Sending reminders for your survey invites

Sending reminders for surveys is an effective way to boost response rates and ensure you actually get the feedback you initially asked for. This article covers the best practices for sending reminders, the timing and frequency of reminders, and legal considerations to keep in mind.

The importance of reminders

Many people overlook the initial survey invite or intend to complete the survey later — but forget. When done right, reminders can significantly enhance engagement without irritating your audience. They are gentle nudges that can significantly improve participation rates, and here’s how:

• Boost response rates: Sending a reminder can increase the likelihood of survey completion. Studies have shown that, e.g. with emails, reminders can boost response rates by up to 50%​.‍
• Enhance data quality: More responses generally lead to more reliable and representative data, helping you make better-informed decisions based on the feedback.‍
• Show commitment: Sending reminders shows that you value the recipient’s feedback and are committed to gathering their input.

Frequency considerations

A well-crafted reminder respects the recipient’s time and gently encourages them to complete your survey — you want to nudge your recipients without becoming a nuisance. Let’s dive into the key strategies for effective reminders.

The timing of your reminders is critical — a well-timed reminder can significantly increase response rates without annoying the recipients. Consider these timings:

• First reminder (3–7 days after the initial invite): This allows enough time for those who saw the first invite to respond while catching those who may have missed it.
• Second reminder (7–14 days after the first reminder): This should be your final nudge, minimizing the risk of irritating your audience.
• Frequency: Limit the number of reminders to avoid annoying your respondents.  Generally, more than two will overload recipients and can lead to disengagement and unsubscribes.

How write and personalize your reminders

Personalize your reminders to make them more effective. Use the recipient’s name and reference their recent interaction or experience with your service. For example:

Hi [Name], we noticed you haven’t had a chance to complete our survey about your recent visit on [Date]. Your feedback is very important to us.

Reminders should feel like a friendly nudge rather than a demand. Express gratitude for their time and participation. Furthermore, remind recipients why their feedback is valuable and how it will be used to improve services. Include a direct link to the survey and any necessary instructions.

Lastly, ensure that your reminders comply with GDPR and other relevant data protection regulations like:

• Proof of consent: Under GDPR, you must have explicit consent from individuals to send them survey invites and reminders. Ensure that your initial survey invite includes a clear option to opt-in for follow-up reminders.
• Opt-out option: Provide a clear and easy way for recipients to opt-out of receiving future reminders; this respects their preferences and complies with legal requirements.
• Data security: All personal data used in reminders must be securely stored and processed. 

Key takeaways

Reminders are a powerful tool for increasing survey response rates and collecting valuable feedback. The ultimate goal should be to get comprehensive feedback to improve your services, based on patient insights. 

Timing, frequency, personalization, and clarity considerations will encourage participation without annoying your audience. Make sure you always keep legal considerations in mind to ensure compliance and maintain trust.