Referee assignment email and text templates
Wording for the messages you send officials most often, each with an email version and a version short enough for a text. Copy them, or download them all as one text file.
- 11 messages, email and text
- Plain-text download
- No email address required
Published October 8, 2026
All 11 templates in one file
A plain-text file that opens in Notepad, TextEdit or any email program, with the email and text version of every message below.
Download the templates (.txt)What every assignment message needs
An official should be able to get to the right field, at the right time, in the right role, from your message alone. Check each assignment against this list before you send it.
Assignment message
- Day and date, both. “Saturday the 19th” catches a typo that “the 19th” doesn’t.
- Start time, and an arrival time if you expect one.
- Venue with field or court, and the address if the venue is new to them.
- Division or level, and the two teams.
- Position: center or AR, plate or bases, referee 1 or 2.
- Fee, so nobody finds out what a game pays after they have worked it.
- Crew and a day-of contact: who else is on the game, and a phone number that will be answered on game day.
- How to reply, and by when.“Reply YES or NO by Thursday 8pm” gets answers that “let me know” doesn’t.
An assignment is an offer until the official says yes. Record who has replied, separately from who you sent it to, or a game can look covered when nobody has agreed to it. In the free spreadsheet template that is the notified_on and confirmed_on columns.
Text or email
Send by the channel each official reads. Some answer texts within minutes and leave email for days, and others the reverse. Ask once and write it on your roster.
- Texts are counted in segments. One segment holds 160 plain characters. A longer text is split into parts of 153 characters each, and each part counts as a segment, so a 300-character text is two. Services that charge per text charge per segment. The text versions here are about 150 to 210 characters as written and grow when you fill in the brackets.
- Keep texts to plain characters. One curly apostrophe, accented letter or emoji can switch the whole message to an encoding that fits 70 characters per segment. Word processors and some phone keyboards turn straight apostrophes into curly ones; the templates here use straight ones.
- Put the details in the email and the essentials in the text. A text needs enough to decide yes or no: day, time, venue, position, fee and the reply-by time. Address, crew and parking can follow by email or in a second text once they accept.
- Links are fine in texts, and are the way to point at anything that doesn’t fit, such as a form or a map. Use the full link. Carriers often filter texts that contain public link shorteners.
- Send routine texts in the daytime or early evening.A text arrives with a sound. Keep late-night texts for game-day problems that can’t wait.
- One message per official, not a group thread. In a group, people assume a question is for someone else, and replies go to everyone.
The templates
Replace everything in [BRACKETS], and delete any line that doesn’t apply. Character counts are for the text as written, before the brackets are filled in.
1. Pre-season availability request
When: Once the draft game schedule exists, about three weeks before you assign the first games.
Subject: [LEAGUE] [SEASON] availability - please answer by [DEADLINE] Hi [FIRST NAME], The [SEASON] game schedule is out, and I'm assigning games from [FIRST GAME DATE]. Before I do, please fill in this availability form: [FORM LINK] It asks which dates you can't work, when you usually can, which divisions you'll take and which venues you'll travel to. Please answer by [DEADLINE DAY AND DATE]. After that I'll assign from what I have, and if I haven't heard from you I'll assume [YOU'RE AVAILABLE / YOU'RE NOT AVAILABLE]. If anything changes during the season, reply to this email any time. Thanks, [YOUR NAME] [YOUR PHONE]
[LEAGUE] [SEASON] availability form: [FORM LINK] Please answer by [DEADLINE]. If I haven't heard from you by then, I'll assume [YOU'RE AVAILABLE]. Thanks - [YOUR NAME]
2. Game assignment (one game)
When: For each game you offer an official, once you have checked they are free.
