How To Send a Survey That Gets Responses (With Steps)

One of the most effective ways to collect quantitative data via email is through an email survey. Email surveys are based on a straightforward idea: you can include hyperlinks in the HTML code of an email. In this manner, a survey can be sent via email, and the hyperlinks represent the responses.

How to send a survey by Email with SurveyMonkey

When should you send out surveys?

Send out surveys on a regular basis that strikes a balance between respecting customers’ time and your company’s needs. You can set up your email marketing service to send out specific surveys automatically in response to customer behavior, or you can send one to your entire subscriber list. In either case, remember that your customers probably get survey requests from a lot of other companies besides yours, so be cautious in your outreach efforts. When you do decide to get in touch with your clients, your research may serve one of the following purposes:

Why is sending a survey important?

By sending a survey to your customers, you can get direct and candid feedback that might otherwise be challenging to get. The efficiency of collecting data in person may be lower, or individuals may not feel comfortable offering their criticisms. The most basic and inexpensive survey tools eliminate both of these problems by protecting respondents’ privacy and processing their responses into formats that are simple to understand. Surveys are also important because of their adaptability. You can carry out research to find out if a new product is well-liked, find out how effective your customer service team is, or find out how customers rank you in relation to rivals.

Surveys let your clients know that you appreciate their opinions and want to use them to guide business decisions. Businesses that place a strong emphasis on improving customer experiences see higher levels of customer loyalty and repeat business.

How to send out surveys

If you want to conduct a survey for your company, follow these steps:

1. Define what you want to learn

Make sure you define what you want to learn about your customers clearly in order to create a survey that is succinct and efficient. This not only helps you respect your customers’ time but also keeps your data from getting too complicated with pointless inquiries. A focused survey only gathers data that aids in the resolution of a particular issue or the comprehension of a particular aspect of your company.

The type of questions you ask will also depend on the topic of your survey. For instance, if you were conducting a market survey, you might ask your clients to answer questions about how they would rank you in relation to your rivals. Ask open-ended questions and allow respondents to respond in their own words if you wanted to learn about a particular customer service experience.

2. Segment your email list

Your email list can be divided into smaller groups based on shared traits like age, gender, location, or past patronage by segmenting it. Verify, before sending out your survey, that you have only chosen respondents from relevant segments. Higher response rates and lower subscriber loss are the results of effective segmentation. Additionally, it prevents you from gathering feedback that might skew your results.

3. Make a quick introduction

Reduce any interruptions that might lead a customer to ignore your survey. Customize each email using your email marketing tool so that it addresses recipients by name. This special touch distinguishes your email from impersonal mass mailings and improves response rates. Use your subject line and a single sentence in the email body to describe the purpose of the survey itself. For instance, when conducting a survey of a new client, be clear that the reason they are receiving the email is that they have just subscribed to your list and that you wish to learn more about them.

4. Provide a timeframe

It’s crucial that your respondents understand how long the survey should take before starting it. Customers can only begin a survey when they are likely to complete it thanks to this transparency, which prevents them from feeling misled into a drawn-out process. Shorter surveys typically generate more responses because they require less time to complete.

5. Provide contact information

By including contact information with each survey, you build the authority and reliability of your company. You can share your company’s customer service phone number or email address, or you can name the person in charge of handling customer inquiries. You should only anticipate receiving a small number of inquiries unless your company is quite large, but giving customers the option to contact you can increase the number of responses you receive.

6. Present survey link

Make sure the survey’s link is clear because it serves as the primary focus of your communication. Do not overstuff your email with details or content that could obscure your survey. You can also incorporate your leading question directly into the email body to improve response rates.

7. Thank your customer

In closing, express gratitude to your respondents for their time and effort. Even though it’s only one aspect of customer relations, it’s crucial that the tone of your survey emails stay polite and consistent with your brand. Think about signing off with a digital copy of your signature to add one more thoughtful and personalized touch to your communication.


What do you say when sending a survey?

  1. Use a Clear Email Subject Line.
  2. Say Who Has Been Asked to Participate.
  3. Explain the Survey’s Purpose.
  4. Create Urgency With a Deadline.
  5. Mention Time Needed to Participate.
  6. Explain Incentives.

How do you send a good survey?

Email survey best practices
  1. Keep the questions clear and concise. …
  2. Keep the design consistent and eliminate any unnecessary background distractions.
  3. Try and keep the survey as brief as possible. …
  4. Put the most significant questions first, but don’t be afraid to randomly select the others if the order isn’t crucial.

How do I send a survey via email?

  1. Open the survey and go to the Send tab.
  2. Select Email. …
  3. Enter the recipient’s name or email address in the Recipients field.
  4. See Insert a survey link for instructions on how to do so in your email message.
  5. See Insert an unsubscribe link for information on how to do so in your email message.

How do you send an online survey?

Setting up the best online survey is easy when you use these six steps to guide you in the process.
  1. Decide on your research goals. …
  2. Create a list of questions. …
  3. Invite the participants. …
  4. Gather your responses. …
  5. Analyse the results. …
  6. Write a report.

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