To get more people to complete your surveys and collect better data, focus on these 7 proven tips:
- Keep It Short: Surveys under 10 minutes have the highest completion rates. Longer surveys (over 15 minutes) can drop response rates by up to 20%.
- Write Clear Questions: Use simple, jargon-free language. Break complex questions into smaller, easier ones.
- Optimize for Mobile: With 90% of surveys taken on mobile devices, ensure your survey is mobile-friendly with large buttons, readable fonts, and simple navigation.
- Personalize It: Address participants by name or reference their recent interactions to make the survey feel relevant and engaging.
- Offer Rewards: Incentives like gift cards or donations can boost participation by up to 30%.
- Send at the Right Time: For B2B audiences, send surveys on Mondays at 10 AM. For B2C, evenings (6–9 PM) on weekdays work best.
- Use Smart Reminders: Follow up with friendly reminders 3–7 days after the initial invite to increase response rates by up to 14%.
Quick Summary Table
| Tip | Why It Works |
|---|---|
| Keep It Short | Prevents drop-offs; better data quality |
| Write Clear Questions | Ensures accurate responses, boosts engagement |
| Optimize for Mobile | 90% of surveys are completed on mobile devices |
| Personalize It | Makes participants feel valued, increases trust |
| Offer Rewards | Encourages participation, especially with cash |
| Send at the Right Time | Aligns with audience habits for higher responses |
| Use Smart Reminders | Gently nudges participants to complete surveys |
How to Boost Your Survey Response Rates: Proven Strategies and Best Practices
1. Make Your Survey Brief
Short surveys are more likely to be completed and provide better data. Research from HubSpot highlights how survey length impacts participant behavior and results:
| Survey Duration | Participant Behavior | Impact on Results |
|---|---|---|
| Under 7 minutes | Highest engagement | Top completion rates |
| 7–8 minutes | Engagement starts to drop | 5–20% fewer completions |
| 10–14 minutes | Nearing the limit | Only 31% of participants willing to complete |
| Over 15 minutes | Sharp decline | Poor data quality |
“A shorter survey pretty much always means better data quality. Fifteen minutes is about the maximum I would want for a market survey.” - Amy Maret, Research and Thought Leadership Lead at HubSpot [1]
Research also shows that respondents spend just over a minute on the first question and around 5 minutes total on a 10-question survey [3]. If a survey stretches beyond 30 questions, the time spent per question drops by nearly 50% compared to shorter surveys [3].
Choosing the Right Questions
Once you’ve streamlined your survey’s length, focus on asking only the most necessary questions. This ensures you maintain a concise format while improving completion rates.
- Set a clear objective: Define the main purpose of the survey.
- Simplify complex questions: Break them into smaller, easy-to-answer parts.
- Track completion metrics: Use data to refine your survey design.
Statistics show that 42% of consumers are willing to answer 7–10 questions per survey [1]. Need more insights? Consider breaking your survey into smaller, focused sections to avoid overwhelming participants.
2. Write Simple Questions
Straightforward questions lead to better responses. Studies show that clear, plain language improves survey completion rates and ensures respondents interpret questions consistently.
Crafting Clear Questions
Pew Research Center found that even small wording changes can greatly affect responses. For instance, a general question received 68% support, but when potential casualties were mentioned, support dropped to 43% [4].
To design questions that yield reliable answers:
- Use a 9th–11th grade reading level [5].
- Stick to neutral wording: Instead of asking, “How much do you love our new feature?” try, “What is your opinion of our new feature?” [2].
- Separate different topics into individual questions [2].
Here’s an example of how to simplify complex questions:
| Complex | Simple |
|---|---|
| ”How would you rate the efficacy of our product’s functionality?" | "How well does our product work for you?" |
| "How satisfied are you with our product quality and customer service?” | Two questions: 1. “How satisfied are you with our product quality?” 2. “How satisfied are you with our customer service?" |
| "What aspects of our recent interface changes do you find most beneficial and which elements need improvement?" | "Which recent changes to our interface do you like best?” |
Keep your language straightforward and ensure that all terms are easy to understand.
