Booster Club Tryout Newsletter: Supporting Athletes Through Tryouts

Tryout season is one of the most stressful weeks of the year for student athletes and their families. The booster club newsletter is your chance to reduce that anxiety with clear information, set realistic expectations, and remind families that the booster club is in their corner no matter how tryouts turn out. Here is how to write it well.

Lead with the Dates and Logistics

Families open a tryout newsletter for one reason: to find out when and where tryouts are and what their athlete needs to do before then. Put that information first. Tryout dates, times, location, and which teams are running tryouts this cycle should appear in the first three sentences or as a clear header-and-bullet block above any other content.

If you run tryouts for multiple sports simultaneously, list each sport separately with its own dates and contact coach. Lumping them together creates confusion about which information applies to which athlete.

Spell Out Every Eligibility Requirement

Missing a sports physical is the single most common reason an athlete cannot participate in tryouts. Your newsletter should state explicitly: "All athletes must have a current physical on file before the first day of tryouts." Include what "current" means at your school (typically dated within 12 months) and whether the physical must be done by a specific provider or if any licensed physician works.

Beyond physicals, list every other requirement: minimum GPA threshold, online registration completion, emergency form submission, and any fee payments required before tryouts. If your school uses a system like Final Forms or ArbiterSports, include the direct link and a brief note about how to navigate the registration steps.

Describe What Tryouts Actually Look Like

Many incoming freshmen and transfer students have never been through a formal school tryout process. Tell them what to expect. Will there be multiple tryout days? Will coaches evaluate athletes individually, in small groups, or in scrimmage-style situations? What skills are typically assessed? How are cuts communicated and when?

You do not need to give away the coach's full evaluation rubric, but a general outline helps athletes prepare appropriately and reduces the "my kid had no idea what was going to happen" complaints after the fact.

Tell Athletes and Families What to Bring

A specific gear list prevents the 7 AM day-of text to the coach asking if cleats are required. For most sports, this is straightforward: athletic shoes appropriate for the surface, water bottle, workout clothes in the school colors or a plain neutral, and any sport-specific equipment the athlete already owns. Note whether the school provides any equipment during tryouts or whether athletes are expected to have their own.

If athletes need to arrive early to check in or complete paperwork at the venue, say so. "Arrive by 3:45 PM for check-in; tryouts begin at 4:00 PM" eliminates confusion on the day.

Address the Emotional Reality of Tryouts

A short paragraph acknowledging that tryouts are hard earns a lot of goodwill with families. Something like: "We know tryout week is stressful. Our coaches are looking for athletes who work hard, respond to coaching, and support their teammates, not just the most experienced players." This reframes the evaluation process from purely outcome-based to character and effort-inclusive, which is both honest and reassuring.

If you have a history of athletes who did not make varsity as freshmen and later became team leaders or varsity starters, this is a good place to note that. Real examples are more convincing than generic encouragement.

Include a Template for the Booster Club's Role

Many families do not know what the booster club actually does during the season. Use the tryout newsletter to briefly explain your role: funding for equipment the school budget does not cover, team meals before away games, banquet planning, and advocacy for the program. Let families know that the booster club supports every level of the program, not just varsity.

Here is a short template excerpt you can adapt: "The [School] Athletics Booster Club supports the full [Sport] program, from freshmen to varsity. We fund equipment, organize team meals, and plan the end-of-season banquet for all rostered athletes. If you would like to get involved, membership information is at [link]."

Describe the Cut Process Honestly

Families will want to know how and when results are communicated. If coaches post results to a list outside the gym, say that. If they send individual emails, say that. If the process takes 24-48 hours after the final tryout day, say that too. The less ambiguity about the process, the fewer anxious parents calling the athletic director asking for updates.

If your school has an appeal or feedback process for athletes who are cut, include that information. Some programs offer brief post-tryout conversations with the coaching staff so athletes understand what to work on. Knowing that option exists softens the disappointment.

Close with Encouragement and Next Steps

End your newsletter with a brief message of genuine support for every athlete in the process. Remind families that making the team is the start, not the finish line, and that the booster club is already preparing for a great season. Include contact information for questions and a link to your booster club website or social page so families can stay connected regardless of tryout outcomes.