Sometimes mentor applicants do not complete their application and/or screening and thus cannot become ready to be matched (RTBMed). If you have reached out to these mentors but they have not completed their application or screening, you may need to withdraw them from your applicant pool. Use these four helpful templates below to send follow-up emails to these mentors.  

To: Application Incomplete Mentors

Dear <Mentor applicant>,

Thank you for your interest in <organization>. I’m writing to inform you that your application with <organization> will be withdrawn because you have not completed the online application. This means that you will not be able to access your <organization> account.

If you would indeed like to become a mentor, please respond to this email and we will not withdraw your application. You will then have the opportunity to complete your application, attend mentor training, and begin the mentor screening process soon.

If you’d like a refresher on <organization>’s programming, I hope that you’ll take a moment to watch this inspiring video <insert video link> about what our mentees are achieving with the help of their mentors.

Reaching <target number> students in the fall of <year> is an ambitious goal. Please feel free to send wonderful men and women our way. I’ve attached some information that you should feel welcome to share with friends, family, and colleagues.

Thank you again from the <organization> team!

Best,
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<Attach flyer>

To: Screening Incomplete Mentors

Dear <Mentor applicant>,

Thank you for your interest in <organization>. I’m writing to inform you that your application with <organization> will be withdrawn because you have not completed <a mentor training, interview etc>. This means that you will not be able to access your <organization> account and you will no longer receive reminders from the <organization> team.

If you would indeed like to become a mentor, please respond to this email and we will not withdraw your application. You will then have the opportunity to complete your application, attend mentor training, and finish the mentor screening process soon.

If you’d like a refresher on <organization>’s programming, I hope that you’ll take a moment to watch this inspiring video <insert video link> about what our mentees are achieving with the help of their mentors.

Reaching <target number> students in the fall of <year> is an ambitious goal. Please feel free to send wonderful men and women our way. I’ve attached some information that you should feel welcome to share with friends, family, and colleagues.

Thank you again from the <organization> team!

Best,
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<Attach flyer>

To: Mentors who do not respond upon receiving notice above 

Dear <Mentor applicant>,

Thank you for your interest in <organization>. We are writing to inform you that your application has been withdrawn due to inactivity. Please reach out to us in the future if you would like to reactivate your application.

Reaching <target number> students in the fall of <year> is an ambitious goal and we truly wouldn’t be able to do it without the support of advocates like you. Please feel free to send wonderful men and women our way. I’ve attached some information that you should feel welcome to share with friends, family, and colleagues.

Regards,
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<Attach flyer>

To: Mentors who respond to the notice above and ask to be withdrawn

Dear <Mentor applicant>,

Thank you very much for reaching out to us and for your sincere consideration of your ability to commit to the <organization> program. We have withdrawn your application per your request. Please reach out to us in the future, if you would like to reactivate your application!

And in the meantime, please feel free to send wonderful men and women our way! Reaching <target number> students in the fall of <year> is an ambitious goal, and we truly wouldn’t be able to do it without the support of advocates like you. I’ve attached some information that you are welcome to share with friends, family, and colleagues.

Regards,
<>

<Attach flyer>