Survey Invite Messages: Copy and Best Practices

The right survey invite message can boost your response rates. It can make a big difference — it's your (only) chance to get people to take your survey, so it's important to get it right. Based on our internal data, improved copy alone can boost response rates by 4%+, and improve the quality of feedback.

Let’s look at some best practices and how to segment your audience for the best results.

Best practices for invite message copy

Here are some tips to make your survey invite messages better:

• Keep it short: Your message should be very quick and easy to read. SMS messages are limited to 160 characters, so be concise. WhatsApp gives you a bit more space, but shorter messages are still better.
• Clear and direct opening: Start with a clear purpose, e.g. "We'd love your feedback on your recent visit. It takes just 2 minutes!"
• Personalize the message: Use the person’s name to make the invite feel personal. For example, "Hi [Name], we value your feedback!"
• Explain the purpose briefly: Quickly tell them why you are doing the survey — something like "Your feedback helps us improve."
• Highlight the benefit: Let them know what's in it for them; this could be a small reward or just knowing their opinion matters.
• Include a clear call to action (CTA): Make sure your invite has a simple and direct CTA, like “Click here to start the survey”. Include the link early in the message to ensure it's seen.

Be mindful that special characters in SMS can take up more space. Emojis and certain punctuation marks might reduce the number of characters you can use. Also, use a URL shortening service to keep your survey link short — a short link looks cleaner and fits better in an SMS or WhatsApp message. 

If using tools like WhatsApp and Viber, you can use rich media — like images or even voice messages — to make your invite more engaging. Just keep in mind that simplicity often works best.

Tailoring messages for different audiences

To tailor your survey invites, you need to know your patient base really well. Understanding their preferences, communication styles, and needs allows you to choose the right words and be clear in your instructions. Here’s what you need to keep in mind:

DEMOGRAPHICS:

• Age: Younger people might prefer casual and short messages; older people may like more detailed and respectful language.
• Gender: Depending on your product or service, you might use different approaches for men and women.

BEHAVIORAL SEGMENTATION:

• Frequent users: These people might like being recognized for their loyalty — thank them and ask for their feedback to help you improve.
• Infrequent users: Show how their feedback could make their future experiences better.

PSYCHOGRAPHIC SEGMENTATION:

• Lifestyle and interests: Customize your invites to match the interests and values of different groups — e.g., eco-friendly customers might respond better to messages about sustainability.

Customizing your approach

InsiderCX makes it easy to customize your survey invites. You can set up the triggers and the messages, so your invites reach the right people at the right time. 

Here are some more Insider tips:

• Test different messages: Try out different invite copy for different groups to see what works best. Experiment with various tones and lengths to find the most effective approach.
• Monitor engagement: Keep track of delivery rates, response rates, and completion rates to improve your approach. Analyzing these metrics will help you fine-tune your messages.
• Personalize when possible: Use personal details like names and past interactions to make your messages feel special. Personalized invites are more likely to be opened and acted upon.

Key takeaway: The way you ask for feedback shapes how many patients respond — and, separately, shapes the scores they give when they do. A forward-looking, purpose-driven invitation outperforms a generic“please rate us” ask by a wide margin.

Follow these best practices and segmentation tips to create compelling invites that encourage participation. Remember, understanding your audience is the shortcut to customizing your approach, and that helps you gather more meaningful insights.