Avoiding Technical Language
Jargon can confuse respondents and lower response rates. By removing technical terms, you reduce the risk of misinterpretation and poor-quality data [6].
The trick is to strike a balance: think about your audience. If technical language helps them understand the question better, keep it. But if it creates confusion, swap it for simpler words [7].
“The choice of words and phrases in a question is critical in expressing the meaning and intent of the question to the respondent and ensuring that all respondents interpret the question the same way.” - Pew Research Center [4]
Pilot testing your questions with a sample of your target audience is a smart way to spot confusing terms. This ensures your questions are clear and consistent across different groups [6]. Pay close attention to:
- Abbreviations: Spell out acronyms that aren’t widely known.
- Industry-specific terms: Replace them with everyday words.
- Ambiguous words: Use precise terms to avoid misunderstandings [7].
3. Design for Mobile Users
With over 56% of surveys completed on mobile devices [9], ensuring your surveys are optimized for mobile is no longer optional - it’s a must.
Mobile Survey Usage Stats
Mobile surveys have seen a sharp rise in popularity. Here are some key numbers to consider:
- Between 30–60% of participants now use smartphones or tablets to respond to surveys [8].
- There are over 6.5 billion smartphone users worldwide in 2023 [10].
- 21% of respondents specifically prefer using their mobile phones for surveys [12].
These figures highlight just how critical it is to design surveys that work seamlessly on mobile.
“If you’re doing a Web survey, you’re doing a mobile survey” – Nielsen’s chief methodologist Michael Link [11]
Mobile Design Guidelines
To boost response rates and create a smooth experience for mobile users, follow these design tips:
| Design Element | Desktop Survey | Mobile-Optimized Survey |
|---|---|---|
| Button Size | Standard clickable areas | Large touch targets (min 44×44 pixels) |
| Question Display | Multiple questions per screen | One question per screen |
| Matrix Questions | Common format | Converted to vertical buttons |
| Font Size | 12–14px | 16–18px for better readability |
Here are some strategies to ensure your surveys are mobile-friendly:
-
Simplify Navigation
Stick to vertical scrolling and enable auto-scroll features. Allow single-tap responses to keep users engaged and reduce drop-offs [8]. -
Optimize Load Times
Compress images (use JPEG format) to ensure surveys load quickly, even on slower connections [13]. -
Choose Mobile-Friendly Question Types
Use multiple-choice questions whenever possible. Avoid open-ended or matrix questions that require pinching or zooming [12]. -
Enhance Accessibility
Use high-contrast color schemes and ensure compatibility with screen readers [10]. Fonts like Verdana and Arial work well on smaller screens for improved readability [12].
Before launching, always test your survey on various devices and browsers. Tools like Qualtrics offer mobile previews and compatibility checks to help identify any issues [14], ensuring a smooth experience for all users.
4. Add Personal Elements
Adding a personal touch can transform surveys from feeling generic to being more engaging and relatable for respondents. When participants feel acknowledged, they’re more likely to complete your survey.
Using Customer Data
Using existing customer information can make your surveys more relevant and engaging. Here’s how:
| Personalization Element | How to Implement | Why It Works |
|---|---|---|
| Name Recognition | Insert customer names using variables | Builds an instant connection |
| Product References | Include specific product names automatically | Makes the survey feel tailored |
| Purchase History | Mention details about recent transactions | Shows attention to their actions |
| Company Context | Reference their department or role | Adds a layer of personal relevance |
For accurate personalization, connect your survey platform with your CRM. For instance, Microsoft’s Contoso Ltd. enhanced their feedback process by using custom variables to include product names and versions[15].
“Variables allow you to personalize a survey by automatically inserting custom information in it.” - Microsoft Learn[15]
When using personalization, keep these tips in mind:
- Keep URLs under 2,000 characters when using custom variables to avoid browser issues[16].