Subject: Game for you: [DAY] [DATE], [START TIME], [DIVISION] [POSITION] Hi [FIRST NAME], Can you work this game? Please reply by [REPLY-BY DAY AND TIME]. Date: [DAY], [DATE] Time: [START TIME] (please arrive by [ARRIVAL TIME]) Venue: [VENUE], [FIELD OR COURT] Address: [ADDRESS] Division: [DIVISION] Teams: [HOME TEAM] vs. [AWAY TEAM] Position: [POSITION] Fee: [FEE] Crew: [NAME] ([POSITION]), [NAME] ([POSITION]) On the day, call or text: [CONTACT NAME], [CONTACT PHONE] Reply YES to accept or NO to decline. You're not on the game until you reply YES. Thanks, [YOUR NAME]
[LEAGUE] game for you: [DAY] [DATE] [START TIME], [VENUE] [FIELD], [DIVISION] [HOME TEAM] v [AWAY TEAM], [POSITION], [FEE]. Reply YES or NO by [REPLY-BY]. Full details by email. - [YOUR NAME]
The text leaves out the address, crew and day-of contact. Send those by email, or in a second text once they say yes.
3. Weekend assignment summary (several games)
When: When you assign by hand and want to send one official all their games for a weekend in one message.
Subject: Your games for [WEEKEND DATES] - please reply by [REPLY-BY] Hi [FIRST NAME], Here are the games I'd like you on for [WEEKEND DATES]. Please tell me which you can work by [REPLY-BY DAY AND TIME]. 1. [DAY] [DATE], [START TIME] - [VENUE], [FIELD] [DIVISION]: [HOME TEAM] vs. [AWAY TEAM] [POSITION], [FEE]. Crew: [CREW NAMES] 2. [DAY] [DATE], [START TIME] - [VENUE], [FIELD] [DIVISION]: [HOME TEAM] vs. [AWAY TEAM] [POSITION], [FEE]. Crew: [CREW NAMES] 3. [DAY] [DATE], [START TIME] - [VENUE], [FIELD] [DIVISION]: [HOME TEAM] vs. [AWAY TEAM] [POSITION], [FEE]. Crew: [CREW NAMES] A reply like "1 and 2 yes, 3 no" is fine. Any game you don't confirm goes to someone else after [REPLY-BY]. On the day, call or text [CONTACT NAME] at [CONTACT PHONE]. Thanks, [YOUR NAME]
[LEAGUE] games for [WEEKEND]: 1) [DAY] [TIME] [VENUE] [POSITION] 2) [DAY] [TIME] [VENUE] [POSITION] 3) [DAY] [TIME] [VENUE] [POSITION]. Details by email. Reply by [REPLY-BY], e.g. "1 2 yes, 3 no". - [YOUR NAME]
Number the games so a one-line reply is unambiguous. Ref Grid does not send this one: it sends each assignment as its own message with its own accept and decline link.
4. Follow-up to an official who has not replied
When: When an assignment has had no answer by the time you asked for one.
Subject: Still need your answer: [DAY] [DATE], [START TIME], [DIVISION] Hi [FIRST NAME], I haven't had a reply about [DAY] [DATE], [START TIME] at [VENUE], [FIELD] ([DIVISION], [POSITION]). Can you let me know by [NEW REPLY-BY TIME AND DAY]? If I haven't heard by then, I'll offer the game to someone else. The full details are in my message of [DATE SENT]. Thanks, [YOUR NAME] [YOUR PHONE]
Hi [FIRST NAME], still need a YES or NO on [DAY] [DATE] [START TIME], [VENUE] [FIELD], [POSITION]. If I haven't heard by [REPLY-BY], I'll offer it to someone else. - [YOUR NAME]
Send one follow-up, by the other channel if the first went unanswered. Then do what the message says and offer the game to someone else.
5. Reminder for an accepted game
When: A day or two before the game, to officials who said yes.
Subject: Reminder: [DAY] [DATE], [START TIME] at [VENUE] Hi [FIRST NAME], A reminder of your game on [DAY]: [DAY] [DATE], [START TIME] (arrive by [ARRIVAL TIME]) [VENUE], [FIELD], [ADDRESS] [DIVISION]: [HOME TEAM] vs. [AWAY TEAM] [POSITION], with [CREW NAMES] [PARKING OR ACCESS NOTE] If something has come up and you can't make it, call or text me now at [YOUR PHONE], so I have time to find cover. Thanks, [YOUR NAME]
Reminder: [DAY] [START TIME], [VENUE] [FIELD], [DIVISION] [POSITION]. Arrive by [ARRIVAL TIME]. If you can't make it, call me now: [YOUR PHONE]. - [YOUR NAME]
6. Time or venue change
When: As soon as a game you have already sent moves to a new date, time or venue.
