cover letter for employee satisfaction survey questionnaire

Formulating cover letters for an employee survey

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The cover letter for your employee survey is the invitation to participate in the survey. You may have already sent a pre-notification to employees so that they were informed around the upcoming employee survey.

If you have already informed your employees in advance, you can shorten the cover letter by this point. The following content should be included in the cover letter for an employee survey:

• Greeting: personal address
• Reason for the survey: brief explanation of the plan and why the feedback is important
• Highlight special features: E.g. if participation is anonymous, then elaborate on this
• Duration: How long will participation take? Link to the employee survey
• Additional information about the provider, if required
• Contact person for queries
• Sender details

Bei der scheinbaren Fülle an Informationen verfallen Sie nicht darin, zu viel zu schreiben. Es geht beim Anschreiben darum, den Mitarbeiter noch einmal „kurz“ abzuholen. Schreiben Sie so wenig wie möglich und so viel wie nötig.

Sample cover letter employee survey

Dear Julia/John,

Today we would like to invite you to take part in our employee survey. The aim of the survey is to find out where we can improve as an employer in order to create a better working atmosphere for you and the entire team. Participation in the survey is anonymous. No conclusions can be drawn about you as a person. The survey will take about 15 minutes to complete. Please take part in the survey. Only with your feedback can we gain insight into the processes and allow changes to take place.

The survey was created by the HR team. If you have any questions, please contact Maria.

Thank you in advance Your HR Team

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Employee Feedback

Best Sample Emails Asking Employees to Take a Survey

By Mariya Postelnyak

Updated: Nov 24, 2023

Looking for a sample email asking employees to take a survey? You’ve come to the right place. We’ve laid out our top templates for informing employees about upcoming surveys and boosting survey response rates.

Employee surveys are incredibly valuable for understanding what’s important to your workforce.

But getting employees to complete surveys is often easier said than done.

With a well-written and well-timed survey invitation email to employees, you can increase survey participation. In turn, you’ll have more valuable data to improve employee engagement , experience, and retention!

Use ContactMonkey to send emails with surveys.

Collect valuable data and honest employee feedback.

How to Announce an Employee Survey

Before we look at examples of employee survey email templates, let’s get familiar with survey communication best practices. 

When asking employees to take a survey, you want to make sure your survey invitation email clearly states your survey goals and outlines the scope of the survey.  You can see this in our various survey email templates we have available for free download.

It’s equally important to disclose whether the survey is anonymous and provide any details that incentivize staff to participate in your survey. 

With these points in mind, here’s how to announce your employee survey in a way that engages employees:

1. Keep your survey announcements brief and to-the-point

Long announcements will make your readers lose interest before they’ve even seen the survey. Try to stick to 50-125 words max and use an HTML email builder to separate different parts of your text into scannable sections. 

2. State your goals to let employees know why your survey is important

Let employees know why the survey is important, what you’re trying to achieve, and how the outcomes will impact them . Is the survey designed to improve your benefits program? Or will the data be used to strengthen diversity and inclusion across the office? A strong mission statement will help increase your survey response rates . 

3. Clarify if the survey is anonymous to build employee trust

Anonymous survey tools like ContactMonkey enable confidential responses for more authentic employee feedback . But it’s important to add a disclaimer message so that employees can share their thoughts with confidence. 

4. Highlight incentives to get more survey respondents

If your survey response rates have been low in the past, incentives like UberEats vouchers or office raffles are a great way to promote engagement. Make sure to prominently highlight survey incentives in your employee survey communications. Where incentives aren’t possible, thank employees for their time and emphasize the value of their feedback. 

5. State the survey launch date and deadline

This gives employees a clear idea of your survey time frame well in advance. Employees can plan better and create a window in their schedule to participate in your survey. 

6. Embed surveys in your email with a dedicated employee survey software

ContactMonkey’s internal communications software lets you send your survey invitation email and conduct your surveys from the same place. The fewer hoops employees have to jump through to complete your survey, the more likely they are to do so.

Struggling to come up with effective survey questions? Try using ContactMonkey’s OpenAI ChatGPT integration to create custom survey questions for your internal communications. Simply write a prompt describing what you’d like to accomplish with your survey, and edit the suggested questions according to your audience.

Save time on your internal communications content.

Try ContactMonkey’s OpenAI ChatGPT integration.

7. Optimize your survey send times for higher response rates

If you catch your staff at the wrong time, your survey announcement email is sure to fall to the bottom of the “unread” pile. Use an email tracking tool to see when employees are most active in their inbox and send your survey announcement at the perfect time. 

