What you write in your mass mailing message is completely up to you! However, there are some key points we suggest to make sure your recipients understand and take the survey:
- Explain the purpose of the survey. What do you plan to use the data for? Being clear about your goals helps to encourage recipients to trust you.
- Any confidentiality notices. If you intend to use the survey to follow up on any individuals based on their responses, you should let them know. Their responses can be traced back to their email address (unless you request their emails to be hidden--talk to your Baseline Consultant if you have any questions about this!).
- If applicable, how did you use the data you collected in the past? Recipients may be more inclined to take the survey if they think their responses will actually be used to inform action
- Keep the message brief! While it is important to explain what the purpose of the survey is, writing too much will push your survey link down the email, and people are less likely to find and click the link. Also, if the email seems long, recipients may think the survey will be long, too.
- If there are any incentives, let them know about it here! Include not only what they’ll win, but when they will get it.
- Contact information. Include your department. Recipients will be able to reply to the email if they have any questions or concerns, but just in case they want to call or visit, and to keep the mailing professional, remember to include your contact information at the end.
What NOT to write:
- ϋnusual Çhαracters or StRaNgE capitalization. It might seem to make your email stand out, but if your subject line sounds like SPAM, your recipients may not open it (or it may be blocked by their email provider).
- Make it obvious where the link is. Don’t hide it in the middle of a paragraph, make it prominent in the email.
- Make sure to spell check. Errors make you look unprofessional. Respondents might not take your email as seriously.