An invitation is not an obligation
People should not need to disclose personal experiences to justify a concern about a process. Offer more than one route for feedback and be explicit about the limits of confidentiality. Give participants permission to pass on a question.
Be honest about influence
Explain what the feedback can change. If a decision has already been made, do not present the session as open consultation. Separate a need to understand an experience from a request for someone to design the solution.
Return with an answer
Share the themes, the next actions, and the constraints. When an organization repeatedly asks for feedback without responding, participation can become a burden rather than a source of trust. Close the loop even when the answer is not the one people hoped for.