Subject: CHANGED: [DIVISION] [HOME TEAM] vs. [AWAY TEAM] - now [NEW DAY] [NEW TIME] Hi [FIRST NAME], A game you're on has changed: [DIVISION], [HOME TEAM] vs. [AWAY TEAM], [POSITION]. Was: [OLD DAY] [OLD DATE], [OLD TIME], [OLD VENUE], [OLD FIELD] Now: [NEW DAY] [NEW DATE], [NEW TIME], [NEW VENUE], [NEW FIELD] Everything else is the same. Can you still work it? Please reply YES or NO by [REPLY-BY]. If the new time doesn't suit you, say so and I'll find someone else. Thanks, [YOUR NAME]
CHANGED: [DIVISION] [HOME TEAM] v [AWAY TEAM]. Was [OLD DAY] [OLD TIME] [OLD VENUE]. Now [NEW DAY] [NEW TIME] [NEW VENUE] [NEW FIELD]. Still OK? Reply YES or NO by [REPLY-BY]. - [YOUR NAME]
Always give the old details next to the new ones. Someone who only sees "Saturday 11am" may assume it is the game they already had at 11am.
7. Game cancelled or rained out
When: As soon as the game is called off, to every official who was sent it.
Subject: CANCELLED: [DAY] [DATE], [START TIME] at [VENUE] Hi [FIRST NAME], [DAY]'s [START TIME] [DIVISION] game at [VENUE], [FIELD] ([HOME TEAM] vs. [AWAY TEAM]) is cancelled: [REASON]. Please don't travel. [PAY: e.g. Because it was called after [CUTOFF], you'll be paid [AMOUNT OR SHARE]. / There's no fee for this game.] If the game is rescheduled, I'll send it to you as a new assignment. Your other games are unchanged unless you hear from me. Thanks, [YOUR NAME]
CANCELLED: [DAY] [START TIME] [DIVISION] at [VENUE] [FIELD] ([REASON]). Please don't travel. [PAY NOTE] If it's rescheduled I'll send it as a new game. - [YOUR NAME]
Say what happens about pay in the same message, even if the answer is nothing. It is the first question officials ask.
8. Replacement request for a late opening
When: When an official drops out close to the game and you are asking several people at once.
Subject: Open now: [DAY] [DATE], [START TIME], [DIVISION] [POSITION] - first to reply gets it Hi [FIRST NAME], [DAY]'s [START TIME] [DIVISION] game at [VENUE], [FIELD] needs a [POSITION]. [HOME TEAM] vs. [AWAY TEAM], fee [FEE]. I'm sending this to a few people. The first to reply YES gets it, and I'll confirm straight away. If it's already filled when you reply, I'll tell you. Thanks, [YOUR NAME] [YOUR PHONE]
Open: [DAY] [START TIME] [VENUE] [FIELD], [DIVISION] [POSITION], [FEE]. Sent to a few people: first to reply YES gets it. I'll confirm right away. - [YOUR NAME]
Asking one person at a time? Replace the "first to reply" line with: "Can you let me know by [TIME]? I'll lock it in when you say yes." Send separate texts, or BCC the email, so replies come back only to you.
9. Confirmation to the replacement
When: Straight after someone says yes to a replacement request.
Subject: Confirmed: [DAY] [DATE], [START TIME], [DIVISION] [POSITION] Hi [FIRST NAME], Thanks for stepping in. The game is yours: Date: [DAY], [DATE] Time: [START TIME] (please arrive by [ARRIVAL TIME]) Venue: [VENUE], [FIELD OR COURT] Address: [ADDRESS] Division: [DIVISION] Teams: [HOME TEAM] vs. [AWAY TEAM] Position: [POSITION] Fee: [FEE] Crew: [NAME] ([POSITION]), [NAME] ([POSITION]) On the day, call or text: [CONTACT NAME], [CONTACT PHONE] Thanks again, [YOUR NAME]
Thanks [FIRST NAME], it's yours: [DAY] [DATE] [START TIME], [VENUE] [FIELD], [DIVISION] [HOME TEAM] v [AWAY TEAM], [POSITION], [FEE]. Crew: [CREW NAMES]. On the day: [CONTACT PHONE]. - [YOUR NAME]
They said yes to one line. Send the full details anyway: "Field 3 at 9" does not say which complex or which teams.
