If you’re sitting around waiting for referrals to land in your inbox, you’re already losing the game. In the NDIS and disability support space, opportunities aren’t handed out like freebies at a weekend market — they’re earned. And if you think a few polite social media posts will magically make support coordinators flock to you, think again.
Here’s the truth: you need to go after the connections you want. That means getting strategic, getting visible, and yes — sending damn good emails to support coordinators that make them want to work with you.
This isn’t about begging for work. This is about showing them you’re the provider worth knowing, the one who makes their job easier and their participants’ lives better.
Let’s break it down, step-by-step, without the fluff.
1. Own the Mindset: You’re Not Just Another Provider
Before you type a single word, stop acting like you’re one of a hundred desperate providers sliding into their inbox. You’re not. You have value. You have skills. You have results.
Support coordinators are drowning in emails from businesses saying, “We’d love to collaborate” with nothing else to back it up. You need to stand out — unapologetically. Approach your outreach knowing you’re offering something that genuinely benefits them and their participants.
Pro tip: If you don’t believe you’re worth their time, neither will they.
2. Know Exactly Who You’re Emailing — Or Don’t Bother
This is where most providers screw it up. They blast the same generic message to a hundred coordinators and wonder why no one replies.
Stop that. Research each coordinator. Look at their organisation, the participants they work with, and the kinds of services they refer to. If you know they focus on mental health, don’t waste space talking about your gardening program. If they work with children, highlight your early intervention services.
This isn’t hard — but it does take effort. That effort is exactly what makes you stand out.
3. Nail the Subject Line — It’s Your First Battle
If your subject line is “Collaboration opportunity” or “Provider introduction,” you’ve already lost. That’s boring. That screams delete me.
You need a subject line that hooks their attention and makes them want to open the email:
- “Helping your participants get the results you want”
- “Proven support programs that free up your time”
- “We make your job easier — here’s how”
The rule is simple: be specific, be interesting, and make it about them, not you.
4. Cut the Fluff and Get to the Point
The first two sentences determine if they keep reading. Don’t waste them with “Hope you’re well” and a paragraph about your business history.
Instead, start strong:
“I work with participants just like yours to [specific result]. In the last 6 months, we’ve helped [X number] achieve [tangible outcome], and I’d like to show you how we can do the same for your clients.”
See the difference? It’s not about you, it’s about what you can do for them — fast.
5. Make It Participant-Focused, Not Provider-Focused
Support coordinators don’t care how long you’ve been in business unless it translates into better outcomes for their participants.
Don’t say:
“We have been in the industry for 10 years and offer a wide range of services.”
Do say:
“We help participants gain independence faster with tailored support plans that actually work — saving you follow-up headaches.”
Every sentence should answer the silent question in their head: “What’s in it for me and my participants?”
6. Show Proof — Or It’s Just Talk
Anyone can say they “deliver high-quality, person-centred care.” But without proof, it’s just noise.
Include:
- A quick success story.
- A testimonial from a participant or family member.
- Measurable results.
Example:
“One of our clients, who had struggled with daily living tasks for years, is now living independently after just 9 months with our program. Their support coordinator told us, ‘You’ve made my job 10 times easier.’”
Real stories stick. Buzzwords don’t.
7. Keep It Short — Respect Their Time
Support coordinators are busy. They don’t have time for a five-paragraph essay.
Your email should be:
- 3–4 short paragraphs.
- Each no more than 3 sentences.
- Easy to scan.
If it looks like work to read, they won’t read it.
8. Have a Clear, Bold Call-to-Action
The biggest rookie mistake? Ending with “let me know if you’re interested.” That’s passive. You need to tell them exactly what to do next.
- “Can we lock in a 15-minute call next week to see if we’re a fit?”
- “I’d love to show you how we work — does Tuesday or Thursday suit for a quick Zoom?”
Make it easy for them to say yes.
9. Follow Up Like You Mean It
Here’s where most providers drop the ball. They send one email, hear nothing, and give up.
Follow up after 5–7 days with a short, polite reminder:
“Just checking in to see if you had a chance to consider my last email. I’d still love to explore how we can help your participants achieve their goals.”
Persistence shows you’re serious.
10. Keep Building the Relationship
The first email is just the opener. The real magic happens when you stay on their radar:
- Share relevant resources.
- Send participant success updates.
- Invite them to events or workshops.
Become the provider they think of first when they have a participant in need.
Sample Email: The No-Fluff Outreach That Works
Subject: Helping your participants achieve faster wins
Hi [Name],
I work with participants just like yours to [specific outcome]. Over the past year, we’ve helped [X number] clients reach [tangible result], making life easier for both them and their support coordinators.
Here’s a quick example: [Insert short success story].
I’d love to explore how we can work together to deliver the same results for your participants. Can we lock in a quick 15-minute chat next week?
Looking forward to connecting,
[Your Name]
[Your Business Name]
[Your Contact Info]
Bottom Line
You can keep waiting for referrals and watching other providers scoop them up — or you can take control, reach out, and show support coordinators why you’re the provider they can’t ignore.
The providers who win in this space aren’t the ones who play it safe. They’re the ones who show up, speak clearly, and go get what they want.
Stop waiting. Start emailing. And don’t apologise for it.
