Responding to support emails from rejected applicants for brand advocacy programs necessitates sensitivity, positivity, and professionalism. Here are key tips for maintaining their connection to the brand while delivering the news.
1. Start with Gratitude
- Begin your response by thanking them for their interest and enthusiasm for the brand. Express genuine appreciation for the time and effort they put into their application.
- Example: “Thank you so much for your interest in joining our brand advocacy program and for your passion for [Brand Name]. We truly value the time you took to apply and share your profile with us.”
2. Acknowledge Their Passion
- Recognize their dedication to the brand, emphasizing that it means a lot to have such enthusiastic supporters.
- Example: “We love seeing how our community engages with our brand, and your support means the world to us.”
3. General but Transparent Reasoning
- Provide a broad explanation for the rejection without getting specific about their content or profile.
- Example: “At this time, we’re looking for advocates who align with certain aspects of our current program goals and brand persona. Unfortunately, we’re unable to move forward with your application at this moment.”
4. Encourage Future Engagement
- Let them know that while they weren’t selected now, there could be opportunities in the future. Encourage them to stay connected and continue engaging with the brand.
- Example: “We encourage you to stay connected with us and continue sharing your amazing content. We regularly review our advocacy program, and there may be opportunities to collaborate in the future.”
5. Offer Alternative Ways to Stay Involved
- Suggest other ways they can engage with the brand and be part of the community, such as participating in brand events, joining social media conversations, or signing up for newsletters.
- Example: “We’d love for you to keep being an active part of our community by [mention a specific activity such as joining a newsletter or attending virtual brand events].”
6. Remain Supportive and Positive
- Close the email with an upbeat, supportive tone that reinforces their value as a customer and member of the brand’s community.
- Example: “Thank you again for your interest and for being a valued member of our community. We’re grateful for your support and look forward to seeing your continued engagement with [Brand Name].”
7. Avoid Discussing Specifics About Content Quality
- If the applicant asks for feedback on why they were not selected, keep the response general and kind.
- Example: “Due to the volume of applications, we’re unable to provide individual feedback. However, we appreciate your understanding and encourage you to continue showcasing your passion for [Brand Name] and your unique perspective.”