- Test your survey before launching to ensure variables are working correctly.
- Personalize not just the survey questions, but also the email invitations.
Tailoring survey questions for specific groups can further boost engagement.
Matching Questions to Audiences
Designing questions that align with the characteristics of your audience ensures your survey feels relevant. Here’s how to approach this for different scenarios:
- Anonymous Response Options: Use these for sensitive topics to encourage honest feedback[20].
- Behavioral Screening: Qualify respondents with targeted questions to ensure they’re the right fit[17].
- Context Setting: Build trust by explaining how their responses will be used[21].
Research shows that using customer data can reveal insights into individual preferences and needs[18].
To make your survey even more engaging, consider:
- Incorporating your brand’s colors and logo[19].
- Adding relevant images that resonate with the audience.
- Using custom URLs that reflect the respondent’s department or role.
- Clearly explaining how their feedback will contribute to improvements.
5. Choose the Right Rewards
Once you’ve designed your personalized surveys, the next step is offering the right incentives to encourage participation. Research suggests that well-chosen rewards can increase survey response rates by up to 30% [25].
Popular Reward Options
Different rewards work better depending on your audience and goals. Here are some common choices:
| Reward Type | Effectiveness | Best Use Case | Key Consideration |
|---|---|---|---|
| Direct Cash | Increases rates up to 50% [23] | General audiences | Highly preferred but harder to manage |
| Gift Cards | High acceptance rate [23] | Professional respondents | Easy to distribute digitally |
| Charitable Donations | Moderate impact | Value-driven audiences | Appeals to those supporting causes |
| Sweepstakes | Variable impact | Large-scale surveys | Budget-friendly but requires legal checks |
For example, Qualtrics client Schwann’s Food Services achieved a 30–45% response rate in March 2023 by leveraging brand loyalty [26].
“Cash and other monetary incentives are more powerful in getting response rates to go up. And the more you offer, the more responses you get.” - SurveyMonkey [27]
The key is to align your reward selection with both your budget and the preferences of your audience.
Setting Reward Budgets
When planning your incentive budget, keep these strategies in mind:
-
Match Incentive Value to Your Audience
Small rewards (e.g., $1) work for general consumers, but professionals, like doctors, may need higher-value incentives [24]. -
Timing Matters
Prepaid incentives - offered before survey completion - can double response rates [22]. -
Guard Against Fraud
Use these steps to ensure fair distribution:- Collect reward details through a separate survey.
- Review submissions for suspicious activity.
- Track IP addresses and limit responses to one per participant.
“Offering an appealing incentive has been shown to boost response rates and completion rates alike. Incentives and rewards can also strengthen relationships with panel members and encourage them to remain involved, as it shows your appreciation for their time and effort.” - Qualtrics [26]
Keep in mind, 10–20% of incentives in market research often go unclaimed [26]. Test your reward system with a small group first to refine your approach.
6. Pick the Best Send Times
Timing can make or break your survey participation rates. When you send your survey has a direct impact on how many people respond - and how quickly they do so.
Research from CheckMarket highlights clear patterns in response behavior, showing that the best send times differ for B2B and B2C audiences:
| Audience Type | Best Days | Optimal Times | Response Impact |
|---|---|---|---|
| B2B | Monday | 10–11 AM or 3–6 PM | +10% above average |
| B2C | Tuesday, Wednesday, Friday | 6–9 PM | Higher completion rates |
| Internal | Monday | 10 AM | +13% more responses |
Further analysis backs up these findings. GetResponse’s 2023 study on 4.4 billion emails found that sending early in the morning - between 4 AM and 6 AM - leads to the highest engagement rates. This ensures your survey lands at the top of inboxes when recipients start their day.
“How and when we send survey invitations impacts the results.”
– The MaCorr Team [28]
Scheduling for Your Audience
To maximize responses, adjust your survey timing to fit your audience’s habits and circumstances.
