Jury Decision Email Templates

Decision mail is part of the call record

Acceptance, waitlist, decline, and invitation messages are transactional call communications. They are different from Marketing Hub campaigns sent to a broader audience. Use the call's approved sender and templates, then verify the final recipients before release.

Before sending

• Lock or record the decision set.
• Check withdrawn, duplicate, test, and recused records.
• Preview recipient names, addresses, decision variables, dates, links, and accessibility.
• Send a test to staff without exposing applicant data.
• Name one person to authorize the send and another to verify the recipient counts.

Acceptance template

Subject: Decision for [Call name]: accepted

Thank you for submitting [Artwork title]. We are inviting this work to [Exhibition name]. Please confirm by [date and time, time zone] using [secure link]. The confirmation page includes delivery, agreement, sale, accessibility, and withdrawal instructions. If you need an accommodation or cannot meet the deadline, contact [role/address].

Waitlist template

Subject: Decision for [Call name]: waitlist

Your submission [Artwork title] is on the waitlist. This is not an acceptance yet. We expect to make any additional invitations by [date]. No action is required unless [specific request]. If invited, you will receive a new message with a confirmation deadline.

Decline template

Subject: Decision for [Call name]

Thank you for submitting [Artwork title]. We are not able to include it in this exhibition. The decision reflects the published criteria, available space, and this jury process. [State clearly whether feedback or an appeal process exists.] We appreciate the time required to apply.

Late-invitation template

Subject: Invitation to complete [Call name] by [deadline]

We are inviting you to complete a submission for [specific reason or program, when appropriate]. This invitation does not guarantee acceptance. Use [secure link] by [date and time, time zone]. Contact [role/address] if you need an accommodation.

Crafted Call supports late-submission invitations without reopening the public call. Keep the invitation reason, scope, sender, and deadline in the call record.

After sending, monitor delivery state and applicant replies. Do not paste a declined applicant into a marketing list unless the organization has a valid consent and communication basis for that separate purpose.