If your company has internal or external regulations around email privacy, ContactMonkey’s anonymous email tracking allows you to gather email metrics while maintaining your employees’ privacy.

Top 5 Employee Survey Invitation Email Templates

Now that we have the basics covered, let’s jump into some employee survey invitation message examples. You can quickly copy, paste, and use the survey email samples below in any email to accelerate and streamline your survey rollout. 

If you’d like to save even more time, use ContactMonkey to instantly access these internal email templates and sample emails to increase survey participation. You’ll be able to import and send your templates straight from Outlook or Gmail, saving tons of time and creating more consistent messaging!

Try ContactMonkey’s Email Builder today. Why not?

Start a 14-day free trial. No credit card is necessary.

Without further ado, let’s look at a few employee survey invitation email samples and employee engagement survey communications that we love:

Employee experience survey announcement

From the moment a job seeker joins your company to the moment they leave, all the things they do, see, and learn contribute to their employee experience . 

To master employee experience (EX) and digital employee experience (DEX), organizations need to listen to their people at each stage of the employee lifecycle. 

Dive deeper into EX with our employee email survey invitation template for employee experience and opinion surveys:

Hi Team, 

We want to hear from you! In our ongoing efforts to improve employee experience at [company name], we’re rolling out an employee opinion survey to ensure that your voice is being heard.

On [date], all employees will receive an email with instructions on how to complete the survey. The deadline to complete the survey will be [date]. 

We want you to feel confident sharing honest and authentic feedback so our survey will be completely anonymous. 

We’re hoping for everyone to participate and ask you to encourage your colleagues and teams to share their insights!

Thank you in advance for your time and effort in making this initiative a success. As a token of our appreciation, you’ll automatically be enrolled to win a $100 Amazon gift card [or prize of your choice] upon survey completion. 

Kind regards, 

[Company name] Team 

Bi-weekly pulse check survey announcement

Sometimes, you just want to feel the “pulse” of your workforce. As the name might suggest, pulse surveys are short, focused surveys that gauge how employees are generally feeling at your company. Employee pulse surveys may be the shortest type of survey, but they make a huge impact. Their short length and simplified format mean employees are more likely to complete them. 

Since pulse surveys are pretty straightforward, you don’t need to send your pulse survey and announcement email in separate communications. With ContactMonkey’s employee communications app , you can announce your survey and publish it in a single email. 

Here’s an example of a professional development pulse survey invitation template that you can instantly customize and send using ContactMonkey:

Hi [Employee Name],

We value our employees and want to ensure that you’re equipped with the appropriate resources and opportunities to progress in your career. 

Please take a few moments to complete our career development survey and help us build a learning environment that supports your needs. For each question, you will also have the option to add an anonymous comment for extra feedback. 

[Embed survey below]

Anonymous management survey announcement

Managers play a vital role in moulding your team’s culture, aligning team priorities, and ensuring top performance. When management fails to achieve these objectives, it can lead to employee disengagement and high turnover.  

Employee email surveys can be an excellent vehicle for gaining insight into how managers are really doing and boosting employee engagement among employees. But, let’s face it, few employees want to share negative feelings about a manager if they think there’s a chance of retribution. 

To garner honest and authentic employee feedback about managers , it’s crucial to use anonymous pulse survey tools like ContactMonkey. They guarantee anonymity and allow employees to express their thoughts with confidence. 

Here’s how you might announce an anonymous management survey:

Dear [Employee Name],

Your input matters to us! In our effort to build supportive and trusting teams, we’d like to hear about your experience working with [direct manager name or title].

Within the next week, you’ll receive an email that includes [embedded management survey OR an access link]. Please take a few minutes to share your thoughts and complete the survey.

This survey will be 100% anonymous. To protect your confidentiality, we will not disclose your individual responses.  

Managers at [company name] may see the comments you offer on the last part of the survey. However, these will not be associated with you by name or job title.  

Thank you for your participation. 

ContactMonkey Team

Employee engagement survey announcement

Employee engagement is a key driver of business growth and innovation. On the other hand, the costs of employee disengagement can be devastating to business. In order to keep workplace engagement high, it’s important to collect employee feedback on a regular basis—which is what we’ve designed this survey email example for. 

Engagement surveys help organizations measure employee engagement and make it more tangible. Here’s an employee engagement survey communication sample to guide you when announcing your survey:

Dear [employee name],

We’re launching an employee engagement survey! Your feedback will help us know if we’re doing enough to support, invigorate, and inspire our workforce. It will also help us learn where we can do better. 