-
Industry-Specific Timing:
Avoid sending surveys during busy periods like tax season, school breaks, or holiday weeks, which could lower engagement. -
Time Zone Management:
- Local Time Optimization: Use tools to schedule surveys for each recipient’s local time, ensuring they receive it during peak engagement hours.
- Cultural Considerations: Consider regional differences. For example, while Tuesday may work best in the U.S., different workweek structures in other countries might shift the ideal timing.
-
Survey Length:
Short surveys tend to perform better on Tuesdays, while longer ones often see higher completion rates when sent on Wednesdays or Fridays.
Experiment with A/B testing to fine-tune your send times. Track open and completion rates to identify what works best for your audience.
7. Send Smart Reminders
Follow-up reminders can increase survey completions by up to 14% [29]. The key lies in getting the timing and tone just right.
Writing Effective Reminders
A friendly tone and clear value go a long way in making your reminders work. Here are some elements to include:
| Reminder Element | Best Practice | Example |
|---|---|---|
| Subject Line | Make it personal and action-focused | ”Hi [name], can we chat about [product]?” |
| Value Statement | Show why their input matters | ”Your feedback helps improve [product] for users like you” |
| Urgency | Add a time-sensitive incentive | ”Complete the survey by Friday for a $10 gift card” |
| Call-to-Action | Keep it clear and easy to act on | ”Share your thoughts – it only takes 5 minutes” |
For instance, Zapier saw better engagement with personalized follow-ups, while LinkedIn boosted responses by offering a $10 gift card [29].
Once you’ve crafted your reminders, be mindful of how often you send them. Overdoing it can annoy respondents and hurt your response rates.
Setting Limits for Reminders
Finding the right balance between persistence and respect is crucial. Data from XM Community shows how response rates typically break down:
- Initial invite: 40–50% response rate
- First reminder: Around 30%
- Second reminder: 20–25%
“When you haven’t heard from a respondent, send between one and three reminders, using refreshed language each time so you’re not simply repeating the original. You need to strike the balance between a gentle nudge to respond and annoying spam. Get it right and you could increase your response rate by up to 36%.” - Nam Nguyen, XM Technology Consultant at DXCON Vietnam [31]
Timing Tips:
- Send the first reminder 3–7 days after the initial invite.
- Space additional reminders 5–7 days apart.
- Limit the total number of reminders to four.
- Stop sending reminders once you’ve hit your response goals.
Tools like Qualtrics and MailerLite can help you personalize reminder timing based on user behavior. For example, Hilton Hotels sends satisfaction surveys 24–72 hours after a guest’s stay, often getting responses within the first 24 hours [29].
Conclusion: Next Steps
Quick Tips Review
Keep your surveys short - 10 to 14 minutes max with 7 to 10 questions - to increase completion rates by up to 50%. Also, make sure they’re mobile-friendly, as 94% of users access surveys on their phones [32].
Here’s what successful surveys focus on:
| Success Factor | Impact | How to Apply |
|---|---|---|
| Survey Length | 50% higher completion | Keep it under 10-14 minutes |
| Incentives | 30% higher responses | Provide meaningful rewards |
| Timing | 40% better feedback | Send within 1 hour of interaction |
| Personalization | 48% higher engagement | Use names and tailored content |
Measuring and Improving Results
While the average survey response rate is around 25-35%, your goal should be to hit above 50% [30]. To get there, focus on tracking performance and refining your approach.
Here’s how to stay on track:
- Monitor Key Metrics: Calculate completion rates (completed surveys vs. total opens) and identify where users drop off [33].
- Experiment and Adjust: Use A/B testing to tweak elements like subject lines or question phrasing. For example, ‘Runner’s Life’ improved response rates by reworking complex questions [33].
“To unlock the full potential of surveys, you need to treat them like a product. That means tracking performance, learning from the data, and iterating.” - Chris Rader, Author, Centercode [33]