Before diving in, a quick perspective.
I come from the generation that mailed application packets. Email arrived during my college years—first accessed from computer labs, then laptops, and now phones and watches. The tools changed, but the principle never did: how you communicate professionally matters.
Today, one message can introduce you to an entire department.
Or quietly remove you from consideration.
That’s why this post centers on three essentials every job seeker in athletic communications must understand:
Templates. Tone. Timing.
Get these right, and you create opportunity.
Miss them, and doors close before you ever realize they were open.
Everything that follows connects back to those three anchors—how you structure your message, how you sound as a professional, and when (and how) you follow up.
Templates, Tone, and Timing
One professional email can open doors.
One careless email can quietly close them.
Athletic communications is a small profession. How you introduce yourself matters.
Most SIDs don’t mind being contacted by job seekers.
They mind unclear, overly long, or impersonal messages.
The goal of your email is simple:
Introduce yourself
Show genuine interest
Be respectful of time
Create space for conversation
Not to ask for a job.
Not to send your entire life story.
To start a professional relationship.
Start With the Right Subject Line
Clear beats clever.
Examples:
Prospective Athletic Communications Professional – Introduction
Job Seeker Introduction – [Your Name]
Informational Interview Request – Athletic Communications
Avoid vague subjects like:
Hello
Quick Question
Resume
Your subject line should tell them exactly why you’re reaching out.
Use a Simple, Professional Structure
Strong emails follow this flow:
Brief introduction (who you are)
Why you’re reaching out (specific and genuine)
What you’re asking (usually an informational conversation)
Gratitude and flexibility
Example:
Hello [Name],
My name is [Your Name], and I’m currently pursuing opportunities in athletic communications. I recently came across your department while researching programs and wanted to introduce myself.
I’d welcome the opportunity to learn more about your path in the profession and any advice you may have for someone entering the field. If you’re open to it, I’d appreciate a brief informational conversation at your convenience.
Thank you for your time, and I appreciate any guidance you’re willing to share.
Best, [Your Name]
Short. Respectful. Clear.
That’s it.
Tone Matters More Than You Think
Write the way you would speak professionally in person.
Avoid:
Slang
Overly casual language
Demands for time
Copy-and-paste messages sent to multiple people
Use:
Proper grammar
Complete sentences
Polite requests
Personal references to their institution when possible
Authenticity beats formality.
Professionalism beats familiarity.
Timing and Follow-Up
Weekday mornings are usually best.
If you don’t receive a response, one follow-up after 7–10 days is appropriate.
Something simple:
Hello [Name],
I wanted to follow up on my previous message and again thank you for your time. I understand busy schedules and appreciate any opportunity to connect.
Best, [Your Name]
If there’s still no response, move forward.
Persistence is professional.
Pressure is not.
Remember: You Are Always Auditioning
Your email shows:
Communication skills
Emotional intelligence
Attention to detail
Respect for others’ time
Those qualities matter just as much as writing samples or portfolios.
Every message contributes to your reputation.
Even before you’re hired.
Reflection: If an SID forwarded your email to their colleagues, would it represent you well?
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