You can expect to receive our employee engagement survey on [date]. The deadline to submit your survey responses will be one week from the date you received the survey.

The survey is email-based to make it quick and simple to complete. This will also enable us to analyze and respond to feedback faster — so we can start making tangible improvements in our organization!

Remember: all responses will be completely anonymous, so you can feel confident sharing your honest and authentic feedback.

The survey contains 10 questions. It should take you no longer than 5-10 minutes to complete the survey.

We look forward to hearing (and acting on) your feedback!

Company culture survey invitation template

Company culture determines how well employees work together, how they think about their work, and even how long they stay at your company. With a workplace culture survey , you can get invaluable insight into the way your employees see your workplace. 

With this employee survey invitation email sample, you can make substantial transformations to your company culture and remedy any cultural issues you may have.  Here is a survey email template about company culture:

Hi Everyone,

Every year, we would like to conduct a survey to see how aligned our employees feel to our mission, vision, and values. Please take a few minutes to complete this anonymous survey.

Here are a few important points to keep in mind about this survey:

• This survey is anonymous and completely confidential.
• This survey should take approximately 10 to 15 minutes to complete. Your team lead or manager will allocate time in your schedule for the completion of this survey. 
• We will be carefully analyzing survey results and will strive to act on your feedback as soon as possible. We’ll report back to you on what we found and how we intend to address any existing issues.

We appreciate you taking the time to share your thoughts. Your feedback is invaluable to ensuring a healthy and strong workplace culture across our organization. 

Yours, 

People and Culture Team

Employee feedback survey email example

Employee feedback is crucial for any serious employee engagement efforts. Surveys are one aspect of employee feedback, but employee comments help provide context to their survey responses.

Here is an employee engagement survey email sample asking your employees to provide comments along with their survey responses. Feel free to modify it if your employees are required to provide their comments or if comments are optional.

We are conducting a survey about [survey topic], and we encourage you to take some time to fill it out. Please answer every question and submit your responses before [survey deadline].

In addition to survey responses, there are sections on the survey where you can add your own comments to add context to your survey answers.

All of your comments will be completely anonymous, so please answer honestly. If you have any questions about this survey, please reach out to your [manager/supervisor].

We sincerely appreciate your participation in this survey. Your feedback will help [company] become more aligned with your values and the values of your coworkers.

Easily create your own email survey templates .

Try ContactMonkey risk-free for 14 days.

How do you improve your employee survey invitation email sample?

Your survey invitation email sample should outline what your employees should expect when filling out your survey. Let your employees know why you’re conducting the survey, how long it will take, and what you will do with the responses.

How do you communicate with employees about a survey?

Survey emails are the best way to communicate to your employees about a survey and boost employee engagement among employees. Email is accessible by both desktop and mobile devices, and surveys created using ContactMonkey can be filled out on both these devices.

How do you ask an employee to participate in a survey email?

Depending on the type of survey you’re conducting, you should let your employees know whether they’re required to fill out the survey or whether it is optional. You can also mention the importance of their responses to encourage them to participate in the survey within your survey invitation email sample.

If you need to survey only a segment of your workforce, use custom email lists to target relevant employees while excluding those whose feedback you don’t need. Using ContactMonkey’s List Management feature , you can create custom email lists—without needing IT—that integrate with your Human Resource Information System (HRIS) like Workday and ADP, as well as Azure Active Directory, so your lists will update as employees join and leave your organization.

How do you get people to open an email survey?

As with any survey email, an effective subject line is the best way to get your employees to fill out your survey. Try personalizing your email subject lines by using merge tags, which will add your employees’ names to the subject line.

Boost Response Rates with ContactMonkey’s Survey Invitation Templates

Regular employee surveys are integral to a satisfied and engaged workforce. To maximize employee survey engagement, it’s important to create compelling survey invitation email samples that demonstrate the value of employee feedback. 

With our employee survey invitation email templates and sample emails asking employees to take a survey, you can send more engaging survey invitation emails and create a simple, standardized process for survey announcements. 

Use ContactMonkey’s all-in-one email and pulse survey tool to increase the volume and value of employee feedback! Book a free demo to see ContactMonkey at work!

Let us show you the power of ContactMonkey.

Improve your internal communications quickly and easily.

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Sample Employee Engagement Survey Introduction Letter

Learn how to write an employee engagement survey introduction letter and discover a sample of the same.

Understanding the engagement levels of your company is imperative for the organization’s growth. However, before you conduct an employee engagement survey, make sure you have communicated to them about it adequately. A letter to all the staff will serve as an employee engagement survey introduction.

