Survey Invitation Emails: 5 Templates + 11 Best Practices

Email surveys are one of the most common ways to seek feedback from your target audience. The distribution of the survey URL is done by sending survey invitation emails . The email will include an online survey link, and then request the recipients to respond to the survey. The blog below, we’ll look at how survey invitation influences response rates and provide our top 5 survey invitation email templates that can 10X the response rate. We’ll also discuss the methods of getting anyone to take the action by sharing 5 best survey invitation emails that work.

Why Do Email Surveys Get Low Response Rates?

Survey emails are a way to collect feedback and information from employees, customers, or any other type of group who a company or other organization would like to receive feedback. By sending out feedback forms, companies can gather important data that can help them make better decisions.

When it comes to getting a high response rate for your survey, it’s important to consider the perspective of your target audience. There are two broad barriers that can prevent respondents from taking the time to complete your survey, and understanding these barriers can help you craft a more effective survey invitation email that maximizes survey responses. These are:

Common reasons for low open rates of survey invitation email

Low email open rates is the biggest barrier to high response rates. If your feedback invitation email isn’t being opened by your target audience, then they won’t even have the opportunity to complete your survey. There are several reasons why open rates might be low:

• Generic survey email subject lines: If your survey invitation email has a generic email subject line, the recipients might not open the mailer. If the subject line doesn’t clearly communicate the purpose or value of your survey, you lose out on the customer feedback.
• Spam filters: If your survey invitation email triggers a spam filter, it may never even make it to your target audience’s inbox.
• Poor timing of sending a survey form: If you send your survey invitation email at a time when your respondent is busy or overwhelmed, they may not have the time or mental bandwidth to open it.
• Unbranded and an unfamiliar sender: If your survey mailer comes from an unfamiliar sender, recipients may be less likely to open it. To avoid this mistake, brand your survey email template with your company name.
• Formatting issues across multiple devices: If your survey mailer isn’t optimized for various mobile devices, it may be difficult for recipients to read and respond to the customer feedback. Consider pre-testing feedback forms to avoid device-based problems.

Grab readers’ interest so they open your survey emails. To do this, use a subject line that tells them what to expect and encourages them to take action.

Best Practices to Increase Email Open Rates

Here are some common technical points to keep in mind if you want to bring genuine survey data results on the dashboard.

• Use a clear and compelling subject line that communicates the purpose and value of your survey.
• Avoid spam triggers by using a reputable email service provider and avoiding spam-based language and formatting. Keep the format conversational and not intimidating.
• Ensure that you offer some post-response survey reward. It could be a gift card, coupon, cashback depending on the product or services.
• Send your survey invitation email at a time when your target audience is likely to have the time and mental bandwidth to engage with the feedback form.
• Use a recognizable sender name and email address to build trust with your target audience. Branding your feedback form makes the sender more trustworthy.
• Optimize your survey invitation email for mobile devices to ensure that it’s easy to read and respond to on any device.

How To Write An Effective Survey Invitation Email?

Most survey invitation emails still experience low response rates. One common reason is that the invitation doesn’t clearly communicate the purpose and value of the feedback form. Essentially, the customer is asking themselves- “why should I spend time with you unless there is something in it for me?”

If the email doesn’t make it clear why the feedback form is important, or how the respondent’s feedback will be used, they may not feel motivated to complete it.

Another reason is that the survey is too long or complex. If the questionnaire takes too much time or effort, respondents may feel overwhelmed and choose not to participate.

To overcome these barriers and increase survey completion rates, there are several best practices to follow:

• Clearly communicate the purpose and value of the survey in the email invitation. Emphasize how the respondent’s feedback will be used.
• Keep the survey short and focused, and avoid asking unnecessary or irrelevant questions.
• Test the survey software and design thoroughly to ensure that it’s user-friendly and free of technical issues.
• Make sure that the survey questions are clear, concise, and easy to understand.
• Offer incentives or survey rewards for completing the survey, such as a chance to win a prize or receive a discount on a product or service.

