Tips for the initial invitation

• Use simple, clear language.
• Explain the purpose of the survey, and what the data will be used for.
• Specify whether the survey is voluntary (they usually are).
• Outline the importance of the evaluation, including the value to them as an individual, as well as to the wider community of interest.
• Provide enough detail so that participants can make an informed decision about whether or not they want to take part in the study.
  
• Be realistic about the likely time commitment, should they decide to become involved.
• Be positive and appreciative. Thank people in advance.
• Provide contact details for inquiries.

Reminders and extensions

People tend to complete surveys either:

• straight away, or at least within 24 hours of receiving the initial invitation
• immediately after being prompted by a reminder
• just before the cut-off date.

When planning a survey fieldwork period, factor in:

• at least one reminder before the due date
• a buffer/extension period after the cut-off date, in case you need it.

If possible, only send reminders to those who are yet to respond. Reminders should always be courteous and appreciative of people’s time. A reminder should:

• start by thanking those who have already responded
• include the initial survey invitation, if the invitation and reminder are sent as emails
• highlight the importance of the survey, and how the data will be used.
• remind people of the estimated time required and the cut-off date.