Huddle Up! It’s Time for Your Team Welcome Letter

It’s that time again—time to send out your Welcome Letter to your team families! Whether they’re returning for another season or brand new to the squad, this letter sets the tone for what’s ahead. A well-crafted welcome letter helps create a sense of organization, eases any first-day nerves, and ensures everyone is on the same page before the season kicks off.

Who Sends the Letter?

This can vary depending on your team’s dynamic. Some coaches prefer to handle all communication, while others rely on the team mom (that’s you!) to follow up with the details. In our case, our coach would send out an initial message, and I would follow up with a more detailed letter covering everything parents need to know.

Just like your Welcome Meeting, this letter reassures families that the season is well-organized and sets expectations upfront.

What to Include in Your Welcome Letter

1. Introduction & Contact Info

Start by introducing yourself and your role with the team. Let parents know the best way to reach you and if there are any preferred communication methods (text, email, team app, etc.).

Example:
"Hi Team! My name is [Your Name], and I’ll be your [Team Mom/Team Coordinator] this season. I’ve been part of [Organization Name] for X years, and I’m here to help keep things running smoothly for our players and parents. Feel free to reach out to me anytime at [your email/phone]."

2. Important Dates

Give parents a heads-up on key dates to put on their calendars.

• Equipment Handout: Date, time, and location
• First Practice: Date, time, and location
• Practice Schedule: Days of the week and time (example: Monday & Wednesday, 6-8 PM)
• Game Schedule: If available, or when they can expect to receive it
• Parent Meeting: If there’s a separate meeting outside of the first practice

3. Team Calendar & Special Events

Does your organization have special events throughout the season? Let families know in advance!

• Organization Camps & Clinics
• Homecoming or Spirit Week
• Fundraisers & Volunteer Expectations
• Team Bonding Events (pizza nights, bowling, etc.)

4. What to Bring & Expectations

Help parents prepare their athletes for practice from day one.

• List required gear (cleats, mouthguard, practice jersey, etc.)
• Any organization rules or player expectations (hydration, arriving on time, etc.)
• Reminders about parent involvement, team conduct, or volunteer needs

5. Communication & Next Steps

Let parents know how ongoing communication will be handled—team apps, group texts, email updates, or social media. If there are forms to complete or dues to pay, remind them here.

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Final Touch: Make It Welcoming!

This isn’t just an info dump—it’s an opportunity to build excitement and connection. Keep your tone friendly, helpful, and encouraging. You want parents to feel like they’re part of something organized, fun, and team-oriented from day one.

Do you send out a welcome letter for your team? What’s something you always include? Drop your thoughts in the comments—I’d love to hear from you!

#TeamMomLife #HuddleUp #GameDayReady