Another tactic that is used successfully is to embed the first question of the survey within the survey invitation email. Why does that work? It is a great way to get someone to start on an activity- they feel compelled to finish it. If your feedback form is too boring or tedious, customers will leave it halfway leading to a low completion rate.

How does a survey invitation email influence the response rate?

The invitation email for a survey can significantly affect the response rate. Since this email is the first impression recipients will have of the survey, it’s important to make sure it is both appealing and easy to understand. A few factors that affect responses include your subject line tone of the email and the length and depth of the questionnaire.

• Personalization: Personalized survey invitation email with the recipient’s first name can improve the overall experience. This will increase the likelihood of them taking the survey.
• Clarity: A clear and concise subject line about the survey can encourage people to open the email.
• Incentives: Offering incentives, such as discounts or survey rewards, can motivate the recipient to fill the questionnaire.
• Timing: The timing of the email is important. Send the email at a convenient time when the recipient is most likely to respond. This will increase the response rate.
• Convenience: Make the survey easy to access and complete, with a clear and simple layout. This will encourage the recipient to participate. A seamless feedback form is also an important part of customer experience.

We’ll look at some examples of online survey emails that have not just an excellent open rate, but also a decent response rate.

Survey Invitation Email Templates : 5 Best Templates That Work

Template 1: Customer satisfaction survey invitation email example

Topic: Tell us how we did! Take our survey and get a special offer.

Body:

Hi <Customer Name> ,

We hope you’re enjoying your recent purchase of <PRODUCT NAME>! We’re committed to providing our customers with the best possible experience, and we’d love to hear your feedback.

Please take a moment to complete our brief satisfaction survey, and as a thank you, we’ll send you a special offer on your next purchase. It will only take 5 mins.

Your feedback helps us improve our products and services, so we appreciate your time and honesty.

Thank you,

What is the reason this customer satisfaction survey works?

• Simple, concise, and to-the-point.
• Provides an estimate of the time it will take.
• Explains the reason why the consumer should complete the survey.
• Makes a clear offer of an incentive.

Why is it not perfect?

Here are a few shortcomings of this email invite:

• Doesn’t provide any context for why the survey is being conducted or what the company hopes to achieve from it.
• Doesn’t offer concrete incentives or rewards for completing the survey- just a promise.
• Doesn’t personalize the message beyond the recipient’s name.

Template 2: Customer feedback survey invitation email example

Subject: How was your experience with us today?

Hi ,

We’re grateful for your trust in us! Can you spare 5 minutes to complete a simple survey about your experience with us? The survey is open until [date], and your answers will only be used for quality control purposes. We promise to keep your personal information confidential.

Thanks for your time and valuable feedback! We’re committed to providing you with the best service possible.

Why does this email work?

here are some reasons why this is a good email survey invite:

• The email is concise, clear, and easy to understand.
• The subject line is conversational and prompts the recipient to take action.
• Makes the recipient feel valued.
• Sets clear expectations about the survey’s length and purpose.
• Assures the recipient about the confidentiality of their personal information.
• Offers a ‘thank you note’ to the recipient in advance for their time and feedback.
• Does not nudge or bias the customer towards a favorable response. It also sets the tone for the recipient to share honest feedback.

Why is it not perfect?

Here are a few shortcomings of this email invite:

• Doesn’t provide any context for why the survey is being conducted or what the company hopes to achieve from it.
• Doesn’t offer any incentives or rewards for completing the survey.
• Doesn’t personalize the message beyond the recipient’s name.

Template 3. Onboarding evaluation survey invitation email example

Subject: Your feedback matters! Get a $10 Amazon voucher.

Hi there!

Thanks for joining <Product Name>. To help us make our onboarding experience even better, we’d love to hear your thoughts. Did our team help you find what you were looking for?

Share your feedback by filling out this quick survey. As a thank you, we’ll send you a $10 Amazon voucher.

Thanks for your time and valuable feedback!

Thank you

• Starts with a friendly greeting that sets a conversational tone.
• Clearly states the purpose of the survey – to improve the onboarding experience.
• Ask a specific question that makes it clear what type of feedback is being sought.
• Promises that the survey will be quick, indicating that the recipient’s time is respected.
• Expresses gratitude for the recipient’s time and feedback.

