Say you’ve made the smart choice to invest in employee surveys because you understand how crucial it is to listen to your team. But no matter how well-designed your surveys are, they won’t succeed unless people respond.
If your employees don’t know why the survey matters, when to expect it, or how their feedback will be used, you won’t get the insights your organization needs to move forward. Your team might overlook, dismiss, or not engage in the survey at all.
That’s where a strong employee survey communication plan comes in. It sets the tone early, builds trust, and drives participation. This article gives you everything you need to get started, including ready-to-use email templates to use through every step of your survey journey.
Why effective communication boosts employee survey participation
Before you start drafting survey emails or scheduling reminders, take a step back. What you say - and how you say it - will shape how employees feel about the survey before it even lands in their inbox.
A strong employee survey communication plan doesn’t just inform. It builds clarity, trust, and momentum from the very beginning. When it’s done well, it will:
- Boost employee survey participation: When employees know why the survey matters and when it happens, they are more likely to join in and share valuable feedback.
- Build trust & address concerns: Employees are more likely to engage when they know their feedback is confidential and valued by leadership. Clear communication eases worries about privacy, survey reliability, and response usage.
- Show your commitment to improvement: Clear communication shows your employees that their feedback matters. It also shows that your organization is ready to make real changes based on their input.
- Enhance long-term engagement: Clear communication helps keep employees engaged. When your employees feel connected, they'll be more motivated to participate in surveys. This will give you higher response rates and better feedback rates over time.
- Improve feedback quality: When your employees understand how their responses will drive change, they’ll be more likely to provide you with the most honest, insightful, and actionable feedback.
To get there, ask yourself some key questions as you shape your plan:
- What communications have been used for previous surveys or initiatives?
- What has worked - and what hasn’t?
- Who are the hardest-to-reach employees, and how can they be engaged?
- What channels are already used to communicate internally?
- What additional channels could help extend our reach?
- Are there any upcoming meetings that we can take a moment to promote the survey in?
- Who are the internal influencers that can help champion the message?
- How can we keep communication clear and focused without overloading employees?
The clearer your answers, the stronger your plan.
Ready-to-use employee survey email templates
Now it’s time to bring your communication plan to life with messaging that drives active survey participation.
Below are ready-to-use email templates for every step of the employee survey journey. No matter what stage you’re in or who you need to reach, these templates are designed to build trust, motivate your employees to participate, and make every message count.
Use them as a foundation and tailor them to fit your organization’s voice, culture, and goals.
Pre-survey launch email templates
These emails help set the stage for participation before the survey even launches.
Use them to introduce the program, explain why it matters, and reinforce confidentiality early. A strong pre-launch message creates clarity, builds trust, and gives employees a reason to engage from the start.
Key components of program launch emails:
- Program introduction – explain the new survey program and its objectives
- Importance of feedback – highlight why employee participation is key
- What to expect – outline the types of surveys and frequency
- Confidentiality – reassure employees their responses will be kept private
- Call to action – encourage employees to engage and participate actively
1. Pre-survey email for executives and senior management team
Leaders,
In our ongoing efforts to improve the employee experience at <ORGANIZATION NAME>, we're rolling out a <DESCRIPTION - i.e. short quarterly pulse survey> to ensure the voice of our people is being consulted and heard.
So that we can collect authentic feedback, we have partnered with a third party; <CHOSEN VENDOR> will ensure that all responses remain anonymous. No one in the organization will have access to information revealing sentiment sources. Confidentiality is a major consideration for us on this initiative, and echoing this message to the members of your team will help us build trust with our people.
On <DATE>, all employees will receive an email with instructions inviting their feedback. We’re hoping for full participation and ask for your support by encouraging everyone on your teams to provide their insights.
Thank you very much in advance for your part in making this initiative a success.
2. Pre-survey email for leadership team
Leaders,
In an effort to improve the employee experience at <ORGANIZATION>, we’re kicking off a survey initiative on <DATE> to help us better hear the voice of our employees.
As part of this process, we want to empower you with insights from your team by giving you access to this data through a new <SURVEY VENDOR> platform. You will be receiving an invitation in the near future to participate in a training webinar around the tool (and how to use it for your optimal advantage).
Key points to keep in mind and communicate to others:
- To collect genuine, candid feedback, we have partnered with<SURVEY VENDOR>, a specialized third-party employee survey company that will ensure all responses remain confidential and anonymous.
- Although survey participation is voluntary, we hope everyone takes the opportunity to share their opinions.
- Each survey link is unique – please do not share your link with other colleagues
- The minimum number of responses required for anyone in our organization to see aggregated segment-level data (e.g., department, location, etc.) is X
We’re excited about the next steps and are here to support you throughout this process. Don’t hesitate to reach out with any questions or concerns.
3. Pre-survey email for leadership team
Leaders,
As you know, we’re kicking off a survey initiative on <DATE> to help us hear the voice of our employees and use data to improve the employee experience.
One of the primary goals of this initiative is to give you visibility into your team’s data so that these empowering insights around what’s going well and where improvements would be beneficial can guide your leadership actions.
The People Team at <ORGANIZATION NAME> is here to support you every step of the way, especially when it comes to understanding the data and navigating challenges, so feel free to reach out.
Key points to keep in mind and communicate to others:
- To collect genuine, honest feedback, we have partnered with <SURVEY VENDOR>, a specialized third-party employee survey company that will ensure all responses remain confidential and anonymous.
- The minimum number of responses required for anyone in our organization to see aggregated segment-level data (e.g., department, location, etc.) is X
- Although survey participation is voluntary, we hope everyone takes the opportunity to share their opinions.
