Coordinator Outreach Scripts
The 5-touch sequence for NDIS providers reaching out to support coordinators. Use these to build your referral pipeline — from first contact to an active referral relationship.
Replace merge tags with real data before sending. Send from your personal email — not info@.
{{coordinatorName}}= Coordinator first name{{providerName}}= Your organisation name{{suburb}}= Your service suburb or region{{participantType}}= Participant profile (e.g. complex behaviours, ABI, physical disability){{senderName}}= Your name{{personalisation}}= One-sentence signal hook — see SOP in Email 1Open by acknowledging something specific about the coordinator's work or region — then establish what kind of provider you are, and mention capacity at the end. The order matters: acknowledgement → relationship intent → capacity. Never lead with the vacancy. CTA is a question, not a calendar link.
The first line acknowledges something real about the coordinator's work. Use the FIRST signal that applies:
1. Recent post: coordinator posted about a placement need in a Facebook group
→ "Saw your post in [group] about a participant needing SIL in {{suburb}} — we work in that area."
2. Referral source: another coordinator or provider mentioned them by name
→ "{{referralSource}} suggested I reach out — said you're one of the better-networked coordinators in {{suburb}}."
3. Participant specialisation: their LinkedIn or registration shows they work with a specific profile
→ "Noticed you work with {{participantType}} participants in {{suburb}} — that's our primary population too."
4. Location: coordinator's work region overlaps with your service area
→ "You work across {{suburb}} — that's our core service area."
5. No signal: omit the line entirely. Open with the intro.
One sentence. Specific, not general. No compliments. No "I've been following your work." Just the observation and why it's relevant to them now.Subject: {{coordinatorName}} - {{suburb}} providers
Hey {{coordinatorName}},
{{personalisation}}
I work with {{providerName}} — we specialise in {{participantType}} SIL support in {{suburb}}.
Most coordinators we talk to want the same things: a provider who responds fast, stays in touch after placement, and calls them first before new capacity goes public. That's what we try to be.
We do have current availability if it's ever relevant to what you're working on.
{{senderName}}
*Sent from iPhone*The personalisation line is not optional — it is the thing that separates this from a mass email. Acknowledge something real: their region, a post they made, a participant type they work with. Then the intro and relationship intent. Capacity last. After a positive reply: send your vacancy profile + Cal.com link in one message.
At 100+ sends per week, manual outreach breaks down. The Referral Agent handles coordinator monitoring, Facebook group scanning, and this entire sequence — so it runs at volume without your team managing it.
Book the Operational Diagnostic30 minutes. Written recommendation.