Usually, we recommend the client invite the employees to a URL that we provide.  This minimizes reduced response due to spam filters and employees ignoring messages from email addresses they don’t recognize.  Sometimes it is best for us to do the inviting.  In either case, there are certain components to include in the invitation email.  These are:

  • The survey is coming,
  • When it is coming,
  • Why it’s important to respond,
  • Responses are confidential,
  • When the survey closes,
  • The survey can be taken during work hours,
  • How to access the survey.

Here is one example of such a note, for the fictitious “Robotic Pet Designs.”

Subject: Your Input Needed

We would like you to give us your opinions about working at Robotic Pet Designs by completing an employee survey.  This is your opportunity to let us know what you believe is working well here and what needs improvement.

Here are a few important notes about the survey:

The survey will take approximately 10 to 15 minutes to complete.

  • You may complete the survey during work hours.
  • The survey is anonymous and completely confidential.  At the end of the questionnaire there are a few questions that ask how long you have worked here, your age, what your role here is, and your department.  These questions will not be used to try to figure out “who said what.”  Rather, they will be used to find out how different groups of people feel about things (such as, how peoples’ opinions in one department compare to the opinions of the company as a whole).
  • We will carefully consider the survey findings and will report back to you on what we found and how we intend to address any issues we uncover in the analysis.
  • Survey responses will be accepted until {date/time}.

To take the survey, go to this location on the Internet:

Thank you in advance for your assistance with this matter.

It’s best if the survey come from someone at a high level of the organization, such as the CEO.