10. "Position filled" to everyone else who replied
When: After you confirm the replacement, to anyone else who answered the request.
Subject: Filled: [DAY] [START TIME] [DIVISION] game Hi [FIRST NAME], Thanks for answering so quickly about [DAY]'s [START TIME] game at [VENUE]. It has been filled, so you're not on it and don't need to go. I'll keep you in mind for the next opening. Thanks, [YOUR NAME]
Thanks for replying, [FIRST NAME]. [DAY] [START TIME] at [VENUE] is filled now, so you're not on it. I'll keep you in mind for the next one. - [YOUR NAME]
11. End-of-season thank-you
When: After the last games, once you know the season is done.
Subject: Thank you for [SEASON], and [NEXT SEASON] Hi [FIRST NAME], That's the [SEASON] season finished. You worked [NUMBER] games for us, [SPECIFIC NOTE, e.g. including two late fills in October]. Thank you. [PAY: Payment for games through [DATE] goes out by [DATE]. If anything looks wrong, reply to this email.] [NEXT SEASON] starts around [START DATE]. Are you planning to officiate with us again? A one-word reply is enough: - YES - MORE (more games than this season) - FEWER (fewer games) - NO (not next season) I'll send the availability form in [MONTH]. If you know someone who might want to start officiating, [HOW TO REFER THEM]. Thanks, [YOUR NAME]
Thanks for [SEASON], [FIRST NAME]: [NUMBER] games. [NEXT SEASON] starts around [START DATE]. Officiating with us again? Reply YES, MORE, FEWER or NO. Availability form comes in [MONTH]. - [YOUR NAME]
Make the specific note specific. A count of games and one real example says more than a general thank-you.
Before a cancellation or a rainout
Decide your pay rule for late cancellations before the season, so template 7 has an answer to put in it. The order of who to tell is in keeping officials informed about rainouts and game changes, and the replacement sequence behind templates 8 to 10 is in what to do when a referee cancels at the last minute.
Which of these Ref Grid sends for you
Ref Grid writes and sends four of these messages itself, by text, email or both, depending on each official’s channel. Officials have no account; they reply from a link in the message.
- Assignments (template 2).Picking an official saves a draft. Nothing goes out until you review the batch and send it, and each assignment goes as its own message, so there is no weekend summary (template 3). The official’s link shows the organization, date and time, location, teams, division, position and fee, with buttons to accept or decline. It doesn’t show the rest of the crew or your game notes, so send those yourself if they matter.
- Reminders (template 5). Optional and off until you set them up: up to three per organization, each between one hour and 30 days before the game. They go only to officials who have accepted.
- Time and venue changes (template 6). When you move a game to a new date, time or venue, Ref Grid sends the old and new details to every official who was sent the game and still holds it, whether they have accepted or not replied yet. Officials who were only drafted hear nothing.
- Cancellations (template 7).Cancelling a game sends a cancellation notice to the same officials and turns off their response links. Your pay rule for the game isn’t in the notice, so tell them yourself.
The rest are still yours to send:
- Follow-ups (template 4).Nothing chases an official who hasn’t replied. The dashboard counts assignments awaiting a response, and each count opens the board filtered to those games, which is your follow-up list.
- Replacement requests to several people (templates 8 and 10). Ref Grid has no open-game broadcast. Once someone says yes, assign them in Ref Grid and send; they get the standard assignment message and a link to accept, which covers template 9 apart from the crew and day-of contact.
- Availability requests (template 1). Ref Grid sends each official a link to their profile, where they set the days, times and divisions they prefer to work and a note. The link works for 30 days. It doesn’t ask for dates, so collect those with a form such as the referee availability form template.
- End-of-season messages (template 11), and anything else you would send to the whole pool. There is no “message all officials” feature.
For every message it sends, Ref Grid shows whether it was sent, delivered or failed, as the text and email providers report it. Carriers and mail providers decide the rest, so a delivered message isn’t a reply.
Read next
What to do when a referee cancels at the last minute
The order to work in before you send a replacement request.
Rainouts, reschedules and game changes: keeping officials informed
Who to tell when a game moves or is called off, and in what order.
Referee availability form template
The questions to put behind the link in template 1.