We suggest editing the message that members receive when you approve or decline their requests. You can customize by title, or use a default message for all titles. Here are some examples for Decline emails:
Example #1:
You recently requested to view a title from NetGalley. Unfortunately, the publisher has declined to allow access to the title based on the information provided in your profile. You may want to update your profile to provide more information to the publisher, which the publisher will see the next time you request a title.
For example:
- Provide a direct link to your book review blog (we are not currently approving general-interest bloggers, infrequent bloggers, or new bloggers)
- Provide a direct link to your GoodReads, Amazon, and/or LibraryThing profile page
- If you are a librarian, the name and address of the library where you work
- If you are a bookseller, the name and address of the bookstore where you work
Example #2: For an individual title
Thank you for your interest in [Title]. Unfortunately, at this time we cannot approve your request. However, there are many other ways to interact with the author!
- [Author social media links]
- [Publisher website]
- [Link to a virtual event]
- [Preorder page]
- [etc.]
We hope you will continue to request books from [Publisher]: [Publisher Profile Link]
Example #3: When declining requests for an individual ARCHIVED title
Thanks so much for your interest in this title. Unfortunately we weren't able to get to your pending request in time, and because this title has already been published, we are no longer approving requests for digital review copies. Our apologies for the inconvenience.
[Then give them some sort of action or other landing page—so they aren’t left hanging with just a decline and you can still benefit from their interest:]
We encourage you to still check out the book here: [link to specific title on publisher website, where they can read more/buy it]
But we hope you’ll check out some of our newer titles here: [link to publisher’s titles in NetGalley catalog]
We’d love to keep you in the loop on our latest releases, so follow us here: [link to publisher social media, blog, website, etc]
Example #4: For an individual title
Dear Reader,
Unfortunately you have been declined to receive this title on NetGalley. This title in particular is very popular and we have to limit the number of approvals.
You may have been declined for any of the following reasons:
Reviewers and Media Professionals:
- The maximum number of requests for this title has already been met
- This title was archived before your request could be considered for approval
- You are not a current resident of the United States and/or your blog is not written in English
Librarians:
- This title was archived before your request could be considered for approval
- You are not a resident of the United States and/or your library is not in the United States
- You did not provide the name of your library and/or your professional email
- You did not provide your ALA information
- You are not currently employed as a full-time librarian
- The maximum number of requests for this title has already been met
Educators:
- This title was archived before your request could be considered for approval
- You are not a resident of the United States and/or your school is not in the United States
- You did not provide the name of your school and/or your professional email
- You are not currently employed as a full-time educator
- The maximum number of requests for this title has already been met
Booksellers:
- This title was archived before your request could be considered for approval
- You are not a bookseller in the United States or Canada
- You are not currently employed as a bookseller
- You did not provide the name of your bookstore
- The maximum number of requests for this title has already been met
For more information about upcoming titles please visit [publisher website] or [email address].
See here for Template Language for Approved Requests