Survey invitation

Survey invitations appearance and format are very important factors that can influence the completion and response rate of your questionnaire. Since we're living in modern times, we'll be mainly focusing on useful tips for writing effective invitation emails.


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DEFINITION

formula definition   Survey invitations are invitations by letter, mail, text, or phone which invite people to participate in a  questionnaire.

This guide will teach you:

  1. Use a clear subject line 
  2. Say why they are asked to participate
  3. Explain the survey's purpose
  4. Create urgency with a deadline
  5. Mention the time needed to complete the survey
  6. Explain incentives

1. Use a clear subject line

Example: "Company Name values your input", "Timeless Watches needs your feedback", or "Participate in Our Customer Satisfaction Survey". 


Avoid using all caps, exclamation points, or dollar signs, and avoid words that might trigger spam filters such as free. Read more tips on how to write an amazing email subject line.

2. Say why they are asked to participate

The respondents are most likely to complete your questionnaire if they know how and when you have collected their personal data and why they were selected to participate.

 

Example: "As a visitor to our booth at the trade show last month, you have been selected to participate in our Satisfaction Survey" or "Thank you for signing up to participate in our monthly questionnaire, John".

3. Explain the survey's purpose

Example: "Your answers will help us serve you better in the future", "We will use your feedback to plan events that more closely fit your interests" or "Your responses will help us improve our website".


If you're trying to decide between product A or feature B, it may be beneficial not to mention this in the invitation. Otherwise, contacts who don't have a strong opinion on either product might not participate at all.


TIP

formula tipBy keeping the description general, a wider audience will be interested in participating. But make sure there is some relevance. 

4. Create urgency with a deadline

Encourage people to "Take the survey now." It's also important to include a deadline to prevent anyone from procrastinating for too long.

5. Mention the time needed to complete the survey

Inform your contacts how long it takes to complete the questionnaire, so they can set aside enough time to take it from start to finish. Don't just say it is "short" or "doesn't take long", because these terms are relative. 


Instead, test how long (ideally somewhere around 3 minutes) it takes to complete it. If you are going to send questionnaires on a regular basis, mention that in the invitation. Your contacts must always have the option to opt-out. To provide an "Unsubscribe" link at the bottom.

6. Explain incentives

If it's appropriate to offer an incentive for completing your questionnaire, the invitation email is one of the places where you should explain what the prize is and how participants can redeem their prize.


TIP

formula tipCheck out the entire glossary list in a printable list.

What's next?

  • Email invitations are emails sent to your saved contacts containing a link to your questionnaire and are fully customizable. It's the main way to tell your contacts about the questionnaire you have created. There are quite a few advantages to using email invitations, so make sure you use this feature.
  • Contacts are the people you invite to participate in a questionnaire or campaign. Your contact list is the list of people to whom you will email a questionnaire invitation. You can add your contacts individually or upload them all together from a CSV file.
  • Save contact details: If you're asking respondents for their personal information, why not save yourself time later on, and rather than transferring the data collected to a new contact list, use our save respondent details feature to build the contact list automatically.
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