Coach typing weekly update email on laptop

The Sunday Email: Why Over-Communication Wins Championships

As coaches, we often trick ourselves into thinking our job ends when the whistle blows. We spend hours perfecting VO2 max intervals and analyzing race splits, but we treat parent communication as an afterthought—something to deal with only when there is a problem.

This is a strategic error.

In high school athletics, the “information vacuum” is your enemy. If you do not provide a clear narrative about the schedule, logistics, and training goals, parents will fill that silence with speculation, confusion, and anxiety.

Establishing a consistent Weekly Update is not just about being polite; it is an operational strategy that protects your time and builds your program’s culture.

The Value for the Coach:

  • Silence the Noise: A proactive email on Sunday evening eliminates 90% of the “What time is the bus?” and “Where is the meet?” texts that distract you during the week.
  • Control the Narrative: It allows you to frame performances, explain training fatigue (“The kids are tired because we are training through this week”), and set expectations before issues arise.
  • Paper Trail: When an athlete claims they “didn’t know” about a practice time, you have a documented record that the schedule was sent to the entire roster.

The Value for the Program:

  • Buy-In: When parents understand why you are doing things (e.g., tapering, recovery days), they become allies in the process rather than critics in the stands.
  • Professionalism: A consistent, formatted communication strategy signals that your program is organized, safe, and serious. It builds trust that you are taking care of their children.

Below is the exact template I use. It is designed to be written in 10 minutes or less, scannable on a smartphone, and covers every logistical base for the week ahead. You can literally copy and paste it into your preferred email program.

The Copy/Paste Template

Weekly Update Template

Subject: [Team Name] Weekly Update: Week of [Date] | [Key Meet Name/Event]

Hello Team & Families,

THE RECAP
Great job to everyone who competed at [Last Week’s Meet]. We saw [Number] personal bests (PRs) and a fantastic team effort in the varsity race. A special shoutout to [Athlete Name] for [specific action].

Here is the plan for the upcoming week.

THE SCHEDULE: [Month/Date] – [Month/Date]
Please note: Athletes should be dressed and ready to warm up at the start time listed.

  • Mon [Date]: [Time] @ [Location] – [Focus: e.g., Long Run/Recovery]
  • Tue [Date]: [Time] @ [Location] – [Focus: e.g., Workout/Hills]
  • Wed [Date]: [Time] @ [Location] – [Focus: e.g., Recovery/Weight Room]
  • Thu [Date]: [Time] @ [Location] – [Focus: e.g., Pre-Meet Shakeout]
  • Fri [Date]: [Time] @ [Location] – [Focus: e.g., Race Day! See below]
  • Sat [Date]: [Time] @ [Location] – [Focus: e.g., OYO Run or Invitational]

UPCOMING MEET: [Meet Name]
Date: [Date]
Location: [Address or Google Maps Link]

  • Bus Dismissal: [Time]
  • Bus Departure: [Time] (Bus leaves sharply at this time)
  • Race Schedule:
    • [Time]: Girls Varsity
    • [Time]: Boys Varsity
    • [Time]: JV Mixed
  • Estimated Return: [Time]

Parent Note: [Add specific note, e.g., Parking is $5 cash only].

COACH’S CORNER: Training Focus
This week we are shifting our focus to [Theme]. The athletes are tired, which is normal for this point in the season. Please emphasize hydration and sleep at home.

VOLUNTEERS & HOUSEKEEPING

  • Pasta Dinner: We still need a host for this Thursday. Please sign up [Link].
  • Gear Check: Please make sure athletes have layers.
  • Fees: If you haven’t turned in the booster check, please bring it to practice Monday.

Let’s have a great week of training.

Go [Mascot]!

Coach Saltmarsh
[Link to Website/Calendar]

About the Coach

Coach Saltmarsh specializes in high school distance running and athlete development. With a focus on data-driven training and consistent progression, this site provides the tools and insights coaches and athletes need to reach their peak performance. This calculator was built to solve a common problem on the track: making running math simple, so you can focus on the splits that matter.

Looking for more training resources? Explore the Training Articles or view Coaching Resources.