Sharing a questionnaire can feel nerve-wracking. People delay, abandon surveys halfway through, or don’t respond at all, leaving you waiting in eerie silence. It is important to realise that there is plenty you can do to ensure an adequate response rate. Based on my experience, here are a few practical tips to help you avoid being held hostage by fortune when using this research method.
Send personalised emails with clear statements of purpose
“Dear John” or “Dear Mary” is better than “Dear all”. Personalised emails feel more relevant and intentional, making recipients more likely to engage and respond. In contrast, generic messages like “Dear all” can come across as impersonal and easy to ignore. This does mean that sending out emails takes longer, but the extra effort is likely to be worth it, especially for a smaller mailing list. The purpose of the questionnaire and the respondent’s role in it should be stated at the top of the email. Get straight to the point.
Set clear and realistic deadlines
Clear and realistic deadlines make it more likely that respondents will complete the questionnaire. The deadline should be reasonable and clearly stated in your emails. A week or two is often not enough. If deadlines are vague or too tight, people are more likely to ignore the request altogether. When setting the deadline, it is important to consider your own timeline and not set it at the latest possible date. While this may suit respondents, processing data may take longer than you expect. In my experience, people respond well to deadline extensions, so it can be helpful to build in that flexibility from the start. It is better to send the questionnaire early and extend the deadline if needed than to be playing catch-up throughout the research process.
Ensure the questionnaire works as intended
Does the survey allow respondents to leave and return, picking up where they left off? It is important to check this before you send it out. Make sure you let people know that their progress is saved and be prepared to answer questions about it. Does your questionnaire allow people to move forwards and backwards? If not, can you provide an alternative way for respondents to revise their answers?
Pilot and outline the time commitment
Related to the point above, you may wish to allow respondents to skip sections of the survey based on their answers to earlier questions. Does this work as intended? Does the survey direct them to the correct sections? You should check this before sending it out. Piloting also gives you an idea of how long the survey takes to complete. A time estimate is valuable information to include in your emails. A progress bar within the questionnaire may also be useful, although for longer surveys it can sometimes feel daunting rather than reassuring.
Send reminders
This may not be pleasant, but it is important—otherwise, people may simply forget. Send reminders to participants at regular intervals, and track who has responded so you only follow up with those who have not. Later reminders should highlight the approaching deadline to convey a sense of urgency.
Make yourself available
Let people know that you are available to answer questions. Provide your contact details and encourage respondents to get in touch if needed. This may depend on the size of your sample, but be willing to take calls as well as emails. Ideally, offer multiple ways for participants to contact you. Your questionnaire may contribute to an ongoing professional relationship.
Kevin Volf is a Postdoc in the Department of Physical Education & Sport Sciences, University of Limerick.
Contact: Email: kevin.volf@ul.ie Follow on X ORCID Bluesky LinkedIn ResearchGate
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