An Athlete Approval Workflow for Recruiting Messages

A lightweight approval workflow protects the athlete's voice while allowing a recruiting VA to prepare accurate, timely administrative drafts.

Classify messages before drafting

Separate introductions, follow-ups, scheduling replies, factual updates, and personal answers. Each type may need a different approval level, and some should be written directly by the athlete.

Mark every unresolved field

Use visible placeholders for an unverified statistic, availability window, program reason, or link. A draft with a blank is safer than a polished message built on a guess.

Show sources beside the draft

Provide links to the coach directory, athlete record, event schedule, and prior thread where relevant. The reviewer should be able to confirm a claim without searching several systems.

Ask focused approval questions

Instead of asking whether the whole draft looks good, identify the sentences that express interest, preference, or commitment. The athlete can approve, revise, or remove each one.

Freeze the approved version

After approval, changes to facts, recipients, attachments, or personal language require another review. Cosmetic formatting can follow a stated rule, but it should not alter meaning.

Keep a reasonable response window

Agree on how the VA will notify the athlete and when an unanswered draft returns to review. The workflow should surface deadlines without sending on the athlete's behalf by default.