Reaching Out

Reaching Out to College Coaches: Making the First Move

Once you’ve built a list of target schools and identified your best fits, the next step is taking action. That means reaching out to coaches directly. Many swimmers wait too long, send generic emails, or miss key opportunities by not knowing how to connect. Here’s how to do it the right way.

Finding Coach Contact Info

Most NCAA programs list coach contact information on their athletics website.

Where to Look:

• Visit the school’s athletics site
• Navigate to the “Swimming & Diving” section and find the “Coaches” or “Staff Directory” page
• You’ll usually find emails and sometimes phone numbers for head and assistant coaches

Tip:

If you’re a sprinter or stroke specialist, consider reaching out to the coach who oversees that group. If unsure, email the head coach. They’ll forward your message if needed.

Make Yourself Easy to Find: SwimCloud & Online Profiles

Before reaching out, make sure your SwimCloud profile is up to date and searchable.

Why It Matters:

Coaches use SwimCloud to scout athletes based on their times, grades, and event specialties, so having a complete and updated profile is essential. Your SwimCloud profile should include a clear photo, verified best times, academic information like GPA and test scores, and your high school or club affiliation. Make sure to update your best times regularly and always include a link to your profile in any outreach emails to coaches.

Academics Matter – A Lot

Your swimming times may get you noticed, but your grades can make or break the opportunity. College coaches want athletes who will be eligible, stay on track to graduate, and positively represent the program.

A strong GPA opens doors to more schools and greater scholarship opportunities, especially at academically competitive Division I and Division III programs. While test scores like the SAT or ACT are optional at many schools, high scores can still help set you apart from other recruits. The NCAA has baseline academic eligibility requirements, but individual schools often hold student-athletes to even higher standards. At Division III schools, where athletic scholarships are not offered, academic merit aid can play a significant role in your financial package. Bottom line: coaches love fast swimmers, but they need dependable student-athletes who can succeed in the classroom as well as in the pool.

Writing Your Introduction Email

Your first email should be short, specific, and personal.

Subject Line Examples:

“2025 Freestyle Recruit – John Smith – 50/100 Free – 21.3/46.5”

“Class of 2026 Swimmer Interested in [School Name] – Emily Brown – Breaststroke”

What to Include:

• Basic Info: Name, graduation year, hometown, high school/club
• Academic Stats: GPA, test scores (if available), intended major
• Swimming Highlights: Key events, best SCY/LCM times, recent accomplishments
• Why Their Program: Reference something specific about the team, school, or coach
• Attachments/Links: PDF swim resume, SwimCloud link, race videos

Here is an example:

Dear Coach BLANK,

As I look forward to my BLANK year of high school, I’ve been following the performance of your swimmers in my best events. I’ve also looked deeper into the ranks with a view to how I would contribute if I graduated tomorrow and where I think I would be in a couple years. I think BLANK University could be a great fit for me. The academic reputation is unquestionable, and I can see myself as a strong contributor to the swim program.

My name is BLANK, and my strengths are BLANK.

I swim for a club team and my high school under the direction of my coach, BLANK. My training consists of BLANK sessions per week – BLANK hours in the pool and BLANK hours of dryland conditioning. Some goals I have are BLANK.

With regards to academics, (Mention the school you are attending, what classes you are taking, GPA, all academic info. )

Time Progression – Short Course Yards

My next big meet is BLANK.

I can be found on Swim Cloud via this link if you’d like to see more of my latest results (long course meet just last weekend), and my coach is also available for questions as well. He can be reached at BLANK.

Thanks for your time. I look forward to learning more about your program and the potential of a fit for me.

Regards,

BLANK

Phone number

email

Recruiting Questionnaires: Don’t Skip Them

Most college swim teams have a recruiting questionnaire available on their website. This online form asks for basic personal, academic, and athletic information and serves as your first official step into a program’s recruiting system. Filling it out ensures that coaches can track your interest and keep your information organized in their database. In fact, it’s often the first thing a coach will ask you to complete after initial contact.

To find these forms, you can usually search for “[School Name] Swimming Recruiting Questionnaire” or go directly to the team’s recruiting or “Prospective Athletes” section on their athletics website. It’s a good idea to complete the questionnaire after sending an introductory email, as it shows that you’re organized, serious, and genuinely interested in their program.

After you reach out, response times can vary. Some coaches may reply within a few days, while others might take several weeks, particularly if it’s during their competitive season. If a coach is interested, they might request your most recent times, academic transcripts, or schedule a Zoom call or invite you to an on-campus recruiting event. If you don’t hear back right away, don’t get discouraged. Especially before the official contact date for Division I programs (June 15 after your sophomore year), coaches may be limited in what they can say. Stay patient, keep improving, and follow up when you have meaningful updates to share.

Sometimes, Coaches Reach Out to You

If your times are competitive, coaches might initiate contact – through email, Instagram, a phone call, or even a DM.

What That Means:

They’re tracking you and interested, but it’s not a guarantee of an offer

They might ask you to fill out a questionnaire, keep them updated, or attend a recruiting event

These early conversations are a great opportunity to learn what they value and what the team needs

Even if a coach reaches out to you, you still need to show initiative – ask questions, keep in touch, and follow up with improved times or academic updates.