What to Write First in A Research Survey Message
The first thing you write in a research survey message must clearly state who you are, why you are contacting the recipient, and what you want them to do. This opening sets the tone for the entire message and determines whether the recipient will continue reading or delete your request. A strong opening directly answers the question: “Why should I care about this survey?”
Quick Answer: The Three-Part Opening Formula
Start every research survey message with these three elements in order:
- Your identity and affiliation – who you are and where you are from
- The purpose of the survey – what the research is about
- A clear request – what you want the recipient to do
Example: “I am a graduate student at Greenfield University researching remote work habits. I would like to invite you to complete a short survey about your experience working from home.”
Why the Opening Matters
The first sentence of your research survey message is the most important. Recipients often decide within seconds whether to read further. If your opening is vague, too long, or unclear, they will likely ignore your request. A direct and respectful opening builds trust and shows that you value their time.
Formal vs. Informal Openings
Your choice of tone depends on your relationship with the recipient and the context of the survey.
| Context | Formal Opening | Informal Opening |
|---|---|---|
| Academic research to strangers | “I am writing to request your participation in a study on consumer behavior.” | “Hi there! I’m working on a project about shopping habits and would love your input.” |
| Workplace internal survey | “As part of our quarterly review, we invite you to share your feedback through the attached survey.” | “Hey team, we want to hear your thoughts on the new schedule. Please fill out this quick survey.” |
| Customer feedback request | “We value your opinion and kindly ask you to complete a brief survey about your recent experience.” | “Thanks for being a customer! We’d love to know how we’re doing.” |
Natural Examples of Strong Openings
Example 1: Academic Survey to Professionals
“I am a doctoral candidate at Northern State University researching sustainable packaging in the food industry. Your expertise as a supply chain manager would be invaluable to my study. I would be grateful if you could complete the following survey.”
Example 2: Internal Company Survey
“We are conducting a brief survey to understand how our current remote work policy affects team collaboration. Your honest feedback will help us make improvements.”
Example 3: Customer Satisfaction Survey
“Thank you for your recent purchase at BrightHome Furniture. We would like to hear about your experience so we can serve you better. Please take two minutes to answer a few questions.”
Common Mistakes in Survey Openings
Mistake 1: Starting with an Apology
Wrong: “I am sorry to bother you, but I have a survey…”
Why it is weak: Apologizing before making a request reduces your credibility and makes the survey seem like an inconvenience.
Better: “I appreciate your time and would like to invite you to participate in a short survey.”
Mistake 2: Being Too Vague
Wrong: “I am doing some research and need your help.”
Why it is weak: The recipient has no idea what the research is about or why they were chosen.
Better: “I am researching how small businesses manage their online marketing, and I would value your input as a business owner.”
Mistake 3: Making the Request Too Early Without Context
Wrong: “Please fill out this survey now.”
Why it is weak: It sounds demanding and gives no reason to participate.
Better: “I would like to invite you to share your thoughts through a brief survey. Your responses will help us improve our services.”
Better Alternatives for Common Opening Phrases
| Weak Phrase | Better Alternative | When to Use It |
|---|---|---|
| “I am writing to ask you to…” | “I would like to invite you to…” | When you want to sound polite and respectful. |
| “Can you help me with my survey?” | “Your input would greatly support my research on…” | When you want to emphasize the value of their contribution. |
| “We are doing a survey.” | “We are conducting a brief survey to better understand…” | When you want to explain the purpose clearly. |
| “Please take this survey.” | “We would be grateful if you could spare a few minutes to complete this survey.” | When you want to show appreciation in advance. |
How to Adjust Your Opening for Email vs. Conversation
Email Openings
In email, you have more space to explain, but you must still be concise. Use a clear subject line and start with a polite greeting followed by your identity and purpose.
Example email opening:
Subject: Invitation to Participate in a Study on Workplace Wellness
Dear Ms. Chen,
I am a researcher at HealthFirst Institute studying the effects of workplace wellness programs on employee productivity. I am writing to invite you to participate in a short online survey.
Conversation Openings
In person or over the phone, you need to be even more direct. Start with a greeting, state who you are, and explain your request quickly.
Example conversation opening:
“Hello, my name is David. I am conducting a short survey about public transportation in this area. Do you have a few minutes to share your opinion?”
Nuance: When to Use “I” vs. “We”
Use “I” when you are conducting the research alone or as a student. Use “we” when you represent an organization, company, or research team. Using “we” when you are alone can sound unnatural, while using “I” for a company survey can sound too personal.
Correct use of “I”: “I am a master’s student researching urban gardening.”
Correct use of “We”: “We at GreenCity Council are conducting a survey on recycling habits.”
Mini Practice: Write Your Own Opening
Read each scenario and choose the best opening sentence. Answers are below.
1. You are a student researching coffee shop preferences. You are emailing customers of a local coffee shop.
A. “I need people to answer my survey about coffee.”
B. “I am a student at City College studying customer preferences at local coffee shops. I would like to invite you to share your experience.”
C. “Sorry to bother you, but can you help me with my school project?”
2. You work for a company that wants feedback on a new app feature. You are emailing users.
A. “We have updated our app and want your feedback. Please complete the survey below.”
B. “You must fill out this survey about the new feature.”
C. “I hope you like the new update. Let me know what you think.”
3. You are asking colleagues to complete a survey about office seating arrangements.
A. “Hey everyone, we are looking at ways to improve our office layout. Please take a moment to share your thoughts in this short survey.”
B. “I am doing a survey. Please help.”
C. “The management wants you to fill out this form.”
4. You are a researcher contacting experts in your field for a study on renewable energy.
A. “I am a researcher at Global Energy Lab studying solar panel adoption. Your expertise would be very valuable to our study.”
B. “Can you answer some questions about energy?”
C. “I am writing to ask you to participate in my research.”
Answers: 1-B, 2-A, 3-A, 4-A
Frequently Asked Questions
1. Should I mention the survey length in the opening?
Yes, if the survey is short. Mentioning that it takes only 2-3 minutes can increase participation. For longer surveys, it is better to mention the time commitment later in the message after you have explained the purpose.
2. Is it okay to start with a compliment?
Only if the compliment is genuine and relevant. For example, “I have read your recent article on urban planning and found it very insightful. I would like to invite you to participate in a related survey.” Avoid flattery that sounds insincere.
3. What if I do not know the recipient’s name?
Use a general but respectful greeting such as “Dear Sir or Madam” or “To whom it may concern” in formal contexts. For less formal situations, “Hello” or “Hi there” can work, but make sure the rest of the opening is clear and professional.
4. How long should the opening be?
For email, the opening should be no more than two to three sentences. For conversation, one or two sentences is enough. The goal is to give the recipient enough context to decide whether to continue reading or listening.
Final Tips for Writing Your First Sentence
- Always state your purpose clearly in the first sentence.
- Use polite language without being overly formal or apologetic.
- Match your tone to your audience and the context.
- Keep it short and direct.
- Show respect for the recipient’s time by being concise.
For more guidance on how to structure your entire message, explore our Research Survey Message Starters category. If you need help with polite wording, visit Research Survey Message Polite Requests. For answers to common questions, check our FAQ page. To understand how we create our content, see our Editorial Policy.
