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• Check withdrawn, duplicate, test, and recused records.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.