Let’s be blunt — if you’re still sending boring, generic emails to Support Coordinators, you’re leaving thousands in NDIS funding on the table.
No more excuses. You’ve got access to ChatGPT. Now it’s time to actually use it — strategically, simply, and consistently — to market like a pro.
This guide will show you how to weaponise ChatGPT into your own 24/7 email copywriting machine that pumps out compelling emails that get opened, read, and most importantly — replied to.
Why NDIS Email Marketing Actually Works (If You Do It Right)
Support Coordinators are time-poor and inbox-bloated. But they’re also always hunting for reliable, communicative, flexible providers who make their lives easier. Your job? Show up in their inbox with clarity and confidence — not desperate, “we do everything” waffle.
ChatGPT helps you:
- Write fast, punchy intros.
- Break down your unique offer.
- Tailor your tone.
- Avoid sounding like a robot.
- Never send a dead-boring “Just following up” again.
Step 1: Train ChatGPT With the Right Prompt
Stop typing vague things like “Write an email for my NDIS company.” ChatGPT is smart, but not psychic.
Here’s how to start:
Prompt Example:
“Write a 150-word introduction email to a Support Coordinator. I run a registered NDIS company in Mickleham, Victoria, called InCare Health. We specialise in intellectual and complex disabilities and offer 24/7 contact, flexible rostering, and person-centred care. I want the tone to be confident, professional but friendly. Make it punchy, not salesy.”
Boom. Let ChatGPT spit out your base draft, and then tweak it like a boss.
Step 2: Use a High-Converting Subject Line (ChatGPT Style)
Your subject line is the deal-breaker. No open = no reply = no referral. Use ChatGPT to test out 3–5 subject lines and pick the best.
Prompt:
“Write 5 subject lines for an outreach email to NDIS Support Coordinators. Focus on flexibility, communication, and person-centred support for complex needs.”
Examples it might return:
- “Trusted NDIS Support in Mickleham – Available Now”
- “Need a Reliable Provider for Complex Cases?”
- “We Make Support Coordination Easier – Here’s How”
- “Meet InCare Health: Quality NDIS Support That Shows Up”
- “Flexible 24/7 Support for Your High-Needs Clients”
Use the one that sounds most like you — bold, direct, and benefit-focused.
Step 3: Drop the Fluff. Say What You Do. Then Invite a Reply.
Support Coordinators don’t want a life story or five paragraphs of philosophy. They want to know:
- Who are you?
- What do you offer?
- Why should they care?
- Can you help their client?
- How can they contact you?
Sample Email Using ChatGPT Output (With Real Tweaks):
Subject: Flexible NDIS Support Available for Complex Needs
Hi [Name],
My name’s Sarah, I’m the Director of InCare Health — a registered NDIS provider based in Mickleham. We support participants with intellectual and complex disabilities and pride ourselves on being responsive, reliable, and easy to work with.
We offer:
✅ 24/7 contact (no waiting days for a callback)
✅ Individually tailored support workers
✅ Fast onboarding and flexible rostersIf you have any participants who need high-quality, consistent support — we’d love to connect.
Would you like a quick intro call next week?
Thanks,
Sarah
InCare Health
📞 0430 XXX XXX
💻 www.incarehealth.com.au
Clean. Confident. Clear.
Step 4: Build Follow-Ups That Don’t Feel Like Nagging
ChatGPT makes it easy to write polite follow-ups without sounding like a needy pest.
Prompt:
“Write a friendly follow-up email to a Support Coordinator who hasn’t replied after a week. Keep it under 80 words and reiterate that we support complex needs participants and are ready to help anytime.”
Example Email:
Subject: Just checking in – still happy to help
Hi [Name],
Just following up in case my last email slipped through — we’re still available to support participants with intellectual and complex needs, and we’d love to assist.
Let me know if you’ve got someone in mind.
Cheers,
Sarah
Send this 5–7 days after the first email. Set reminders. Stay top-of-mind.
Step 5: Use ChatGPT to Create a Bank of Email Templates for Your Team
Consistency scales. Train your team with templates that work.
Idea: Ask ChatGPT for:
- A cold outreach email
- A follow-up email
- A “just onboarded a new client” brag email
- A “we have capacity” availability email
- A referral request email
Prompt for availability blast:
“Write a short, energetic email to Support Coordinators letting them know we have 3 support workers available in the Western Suburbs for immediate start with high-needs participants. Keep it direct and helpful.”
Example Output:
Subject: 3 Quality Support Workers Available – Western Suburbs
Hi [Name],
We’ve just freed up 3 amazing support workers who are ready to start immediately in the Western Suburbs. All have experience with intellectual disabilities and behaviours of concern.
If you’ve got participants needing reliable, skilled care — let’s talk.
Availability won’t last long!
Cheers,
Sarah – InCare Health
This is how you show up like a provider who’s got their act together.
Bonus: Add Real Personality
ChatGPT will give you a professional draft, but don’t be afraid to make it sound like you. Speak how you’d talk in a meeting — not like a government brochure.
Examples:
- “No more back-and-forth emails — we actually answer the phone.”
- “We’ve got boots on the ground and a can-do attitude.”
- “If you’re sick of providers ghosting you, give us a try.”
Inject it. Own it. Stand out.
Final Word: ChatGPT Isn’t the Magic. Your Follow-Through Is.
ChatGPT is the tool. YOU are the strategy. Set it up once, save your templates, and get serious about regular outreach.
Use it weekly. Send 5–10 emails every Monday. Track replies. Build relationships. Show up.
No more waiting for referrals to magically appear.
No more excuses.
Need Help Setting This Up?
If you’re a provider who wants the full toolkit — including email templates, outreach strategies, and live setup walkthroughs using ChatGPT — Square Meters Digital has done it for over 2500 providers. We know what gets replies and what gets ignored.
👉 Slide into our inbox. Let’s build your referral machine.
