To write a questionnaire cover letter, introduce the project and its objectives, provide instructions and guidelines, and express appreciation for responses. Include basic information about the company commissioning the survey and outline the project’s goals and how responses will be used. Use a formal or casual format depending on the audience and topic. End with a closing and proofread before distribution.
There are a couple of different ways to approach a questionnaire cover letter, but in almost every case you’ll want to include an introduction to the project, why you’re inquiring about it, and a brief summary of what you’ll do with the data you’ve collected; It’s also usually a good idea to provide a reason or explanation that will encourage people to continue and answer all questions. Including instructions and any special guidelines is also usually a good idea, and providing a phone number or address that people can contact for more information can also be helpful. The general format of the letter can be formal or casual depending on the audience and topic, although many people choose more than one business letter format. This can help the package look official while bringing a certain degree of security and professionalism to the project as a whole.
Understand the purpose of the letter
It’s often a good idea to take a few minutes to think about the questionnaire and its objectives before writing your cover letter. You’ll need to first consider why you’re submitting applications and who’s receiving them. If everyone who will receive the questionnaire expects it, you can assume a little more familiarity than would be appropriate for recipients who are more or less random, or who don’t necessarily know you, your company or the project at all.
Set the basic information
After you’ve thought about your audience and how your recipients are likely to view your materials, it’s time to get started. Most letter writers start with basic information, including the date, name and address, and contact information of the company commissioning the survey. Some companies write their own questionnaires, in which case this can of course be skipped; in the event that the survey has been contracted out, however, introducing these details is usually important from the outset. p>
Outline the project
In general, it’s a good idea to use the first paragraph to introduce yourself and the client company. Include details about your philosophy and outlook to help familiarize the recipient with the company’s goals and project scope. Then, in the next paragraph, introduce the questionnaire itself. Use the space to explain the goals and why it was commissioned. If the company is looking to develop new products, get feedback, or develop policies, let the interviewee know. It is also important to discuss how responses will be used and whether they will be kept confidential.
Provide instructions
The third paragraph should contain details on how to complete the questionnaire and any relevant instructions. This includes any response time limits, how the questionnaire is returned, and the nature of the questionnaire format. If all or part of the questionnaire is online, make sure you provide the correct web address and any necessary passwords or user codes.
You’ll also probably want to take a few sentences to discuss the type of responses you’re looking for and what recipients can do if they’d like to provide additional information or feedback. You could explain whether the survey is all multiple choice or requires detailed answers, for example. At some point it is usually also necessary to state that the return of the survey serves as consent for the use of the data provided.
Appreciation expressed
It’s common to use the last paragraph to express your appreciation for the recipient’s response. Recognizing the time it will take the respondent to fill out and return the questionnaire is usually a good idea, and if there are prizes or sweepstakes associated with completed requests, this can be a good time to let respondents know.
Most people end their questionnaire cover letter with a closing like “Sincerely,” and you should usually repeat your name and job title here. Once done, check the document for spelling and grammar errors, proofread it, prepare it for distribution.
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