How to write the employee engagement survey introduction letter

Whether you are sending employees emails or letters, they should include the following:

Announcement of the upcoming survey

Use the first paragraph to inform the employees about the upcoming survey. Remember to include the commencing date as well as the period it will take to complete.

Purpose of the survey

What is the significance of the study? Regardless of them being your employees, it is important that they understand why you need them to participate in the process. While at it, do not dwell much on the benefits of the exercise to the organization, but tell them how they will gain in the long term. Demonstrate that you value their participation.

In this part tell the employees when the results will be shared and how. They deserve to know the findings of the engagement survey. However, if you do not have plans to share the results, do not promise. It will certainly work against you during the next survey.

Emphasize anonymity and confidentiality

Usually, engagement surveys ask about the real perceptions of the employees. If they are not assured of confidentiality, they may decline to participate, or if they do, they can provide biased data.

Explain how you intend to use the results and benefits

Just by telling your employees that you are seeking to determine employee satisfaction, does not motivate. You have to be specific on the way you will utilize the findings to improve engagement levels and job satisfaction.

If you include the above contents in your letter, you can be assured of 100% participation in your engagement survey. Remember to send the letter 2 weeks prior to the survey.

Employee engagement survey introduction letter sample

To: All Employees

Subject: Upcoming Employee Engagement Survey

In the coming four weeks, we will be carrying out an engagement survey that will involve everyone in the company. The surveys objective is to get a better understanding of employee engagement levels at the company. Your ideas, opinions, and suggestions are valuable to use. This survey presents you with a forum to express your thoughts on business practice among other aspects.

The results will be used to identify leaders who engage people positively. They will also inform policy change. Third, the results will be used to identify problems that disengage employees, decline customer satisfaction, and derail overall performance.

An independent company will carry out the survey on behalf of the organization. It will be posted online where you can access it. All the responses will be anonymous and confidential. Be honest when responding to the survey questions.

Upon analysis of data, we will share the findings with the whole organization. The management and the HR team will meet with groups to discuss improvement measures. If there are policies that need change, they will be. Leaders who are good in engaging others will be appreciated. In a nutshell, the organization will become a better place to work. We urge you to participate to ensure everyone is heard.

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Employee Satisfaction Survey

An employee satisfaction survey is a tool used by organizations to measure how satisfied employees are with their jobs. The survey usually consists of a series of questions about different aspects of the job, such as pay, benefits, workload, and so on. Organizations use the survey results to identify areas where employees are unhappy and make changes to improve satisfaction levels.

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Employee survey invitation examples

Example 1 – Online employee survey invitation email

The employee survey is set out in a number of sections and every item requires a response before moving to the next. The survey should take approximately 20 minutes to complete. Dear [employee survey participant],

Thank you for agreeing to complete this important employee survey which is being conducted by [third party provider name] for [Organisation name] employees. We encourage you to complete this employee survey at work during a quiet time when you are able to concentrate without interruption.

Employee survey instructions:

• To start this survey please insert a password in the form of an email address that is meaningful to you (e.g. [email protected]). This password will ensure that your survey responses are kept together and in the event that you are disrupted when completing the employee survey you will be able to re-commence where you left off. 
• Upon entering the employee survey you will be asked a series of questions relating to your work location, business unit, length of service, etc.  Please choose the response that best represents you.
• Each question requires a response which can be answered by selecting the corresponding number for your response. There are seven ratings available, ranging from “1 = Strongly disagree” to “7 = Strongly agree”.
• We urge all participants to provide constructive feedback. For that reason we encourage you to avoid using the “4 = Neither agree or disagree” rating wherever possible.
• In some cases though you may find it difficult to choose a rating on a particular question. For example, if you haven’t had sufficient time in your organisation to form an opinion then, in that situation you are best to respond with “4 = Neither agree or disagree”.
• Remember, your first or instinctive answer is probably the most appropriate.

Insync Surveys undertakes to keep your responses strictly confidential and does not allow results that may identify you individually to be provided to your organisation or any other third party.

If you have any trouble completing the employee survey please contact [Insync Surveys project manager] at [phone number] who will assist you. The [Organisation name] contact for this survey is [Employee survey contact] and can be contacted on [phone number].

To continue into the survey, please follow this link: [link to employee survey]

Thank you. Your contribution to this important project is much appreciated.

Chris Sample Chief Executive Officer

Example 2 – Online employee survey invitation email

Annual [organisatio n name] employee survey.

