Distributing Surveys via Email

Email distribution is the most effective way to reach specific audiences with trackable, personalized survey invitations.

Creating an Email Collector

1. Go to your survey’s Collect tab
2. Click Email Invitation
3. Click Create New Email Collector

Composing Your Email

Subject Line

Write a compelling subject that encourages opens:

• Keep it under 50 characters
• Be specific about the purpose
• Create urgency when appropriate

Good examples:

• “Quick feedback on your recent purchase”
• “Help us improve - 2 minute survey”
• “Your opinion matters - employee survey”

Email Body

The editor supports rich text formatting:

• Bold, italic, underline
• Bullet points and numbered lists
• Images and links
• Custom HTML (advanced)

Personalization Fields

Insert dynamic fields that populate with recipient data:

• {{FirstName}} - Recipient’s first name
• {{LastName}} - Recipient’s last name
• {{Email}} - Recipient’s email
• {{CustomField}} - Any custom field from your contact list

Example:

Hi {{FirstName}},

We'd love to hear about your experience with our product.
This survey takes only 3 minutes.

[Take Survey]

Thanks,
The Team

Survey Link

The survey link is automatically included. You can:

• Use the default button style
• Insert as a text link
• Add multiple links in different locations

Selecting Recipients

From Contact Lists

1. Click Add Recipients
2. Select a contact group
3. Or search and select individual contacts

Import New Contacts

1. Click Import Contacts
2. Upload CSV file or paste data
3. Map columns to fields
4. Add to existing group or create new

Recipient Preview

Review selected recipients before sending:

• Total count
• View individual emails
• Remove specific recipients

Sender Settings

From Name

The name that appears in the recipient’s inbox. Use:

• Your company name
• A person’s name (increases trust)
• Department name

Reply-To Email

Where replies go. Must be a valid email you can access.

Custom Domain (Enterprise)

Send from your own domain for better deliverability and branding.

Send Options

Send Immediately

Dispatch emails right away to all selected recipients.

Schedule for Later

1. Click Schedule Send
2. Select date and time
3. Choose timezone
4. Confirm schedule

Test Email

Always send a test first:

1. Click Send Test
2. Enter your email address
3. Review how it looks
4. Check spam folder

Tracking & Analytics

Email Metrics

Monitor your campaign performance:

• Sent - Total emails dispatched
• Delivered - Successfully delivered
• Opened - Opened the email
• Clicked - Clicked survey link
• Completed - Finished the survey
• Bounced - Delivery failed
• Unsubscribed - Opted out

Individual Tracking

View each recipient’s status:

• Email status
• Open timestamp
• Click timestamp
• Completion status
• Response ID

Reminders

Send follow-up emails to non-respondents.

Automated Reminders

1. Go to Reminders tab
2. Enable automated reminders
3. Set schedule (e.g., 3 days after initial send)
4. Customize reminder message
5. Set maximum number of reminders

One-Off Reminders

Send a manual reminder to all non-respondents at any time.

Reminder Best Practices

• Wait at least 2-3 days between messages
• Limit to 2-3 reminders total
• Change subject line for each reminder
• Reference the original invitation

Thank You Emails

Automatically thank respondents after completion.

1. Go to Thank You tab
2. Enable automated thank you
3. Customize message
4. Optionally include response summary

Best Practices

Timing

• B2B: Tuesday-Thursday, 10am or 2pm
• B2C: Varies by audience, test different times
• Avoid Mondays and Fridays

Deliverability

• Use consistent sender name
• Avoid spam trigger words
• Include unsubscribe link
• Keep image-to-text ratio balanced

Response Rates

Typical email survey response rates:

• Internal (employees): 30-50%
• Customers: 10-30%
• Cold contacts: 2-10%

Improve rates by:

• Personalizing content
• Explaining the purpose
• Keeping surveys short
• Offering incentives
• Sending reminders

Troubleshooting

Low Open Rates

• Test different subject lines
• Check sender reputation
• Verify email addresses
• Review spam folder delivery

High Bounce Rates

• Clean your contact list
• Verify email addresses
• Check for typos
• Remove inactive addresses

Unsubscribes

• Respect opt-outs immediately
• Review frequency of surveys
• Improve content relevance

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Related articles:

• Managing Contact Lists
• Web Link Distribution
• Embedding Surveys