How to write a survey introduction that motivates respondents to fill it out

The first impression matters, especially when you wish to encourage people to take your survey. The survey introduction is the first your respondent sees before proceeding to questions. What should you include? How to approach the reader? A professional writing service has shared some helpful principles and tips in the following article.

What is the survey introduction?

The paragraph of text that comes before your survey questions is called the survey introduction. It describes the survey's purpose, why the target audience should take the time to respond, and explains what you plan to do with the data you get.

An introduction is an essential part of any survey as it helps to set the tone for the survey, make participants aware of why they are being asked to participate, and provide any necessary background information. An introduction can provide a brief overview of the survey's purpose and goals, helping to set expectations for both the respondent and the survey conductor.

Keep it short

Depending on your audience and the survey purpose, your introduction should take from several sentences to several short paragraphs. Write the text of your introduction, and then think about how to make it shorter and rewrite it.

Mostly, your respondents do you a favor by filling in your survey, and the best way to show your respect is to save their time. The more attentive you will be with the word choice and phrases, the more likely your respondent will fill in your survey.

For example:

"We want to hear from our users to ensure we have the best possible products and services for them."

Add an incentive

The statistics indicate that an incentive offer can be a very effective tool in increasing survey response rates. To encourage the respondent, you can provide a gift card, discount, free limited access to the service, gift, or any other incentive. Clearly state your offer or highlight it, so the reader will quickly see the opportunity. Also, make sure that your company can provide this action, as the number of participants may be huge.

Use clear and concise language

The reader should easily understand your introduction. Use simple words and logical structures. Try to use a conversational and informal tone. Make sure the text is clear and concise, and establish your survey's topic in a way that will capture the reader's attention.

Also, it is important to explain any technical terms, unfamiliar concepts, and particular facts your reader needs to know to understand the questions you incorporate in the survey. It will create an impression that you care about the reader and give additional information right at the beginning.

Keep an eye on aesthetics

A nice and friendly design of the first page of the survey may catch the respondent's attention and encourage them to participate in the survey. Adding eye-catching and lovely graphics is a powerful tool. Also, you can add a company's logo so that the respondent will stay more aware of the company's brand.

Add a consent statement or privacy notice

If your respondents live in countries (like the European Union residents) with strict data laws, you need to add a Privacy notice. Your response should know whether you can use their personal data and transfer it to another country. Providing such information and asking whether the respondent accepts it will help you set the right tone and keep the legal obligations.

Define the required time

In addition to respecting the respondent's time, you should also indicate the time needed to respond to your survey. Define an approximate amount of time the respondent needs to help them define whether they have time for your survey. Also, you can specify the number of questions the respondent should answer.

For example:

“Our survey consists of 10 questions and will take not more than 5 minutes to complete.”

Limit your target audience

If you want to be sure that the respondent fits your target audience, you can start the survey introduction with several sentences addressing the special group of respondents.

Leave contact details

Add a contact number or email address for those respondents who have questions about the survey. Such information builds a trustful relationship with respondents as it shows that you are interested in collaboration and that a real person created a survey.

Include useful information

Mention the company's name and brief information about it.

Set the goal of the survey and why you have done it.

Explain how you will use the survey results and how they may provide benefits.

Mention whether the survey is anonymous and confidential or not.

Provide additional instructions on the study if necessary to avoid possible misunderstandings.

Define whether the respondent can edit the answers and the deadline.

Provide an option to send a copy of the completed survey to the respondent's email.

Say “Thank you”

Even if your prospective respondent is negative about filling in your survey, a "thank you" will leave positive emotions. Staying loyal to your readers and thanking them ahead of time will be appreciated by those engaged in your survey.

For example:

"We are grateful to have received such insightful feedback."

"By hearing the opinions of our customers, we can make sure that we create the best possible product and add features that our users will find useful."

"We are very grateful for your time and input."

Wrapping Up

Respondents should be gratefully acknowledged for any input they offer. They made an effort to communicate with you and provide helpful information by taking time out of their busy schedules. Consider this when writing a survey introduction. Good luck!