Why is it not perfect?

Here are a few shortcomings of this email invite:

• Doesn’t personalize the message beyond the recipient’s name.
• The email does not provide a specific deadline for completing the survey.
• The email does not specify how the voucher will be delivered, which may cause confusion or concerns about data privacy.

Template 4. Retail store evaluation survey invitation email example

Subject: Get a 15% discount on your next purchase – just for sharing your feedback!

Subject: Get a 15% discount for sharing your feedback on our store!

Thanks for visiting our store today. We want to make sure we’re providing the best possible experience for all our customers, so we’d love to hear your thoughts.

Could you take just 10 minutes to share your feedback with us? As a thank you, we’ll give you a 15% discount on your next purchase.

If you have any concerns, please don’t hesitate to contact us. We appreciate your business and hope to see you in our store again soon!

Thanks for your time,

• It starts with a clear benefit (15% discount).
• The tone is friendly and inviting.
• The purpose of the survey is stated clearly and concisely.
• Email talks about recent (today’s) experience. Hence it is inmoment in nature.

Why is it not perfect?

Here are a few shortcomings of this email invite:

• Doesn’t mention how long the survey will take to complete.
• Doesn’t personalize the email with the recipient’s name or any other information.
• No mention of how the feedback will be used or what changes will be made based on it.

Template 5. Example of Net Promoter Score (NPS) survey invitation email for a bank

The subject: How likely are you to recommend <Name of the bank>?

We hope you’re enjoying our services at <Bank Name>. Your feedback is important to us, and we’d love to know how likely you are to recommend our bank to your friends and family.

Please take a moment to fill out our short NPS survey. Your feedback will help us continue to provide the best possible experience for our customers.

Thank you for your time and loyalty to <Bank Name>!

Best regards,

This is a good survey invitation email because:

• Explains the purpose of the email in a concise and clear manner.
• The tone is friendly, conversational and inviting
• The purpose of the survey is stated clearly and concisely

Why is it not perfect?

Here are a few shortcomings of this email invite:

• It doesn’t offer any incentive to the customer to take the survey (do note that often NPS surveys are not incentivized to avoid bias and also because these are really short surveys)
• It doesn’t provide any details how long it will take to complete
• Embedding the main NPS question as an HTML snippet in the email body or signature would get higher response rate
• Include a minor segment with an open ended question format to understand the reasons for certain ratings.

Based on the above examples, let’s try and generalize our learning on writing a good survey invitation email

How To Write an Impactful Email Survey Invitation?

Here are some best practices on how writing a good survey invitation email to improve your response rates

• The subject line should be concise and persuasive: Make sure that the subject line clearly explains the reason for the email, and highlights the benefits to the recipient.
• Customize the message: Send the email to the recipient by name. Make the message feel more personal by using a language which is friendly and welcoming. Include the recipient’s name when you have the information. Avoid making use of formal or general words.
• Make the email concise yet simple: Make use of short and simple sentences. Use precise language to explain the reason you’re conducting the survey and what the recipient will be able to expect. Avoid using technical terms that could be confusing.
• Use a simple call to action: Make sure to use a clear and compelling call-to-action to encourage people to complete the survey. For instance, “Take the survey now and help us improve our services”.
• Optimize and test your emails: Try different subject lines and messaging to find the most effective format for your intended audience. Test A/B to see how they compare different formats of email and messaging. Utilize data analytics to determine the response rate and improve it.

Conclusion

The best way to increase the reader’s openness and reaction rate is to provide some worth to readers. Humans are more likely to act when they are rewarded with something in exchange (survey incentives). Avoid deceiving users by using subject lines that don’t relate to the email body. This could increase the email open rate but people may feel deceived and unsubscribe. Use these survey email examples to obtain survey results in large quantities.

You can also create instant survey questionnaires using this AI survey builder. In a few clicks, you can get a custom made survey template to assess customer satisfaction scores.

If you want to create your own survey email sample, sign up for a 14 day free trial and create your free account with Merren today! Start collecting valuable data and supercharge the way you conduct market research.