We have engaged [third part provider], an independent employee survey specialist, to undertake a complete survey of [Organisation name]. The employee survey is a leading-edge measurement tool designed to determine, among other things:

• how clearly we have set out our long-term direction and purposes
• how well our management style aligns with our strategies
• how well we communicate, and
• how well we deal with our customers.

Benefits of the employee survey

In order to improve, we must commit to a constant process of internal review and analysis. One of the most productive ways to do this is to listen to your views on a broad range of issues. We believe that the time is right to undertake the important step of asking you, through this employee survey how well we are performing.

Why this employee survey?

This survey will provide us with baseline data from which we can implement appropriate strategies and plans to improve what we do and how we do it. Since this employee survey is online, we will be able to obtain speedy and comprehensive analysis of the data.

Who will see your answers?

Your responses are confidential. No one from [Organisation name] will be provided with or will have access to your individual results. The online employee survey is carried out on [third party provider]’s servers and your responses remain in their secure data storage facility.

[Third party provider] will collect individual the employee survey participant names. They collect employee email addresses only to acknowledge the completion of your survey or to remind you to complete the employee survey. [Third party provider]’s own privacy policy, which complies with Australian legislation, does not allow the provision of the employee survey results that identify any specific individual to us or to any other third party.

What do I have to do?

The employee survey should take less than 20 minutes. I suggest you do it in a quiet period where you can concentrate and do it in one sitting without interruption. Your manager knows you need time to complete the employee survey during work hours. If you have any trouble completing the survey please contact [Employee survey contact] on [ext xxx] who will assist you.

Please click on the link below to commence the employee survey. [link to employee survey]

Follow this link for more information about how to conduct an employee and staff survey.

Need help getting started?

Insync is here to help you. We can provide you with insights into your employee engagement, that come from having carried out and advised on hundreds of employee surveys.

We can also provide you with our recommendations for improvement, providing you with a roadmap to your success.

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Cover Letter for Survey

• Listed: December 1, 2010 11:45 am
• Expires: This ad has expired

Description

[tab name=’Example 1′]

Example 1: Example of cover letters for survey

Company Name or Letterhead Address City, State Zip Date Addressee Address City, State Zip

At the Woodvine Convention Center we are committed to customer satisfaction. We know how important it is that the meetings you schedule at our facility go smoothly.

Our records show that over the past year you used our facilities on three occasions. Would you take a few moments and fill out the enclosed survey about the quality of the service you received at Woodvine? We have enclosed a stamped envelope for returning the survey.

With your help, we can help you better. We appreciate your time and consideration. [/tab] [tab name=’Example 2′]

Example 2: Cover letter to customer

Dear Ms. Aubrey:

We are pleased you have continued to use Bakerfields for your office equipment needs. The effectiveness of our company rests not only on your satisfaction in our equipment, but also in your ability to get your questions answered promptly and efficiently.

To make sure we’re meeting your needs, we have enclosed a customer service survey. We invite you to share your opinions on how well our service representatives were able to help you with your problems and questions. Please return the completed survey in the enclosed postage-paid envelope.

Thank you for your time, Ms. Aubrey. Your answers will help us to ensure that you are receiving quality service. [/tab] [tab name=’Example 3′]

Example 3: Covering survey letters

Dear Mr. & Mrs. Yarrow:

It was an honor to cater your 35th wedding anniversary party. We were proud to be offered the opportunity to help with the celebration of such a remarkable accomplishment.

You can help us ensure we provide the level of service for which we strive. We have enclosed a customer survey which addresses the quality of the food, decorations, and the quality of service rendered by the food servers at your anniversary party. Please use the enclosed stamped envelope to return the survey to our offices.

Congratulations again, and thank you so much for your time.

Cordially, [/tab] [tab name=’Example 4′]

Example 4: Cover letter to customer

Company Name or Letterhead Address City, State Zip

Addressee Address City, State Zip

Dear Mrs. Cartwright,

We at the Hotel California are constantly striving to better meet your travel needs and to make your stay with us pleasurable. To help us meet this goal, we survey guests from each hotel on a yearly basis. This survey helps us to make improvements in our hotels and gives you the best possible value for the money.

Our records show you stayed with us in our Denver hotel last June. We would greatly appreciate your taking a few minutes to complete the enclosed survey about your stay. Be assured that your responses will be kept completely confidential. I will personally review the results.

Please return your completed survey in the enclosed postage-paid envelope at your earliest convenience. Thank you for your assistance and we look forward to having you at the Hotel California again soon.

Sincerely, [/tab] [end_tabset]

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cover , Customer , letter , research , Survey

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