The Outreach Email That Gets Community Partners to Say Yes

Will, EnableUs Community

Alright, welcome back to the EnableUs Community Podcast! I’m Will, and as always, I’m joined by Winter. Today, we’re diving into something that I reckon gets overlooked often —partnerships. Not just any partnerships, but the kind that actually move the needle for NDIS providers. Winter, you know, we’ve talked a lot about marketing and social media in past episodes, but I keep coming back to this: nothing beats a trusted recommendation from someone already in the community.

Winter, EnableUs Community

Absolutely, Will. I mean, think about it—when a support coordinator or a therapist mentions your service to a family, that carries so much more weight than any ad you could run. It’s that credibility, right? These partners already have the trust of participants and their families. And it’s not just support coordinators. Schools, community groups, even local therapists—they’re all gatekeepers in a way. If you can build a genuine connection with just one of them, it can open up a whole network.

Will, EnableUs Community

Yeah, and it’s funny, because I used to think, “Oh, I’ll just run a few Facebook ads, maybe print some flyers, and the calls will come in.” But, honestly, the best results I’ve seen—both for myself and other providers—have come from those personal introductions. It’s like, you’re not just another name in the inbox, you’re someone their trusted contact vouches for.

Winter, EnableUs Community

Exactly. And I’ll give you a real example. A while back, I reached out to a local high school—just one email, nothing fancy. But that one connection? It led to introductions with their wellbeing team, then to a few families, and before I knew it, we had a steady stream of new participants. It wasn’t about selling, it was about showing up, being helpful, and letting that relationship grow. That’s something ads just can’t do.

Will, EnableUs Community

Yeah, and I think that’s a good reminder for anyone listening—if you’re feeling stuck or like your marketing isn’t working, maybe it’s time to look at who you could partner with instead of what you could post next.

Winter, EnableUs Community

So, let’s get into the nitty-gritty—how do you actually start these partnerships? For most of us, it starts with an email. But, oh man, there are so many ways to get it wrong. I’ve seen emails that are way too long, full of jargon, or just feel like a copy-paste job. No one wants to read that, let alone reply.

Will, EnableUs Community

Yeah, guilty as charged. My first attempt at reaching out to a support coordinator was, honestly, a bit of a train wreck. I used this generic template I found online—didn’t personalise it, just dumped a bunch of info about my service, attached a massive PDF... and, surprise, never heard back. It was, uh, pretty cringe looking back.

Winter, EnableUs Community

We’ve all been there! But the good news is, there’s a simple formula that actually works. It’s just five sentences. That’s it. First, you start with a greeting and a bit of context—show them you’ve done your homework. Like, “Hi [Name], I came across your work through [event or mutual contact] and wanted to say thanks for what you’re doing.”

Will, EnableUs Community

Then, you move on to what you offer, but keep it short and human. Something like, “I run a small NDIS-registered service supporting [participants] in [area]. We focus on [key value].” No jargon, no big sales pitch.

Winter, EnableUs Community

Exactly. Third, make your intent clear—why are you reaching out? Not to sell, but to connect. “I’d love to see if there’s any way we can support each other’s work—even just sharing updates or being a contact.”

Will, EnableUs Community

Fourth, give them a clear, easy next step. Like, “If you’re open to a quick chat, even 15 minutes by phone, I’m happy to work around your schedule—or I can send a one-page intro.” Make it easy for them to say yes, or at least not feel pressured.

Winter, EnableUs Community

And finally, close politely. “Thanks again for the work you’re doing, and no worries if now’s not the right time.” That’s it. Five sentences. It’s warm, it’s professional, and it’s not pushy.

Will, EnableUs Community

And, look, if you want to go the extra mile, you can add a simple one-pager or a link to your website, but keep it light. No heavy attachments, no big asks for referrals in the first message. Just keep it human. I learned that the hard way—after my first flop, I rewrote my email, made it personal, and suddenly I started getting replies. It’s wild how much difference a little effort makes.

Winter, EnableUs Community

Yeah, and don’t forget—personalisation is everything. If it feels like a mass email, it’s going straight to the bin. Keep it short, be warm, and offer help, not just a request. That’s how you start a real conversation.

Will, EnableUs Community

Alright, so you’ve sent the email—now what? This is where a lot of people get stuck. Do you follow up? How soon? How many times before you’re just annoying?

Winter, EnableUs Community

Yeah, it’s a fine line, isn’t it? The key is to be gentle. A week later, just a quick “Hey, just circling back in case this landed at a busy time.” No pressure. If you don’t hear back, maybe another nudge a week or two after that—“Still happy to connect if or when it’s helpful. No rush!” And then, if they do reply, set a reminder to check in every few months or after a shared event. It’s about building a relationship, not chasing a sale.

Will, EnableUs Community

Yeah, and honestly, patience pays off. I know a provider who started with just one email to a local community group. Didn’t get a reply for weeks, but kept following up—gently, not pushy. Eventually, they connected, had a quick chat, and over time, that one relationship turned into a whole referral network. It wasn’t about closing a deal, it was about showing up, being consistent, and focusing on the long game.

Winter, EnableUs Community

That’s the thing—partnerships grow slowly. It’s not about instant results. If you focus on the relationship, not just the conversion, you’ll build trust and, eventually, those referrals will come. And honestly, that’s what makes the NDIS community so special. It’s all about genuine connections.

Will, EnableUs Community

Couldn’t agree more. Alright, that’s a wrap for today’s episode. If you found this helpful, make sure to check out our previous episodes—especially the ones on building referral networks and partnership strategies. We’ll be back soon with more practical tips. Winter, always a pleasure.

Winter, EnableUs Community

Thanks, Will. And thanks to everyone for tuning in. Take care, and we’ll catch you next time on Finding Participants. Bye!