Struggling with how to write a good survey email?
The person responsible for creating and distributing an online survey knows just how time-consuming and difficult it can be. Painstakingly creating questions and answers that ensure accuracy and remove bias, while also engaging the target audience enough to entice them to participate, is challenging.
Then, after all that work, the survey is sent out into the world—and very few people participate. We understand how frustrating this can be. As with most things, there are ways to accomplish the overall goal. The tips outlined below will help make your next survey a successful one.
To generate more feedback from a survey or improve on the research data it returns, continue reading to discover ways to design an engaging and effective survey email that will increase response rates.
1. Use a clear, attention-grabbing subject line
It’s no secret that first impressions are important.
When introducing yourself to someone, it’s essential to use a clear, attention-grabbing subject line.
To make a survey email eye-catching, make sure its subject line clearly communicates the purpose of the survey and entices recipients to open the email.
Think of a subject line as the first sentence of a book—it needs to be engaging, yet not reveal too much. It should inspire the reader to want to know what’s going to happen next—by opening the email.
2. Personalize the email
Everyone loves a personal touch.
Making it personal not only creates a better relationship with the reader, it can also be valuable by making an email stand out from the crowd. Use the recipient’s name in the greeting to make an email feel as personal as possible.
It’s also a good idea to use the first-person voice. This makes participants feel that you are speaking directly to them, which makes it more personal and approachable.
3. Explain the purpose of the survey
When the reason behind something is clear, it is more likey people will invest their time in it.
That is why one of the most important things in a survey email is clearly stating why you are conducting the survey. It is crucial to explain to potential respondents how the results of the survey will be used. This is a strong signal of trust that should be sent when introducing the questionnaire.
Explaining the purpose and laying out the positive impacts of the survey is more likely to convince people to invest their time and effort in the survey.
4. Less is more
Nothing is more off-putting than an overly long email. The less is more principle is crucial. Keep the email short, sweet, and to the point.
If you need help writing a survey introduction email—and the ideal survey length as well—we got you! In this comprehensive blog post, we covered the topic of how long should your survey be. SurveyPlanet members can also use our pro feature survey length estimator and better understand the estimated amount of time participants will need to take a survey.
5. Provide an incentive
What is more eye-catching than a prize?
Offering an incentive for completing the survey—a discount or a chance to win a prize—is an old trick. It might feel tasteless but it almost always works. People are simply more motivated if a prize is part of the deal. If an incentive is provided, expect more commitment to complete your survey.
6. Add a sense of urgency
Time is short.
Let recipients know that the survey is time-sensitive. Letting them know their responses are needed as soon as possible will get more attention.
However, be careful with phrasing. You don’t want to increase anxiety and stress levels in potential respondents. That can actually have an adverse effect. Instead, clarity and reason are your best allies. Use a calm tone while focusing on the importance and benefits of completing the survey sooner rather than later.
7. Include a clear call to action
Let’s get going.
We can not stress enough how including a call to action (CTA) is important, especially in the context of adding a sense of urgency. A clear and compelling CTA motivates the recipient to take a specific step.
With a clear CTA, the potential respondent will better understand the next steps to take, like clicking on the survey URL. Make it easy for recipients to complete the survey by including a link or button that links them directly to the survey.
Add a clear thank you note
Last but not least, don’t forget to thank the people who respond to your survey email. Show respect and make respondents feel even more valuable by adding a warm thank you note. Thank recipients for taking the time to complete the survey and let them know their input is valued.
Eye-catching survey email examples
Here are some examples that can be used as inspiration and guidance for your next survey email.
1. Survey email template
“Help us improve our products! [Your Company Name]”
- Subject: Your Opinion Matters!
Dear [Name],
We hope this email finds you well.
We value your opinion and would appreciate you taking a few minutes to complete our survey. Your feedback will help us improve our products and services and ultimately better serve your needs.
You’ll also be entered into a drawing to win a [prize] by completing the survey.
Please follow this link to access the survey: [Link to Survey]
Thank you for your time and input. We genuinely appreciate it.
Best regards,
[Your Company Name]
2. Survey Invitation Email Template
“Share Your Experience with [Your Company Name]”
- Subject: Your Input Needed!
Hello [Name],
We hope you’re having a great day! We’re reaching out to gather feedback on your recent experience with [Your Company Name]. Your input is valuable to us, and we’d like to hear your thoughts on how we can improve our products and services.
It will only take a few minutes of your time, and as a token of our appreciation, you’ll receive a [discount/coupon] for your next purchase.
Please follow this link to complete the survey: [Link to Survey]
Thank you for your time and support.
Best regards,
[Your Company Name]
3. Survey Email Example
“Your Opinion Matters: [Your Company Name] Survey Invitation”
- Subject: Tell Us What You Think!
Dear [Name],
We hope this email finds you well. At [Your Company Name], we’re always looking for ways to improve our customer experience. That’s why we’re contacting you today to ask for your help.
We’d like to invite you to take a short survey about your experience with us. Your feedback is essential and will help us understand how we can better serve you in the future.
As a token of our appreciation, you’ll be entered into a drawing to win a [prize] for completing the survey.
Please follow this link to take the survey: [Link to Survey]
Thank you in advance for your time and input. We appreciate your support.
Best regards,
[Your Company Name]
Write a survey email that stands out with SurveyPlanet
Interacting with users through surveys is one of the best ways to gather actionable insights and data—and now you’re ready to get to work writing your survey. Following the tips in this guide provides a solid foundation of ideas and strategies. SurveyPlanet software can assist you even further.
Sign up to enjoy all of the benefits of a SurveyPlanet member. We offer over a hundred valuable features that will help you create the perfect survey. Read our blog to find further tips on writing an engaging survey, avoiding bad survey questions, or analyzing your gathered data.
With our pre-made survey templates and questions, you can create enjoyable surveys hassle-free. Experiment with our different design styles and use them in your emails. Keep track of what works and what doesn’t. With a bit of practice, you’ll soon have the survey results rolling in.
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