Message templates for referees and officials - from Ref Grid (https://refgrid.app) Replace everything in [BRACKETS] before you send. Delete any line that does not apply. ======================================================================== 1. PRE-SEASON AVAILABILITY REQUEST ======================================================================== When to send: Once the draft game schedule exists, about three weeks before you assign the first games. --- Email --- 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] --- Text message (about 170 characters as written) --- [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 to send: For each game you offer an official, once you have checked they are free. --- Email --- 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] --- Text message (about 190 characters as written) --- [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] Note: 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 to send: When you assign by hand and want to send one official all their games for a weekend in one message. --- Email --- 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] --- Text message (about 210 characters as written) --- [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] Note: 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 to send: When an assignment has had no answer by the time you asked for one. --- Email --- 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] --- Text message (about 180 characters as written) --- 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] Note: 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 to send: A day or two before the game, to officials who said yes. --- Email --- 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] --- Text message (about 160 characters as written) --- 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 to send: As soon as a game you have already sent moves to a new date, time or venue. --- Email --- 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] --- Text message (about 190 characters as written) --- 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] Note: 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 to send: As soon as the game is called off, to every official who was sent it. --- Email --- 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] --- Text message (about 170 characters as written) --- 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] Note: 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 to send: When an official drops out close to the game and you are asking several people at once. --- Email --- 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] --- Text message (about 160 characters as written) --- 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] Note: 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 to send: Straight after someone says yes to a replacement request. --- Email --- 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] --- Text message (about 200 characters as written) --- 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] Note: 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 to send: After you confirm the replacement, to anyone else who answered the request. --- Email --- 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] --- Text message (about 150 characters as written) --- 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 to send: After the last games, once you know the season is done. --- Email --- 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] --- Text message (about 200 characters as written) --- 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] Note: Make the specific note specific. A count of games and one real example says more than a general thank-you.