiating — and even D1 coaches will add her to their database and watch lists when they receive an email.

Who to Email at Each School

Role Why Contact Them How to Find Their Email
Recruiting Coordinator This is your PRIMARY contact. They manage the recruiting pipeline and evaluate prospects. School athletics website → Staff page. Often listed as "Recruiting Coordinator" or "Associate Head Coach"
Position Coach (Catchers Coach) Catcher-specific evaluation. They have the most say in who they want behind the plate. Staff page — often the assistant coach. Some programs list specialties.
Head Coach Final decision maker, but usually delegates initial evaluation to assistants. Staff page — CC them on initial emails, but focus on the recruiting coordinator.
Pro Tip: Email the recruiting coordinator AND CC the head coach. This shows respect for the hierarchy while ensuring the right person sees it.

Email Templates

Template 1: Initial Introduction (Use Now - 7th/8th Grade)

Template 2: Pre-Tournament Email (Send 5-7 Days Before Events)

Template 3: Post-Tournament Follow-Up (Send Within 48 Hours)

Template 4: Camp Registration Email

Template 5: Unofficial Visit Request

When to Send Emails — The Contact Calendar

When What to Send To Whom
March-April 2026 Initial introduction email with spring stats + summer schedule Start with 10-15 schools across all levels. Focus on in-state + nearby SEC/Sun Belt schools.
1 week before each tournament Pre-tournament email with schedule, jersey number, field info All schools on your list + any school whose coaches are confirmed at the event
Within 48 hours after tournament Post-tournament follow-up with stats and highlight clips Same list + any new coaches you connected with at the event
After getting new measurables Quick update email with new numbers and video proof All schools on your list
End of each season Season recap with full stats, highlights, and upcoming plans All schools on your list
When you register for their camp Camp registration notification email That specific school's staff
After visiting campus Thank-you email within 24 hours Every coach you met during the visit
Frequency: Email each school no more than once every 3-4 weeks unless you have a specific reason (tournament, new measurable, camp). You want to be persistent, not annoying. Quality > quantity.

In-Person & Phone Tips

At Camps or Events — Talking to Coaches

  • Introduce yourself: "Hi Coach [Name], I'm Charlie Holladay, I'm a 2031 catcher with the Birmingham Mustangs. I emailed you last week."
  • Be confident but not cocky. Make eye contact. Firm handshake.
  • Have a 30-second elevator pitch ready: Who you are, what position, what team, why you're interested in their school.
  • Ask a genuine question: "What do you look for in a catcher for your program?" or "What's the culture like within the team?"
  • Thank them for their time before you walk away.
  • Get a business card if possible — use the email on it for follow-ups.

After June 15, 2029 — Phone Calls

  • When coaches start calling, answer the phone. If you miss it, call back within 2 hours.
  • Be prepared: Have your list of questions ready. Know the school's stats, recent season, roster.
  • Questions to ask coaches:
    • "What does a typical day look like for a student-athlete in your program?"
    • "What is your coaching philosophy for developing catchers?"
    • "What does the scholarship package typically look like?"
    • "Can you tell me about the academic support for athletes?"
    • "What are the team's goals for the next few years?"
  • Take notes during/after every call. Track what was said.

Building Your Target School List

Start with 15-25 schools across multiple levels. Here's a starting framework for Alabama/Southeast:

D1 Power 5 (Reach Schools — Long-Term Targets)

SchoolConferenceDistanceWhy Target
AlabamaSEC~1 hrIn-state flagship, elite program, close to home
AuburnSEC~3.5 hrIn-state SEC, strong program
TennesseeSEC~3 hrClose, elite program, great campus
Mississippi StateSEC~3 hrStrong SEC program, good culture
Ole MissSEC~3 hrSEC program, beautiful campus
GeorgiaSEC~4 hrElite program, strong recruiting pipeline from AL
South CarolinaSEC~5 hrGrowing SEC program

D1 Mid-Major (Strong Targets)

SchoolConferenceDistanceWhy Target
UABAAC~1.5 hrBirmingham — connects with Mustangs. Solid mid-major.
TroySun Belt~4 hrStrong Sun Belt program, scholarships available
South AlabamaSun Belt~5 hrGood Sun Belt program
Jacksonville StateCUSA~2 hrClose, competitive D1 program
SamfordSoCon~1.5 hrBirmingham area, excellent academics
UT MartinOVC~3 hrGood program, less recruiting competition
North Alabama (UNA)ASUN~30 minFlorence — very close to Hartselle! Recently moved to D1.
Alabama A&MSWAC~20 minHuntsville — extremely close. D1 HBCU.
ChattanoogaSoCon~3 hrScenic campus, good program
LipscombASUN~2 hrNashville — great city, strong academics

D2 / NAIA (Realistic Targets with Scholarship Money)

SchoolLevelDistanceWhy Target
University of MontevalloD2~1.5 hrIn-state D2, good program
West AlabamaD2~2 hrIn-state D2, scholarship opportunities
UAH (Huntsville)D2~20 minClose to home! D2 program in Huntsville.
Faulkner UniversityNAIA~3 hrMontgomery — NAIA with scholarship money
Shorter UniversityD2~3 hrRome, GA — good D2 program

D3 / JUCO (Safety Schools + Development Paths)

SchoolLevelDistanceWhy Target
Motlow StateJUCO~1.5 hrAlready Connected! Coach Janice and Macy coached Charlie at Level Up Sports. Great relationship to build on.
Snead StateJUCO~45 minBoaz, AL — very close. Good JUCO program.
Wallace StateJUCO~30 minHanceville — extremely close to Hartselle
Bevill StateJUCO~1 hrMultiple campuses, in-state JUCO
Shelton StateJUCO~1.5 hrTuscaloosa — good JUCO program
Berry CollegeD3~3 hrRome, GA — beautiful campus, strong academics
Rhodes CollegeD3~3.5 hrMemphis — elite academics
Motlow State Connection: You already have a relationship with Coach Janice and Coach Macy from Level Up Sports. This is gold. Nurture this relationship — even if Motlow isn't the final destination, JUCO coaches network with 4-year coaches constantly. A recommendation from a JUCO coach who knows Charlie personally can open D1/D2 doors.

Coach Contact Tracking Sheet

Keep a spreadsheet (Google Sheets works great) to track every interaction:

School Level Coach Name Email Date Contacted Response? Follow-Up Date Notes
Motlow State JUCO Coach Janice / Macy [get email] Level Up 2026 In-person relationship Visit a game this summer Coached Charlie at Level Up Sports winter tournament