Getting feedback is important to any organisation trying to meet the needs of its target market. Whether you operate a non-profit organisation, run a small boutique or operate as an independent marketing consultant, feedback is essential to helping you connect with your audience and getting their honest opinions and suggestions. In order to survey your audience effectively and fairly, it's important that you put together a brief cover letter to include with your survey. Use the steps below to help you write the cover letter.
- Skill level:
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Things you need
- Word processing program
Include your company or organisation's logo at the top of a blank word-processing document. Under the logo, include your business mailing address, phone number, e-mail address and web address. Begin the cover letter for your survey with "Dear Participant" or, if you have a small list of people to whom you plan to send the survey, personalise the salutation for each letter.
Invite potential respondents to participate in your survey in the opening of your letter. Give specific instructions for completing the survey. If the survey is enclosed, ask potential respondents to see the enclosed survey. If they should complete it online, give them a link to the exact web address.
Tell them the name of your survey and give them the core goals you hope your survey results accomplish. Explain how the results of the survey can benefit them in the long run. If the purpose of your survey is to determine how much people can afford to spend on chiropractic services, then a benefit to the customer might be that they'll receive massage services at a more budget-friendly price, which allows them to distribute the extra money elsewhere in their budgets. Let respondents know about how long it's going to take them to complete the survey.
List a confidentiality statement that tells potential respondents if and how the results will be shared and whether their personal information and identity will be kept private as data is collected and reported. Address any risks in taking the survey. Give details on whom is conducting the survey and how they can be contacted if the survey taker has additional questions or concerns.
Encourage potential respondents one last time to take the survey and submit it to your organisation. Reinforce how they can benefit from participating. Explain how their participation can help your organisation. If respondents receive some type of incentive for responding, reiterate that at the end of the letter. Thank them for their time and include a signature line.
Tips and warnings
- Limit your cover letter to one page in length.
- If you are conducting a phone survey, use the cover letter as a script you can read before you begin asking your survey questions.
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