Is It Too Early to Reach Out to Schools for Next Year?

If you’re a school contractor, you might be wondering: When is the right time to start reaching out to districts about services for next year? You don’t want to be too soon that it confuses schools or discourages you while you're in motion, but you also don’t want to miss the window when schools are actively making decisions.

The short answer? It’s never too early to start the conversation—quick caveat that it's never too late either, but I digress--but let's discuss why I advocate for early outreach (and all outreach...seriously, get on the phone.)

RFPs Often Happen Early

Districts in states that issue Requests for Proposals (RFPs), typically release them earlier than our cold call states engage in sales conversations, sometimes as early as late winter or early spring. New Jersey and Florida are notorious for early spring RFP requests. If you wait until summer to start reaching out, you may miss key opportunities (though, not impossibe).

By reaching out to schools now, you MAY hear of a bid that will open in the future! This gives you the opportunity to: 

• Learn when RFPs are posted so you don’t miss deadlines.
• Get a sense of what technology the school releases their RFPs on, if any
• Get an opportunity to assemble documents for your bid

Early Outreach Allows for Gentle Marketing: Asking the Right Question

Instead of a hard pitch that comes when you and EVERY OTHER STAFFING AGENCY LOOKING realizes the school is still looking for a provider, reaching out early allows you to focus on relationship-building and timing. Although many schools are trying to exhaust in-house recruitment options at this time, you're able to introduce yourself early so you're back of mind while they try and exhaust their options. 

One simple but effective way to engage districts without being intrusive is by asking this question at the end of your introductory email:

"When would be a good time to reach out about staffing needs for next year?"

This takes the pressure off while showing initiative. Some districts may be ready to chat now, while others may ask you to check back in later. Either way, you’re on their radar.

Use This Time to Establish "Warm Leads"

It’s completely normal for schools not to have clear numbers this early. Budgets, student enrollments, and caseload projections are still shifting. However, a district that responds to you is automatically bumped to our "warm lead" list as you know that you've made successful contact (which is a milestone in the contracting world). If a district tells you they’re unsure but responds, take it as an opportunity to stay in touch. Sending simple follow-ups every few weeks shows your interest while also giving you reassurance that they're actually seeing your communication attempts. 

New Virtual Contracts Often Happen Later

Quick plug for providers out there wanting a virtual contract--virtual contracts tend to come in later.  At least non-renewing (new) contracts with districts you haven't met.  Although early outreach is crucial (those large virtual staffing agencies aren't waiting to reach out), ensure you have the right mindset.  It's completely normal for schools not to respond OR for them to respond that they want in-person at this time. Stick with your consistent outreach! 

Final Thoughts

So, is it too early to reach out? Not at all. The key is to gather information, build connections, keep track of conversations, and position yourself as a go-to provider when decisions are made. Stay proactive, but patient—your persistence will pay off.

Want to learn more about how to secure school contracts or what to say during your outreach? Check out my School Contractor Packet that contains sales scripts, sample contracts, and comes with access to a customer coaching group!