May Athletic Director Newsletter: What to Communicate

May is one of the busiest months in the athletic calendar. Spring sports are wrapping up, awards season is underway, and families are already asking about fall. A well-timed May newsletter ties up loose ends and sets expectations for the months ahead.

End-of-Season Spring Sports Recaps

Start with what families care most about: how did the season go? A brief recap for each spring sport, including final records, playoff results, and standout moments, gives families a sense of closure. You do not need a full game-by-game breakdown. Two to three sentences per team is enough. If your baseball team made the district finals or your track squad had a state qualifier, highlight it. Families want to feel proud of what their athletes accomplished, and your newsletter is the right place to deliver that.

Spring Awards and Recognition

May newsletters are a natural fit for recognizing athletes. List award recipients by name and award type, organized by sport. Most Valuable Player, Coach's Award, Academic Athlete, and team captain recognition are all worth calling out. Keep descriptions short. A name and a one-line note is more readable than a paragraph per athlete. If your district has a formal awards banquet, include the date and any ticket or RSVP information here too.

Sports Physicals Deadline Reminder

This is one of the most important reminders to include in May. Fall sports seasons often start in August, and many districts require a sports physical on file before the first practice. May gives families three full months to schedule an appointment. State clearly which form is required, whether school-issued or a standard physical form, where to submit it, and what the deadline is. Athletes who miss this deadline cannot participate on day one, which creates headaches for coaches and families alike.

Summer Conditioning and Open Gym Schedules

Coaches for football, basketball, volleyball, and other sports often run voluntary summer workouts. List dates, times, locations, and contact coaches for any summer conditioning programs. Be clear about what is voluntary versus required. Some families plan vacations and need this information early. If open gym schedules are not yet finalized, say so and give a date when you expect to have them confirmed.

Fall Sports Tryout Dates

If any fall tryout dates are already set, include them. Even a preliminary schedule, clearly marked as subject to change, helps families plan their summer. Sports like football, cross country, and volleyball typically begin within the first two weeks of school or even before. Giving families advance notice in May reduces the scramble in August.

Booster Club End-of-Year Update

If your booster club is active, May is when they often hold end-of-year meetings and elections. A short note about what the booster club funded this year, who to contact about getting involved, and when the next meeting is keeps that community engaged. New families who just finished their first year may be ready to step into a volunteer role if you make it easy to connect.

A Sample Section You Can Use

Here is a template excerpt you can adapt for your own May newsletter:

"Spring sports are officially in the books. Our baseball team finished 14-8 and advanced to the district semifinals. Track and field had three athletes qualify for the state meet. Full award recipients are listed below by sport. A reminder that sports physicals for fall participation must be submitted to the athletic office by August 1. Forms are available at the front office or downloadable from our website."

Formatting for Busy Families

Athletic newsletters compete for attention. Most families are scanning on a phone between drop-off and work. Use short paragraphs, clear section headers, and call out key dates in bold or in a separate box. Daystage makes this easy with content blocks that let you drop in a schedule, a list of dates, or a recognition section without any formatting knowledge. The result looks professional and reads quickly on any screen.

What to Skip in May

Avoid including too much speculative information about next year. Coaching changes, budget items, or scheduling conflicts that are not yet confirmed create unnecessary anxiety. Stick to what is known, be clear about what is still pending, and direct families to the right contact if they have questions. A clean, focused newsletter in May builds trust for every newsletter you send after it.