- Each survey link is unique – please do not share your link with other colleagues
Keep a lookout for a calendar invite scheduling training for the <SURVEY VENDOR> tool we will be using for this initiative.
4. Pre-survey email for all employees
Team,
In an effort to continuously improve our employee experiences at <ORGANIZATION NAME>, a <DESCRIPTION - i.e., short quarterly pulse survey> is being introduced to ensure everyone’s voice is consulted and heard.
Candor is key. So is anonymity. To that end, we have partnered with <SURVEY VENDOR>, a specialized third-party employee survey company that will ensure all responses remain confidential. That means no executives, no leaders, no one in the organization, period, will have the ability to see individual responses.
On <DATE>, you will receive an email with more instructions, inviting you to share your feedback. Please take this opportunity to participate.
Thank you in advance for taking a few minutes to help make <ORGANIZATION> an ever-better place to work!
5. Pre-survey launch reminder email for all employees
Team,
As you know, our <DESCRIPTION - i.e., short quarterly pulse survey> is taking place on <DATE>. Please look out for an email from <SURVEY VENDOR EMAIL> with a link to the survey. Your link is unique, so please do not forward it to others. This enables <SURVEY VENDOR> to track response rates and aggregate data (by location, department, etc.).
The goal is for the entire organization to participate so that insights about the employee experience here at <ORGANIZATION NAME> are heard and drive meaningful improvements.
Please contact <PROJECT CONTACT> with any questions or concerns.
Employee survey invitation email templates
These messages set the tone for the entire feedback experience.
A well-crafted invitation email should build trust, spark curiosity, and make it easy for employees to say “yes” to participating. Use these templates to help you clearly communicate the purpose of the survey, reinforce confidentiality, and encourage honest, thoughtful responses from your team.
Key components of survey invitation emails:
- Context - why this initiative matters
- Confidentiality and anonymity details
- Expiry date – when the survey needs to be completed by
- Approximate time it takes to complete the survey
6. General survey invitation
Your opinion matters.
We strongly believe that our people make this organization unique. As we continue to evolve, employee engagement is critical to our future success. To achieve this, we must commit to a culture where we invest in constant process improvement built on employee feedback.
Your input is important! Please complete this survey by <DATE & TIME>. It shouldn’t take more than X minutes. <CHOSEN SURVEY VENDOR>, an independent employee survey vendor, is managing this initiative to protect the confidentiality and anonymity of all responses.
The end goal is to use consolidated feedback, including comments, to better understand how the employee experience at <ORGANIZATION NAME> can be improved.
Thank you,
7. General survey invitation
We are asking for your honest, uninhibited feedback to help improve the employee experience at <ORGANIZATION NAME>. The only way we can improve as an organization is by consulting and listening to the voice of employees.
This is your opportunity to let us know how we’re doing as a company. Your feedback is confidential and anonymous to anyone within the organization. Please take X minutes to complete the survey by <EXPIRY DATE>.
Thank you in advance for taking a few minutes out of your day to help make <ORGANIZATION NAME> an ever-better place to work!
8. Monthly/quarterly pulse survey invitation
Welcome to <DESCRIPTION - i.e. short quarterly pulse survey>, the first in a series of people-related surveys HR will be sending out each month/quarter.
As you know, our annual engagement survey provides important insights at a point in time. But this initiative enables us to take a pulse check on a more frequent basis. It’s important that we continue to get your insights about your employee experience at <ORGANIZATION NAME>.
This X-minute survey includes X questions focused on <TOPIC(S)> at <ORGANIZATION NAME>.
If you run into any difficulties completing it, have questions, concerns, or any other feedback you’d like to share, please send it to <SURVEY PROGRAM SUPPORT EMAIL>.
Thanks for your support.
9. Specific project survey invitation
Your opinion is important!
Please take a moment to respond to this brief survey about the <PROJECT/INITIATIVE> program at <ORGANIZATION NAME>.
Your survey response is confidential and anonymous to anyone within our organization. Feedback will be used to improve how <PROJECT/INITIATIVE> is implemented, managed, and communicated. The survey will close at <EXPIRY DATE> and should take less than X minutes to complete.
If you have any questions or concerns, please email <INTERNAL CONTACT>.
Employee survey reminder email templates
These follow-up messages keep the momentum going and ensure no one misses their chance to be heard.
Use them as a gentle nudge. Reinforce why participation matters, remind your employees that their voice is valued, and help them complete the survey before the deadline.
Key components of survey reminder emails:
- Friendly tone – a gentle nudge to encourage participation
- Emphasis on survey importance – why their feedback matters
- Clear deadline – reminder of when the survey must be completed
- Estimated time – how long the survey will take to finish
- Privacy assurance – reiterate confidentiality and anonymity of responses
10. Employee survey reminder email
Hello there,
You are receiving this email as a reminder to complete the <DESCRIPTION - i.e. short quarterly pulse survey> survey. Please be assured that your individual responses are confidential and anonymous. No executives, no leaders, no one in the organization, period, will have the ability to see individual responses.
The employee survey will remain open until <DATE/TIME>.
Your opinion matters and will help <ORGANIZATION NAME> continue building a positive workplace culture.
Thank you!
11. Employee survey reminder email
Hi again,
Your feedback is highly valued! Please participate in this <DESCRIPTION - i.e., short quarterly pulse survey> survey to provide insights about your experience at <ORGANIZATION NAME>.
If you have questions about the <DESCRIPTION - i.e., short quarterly pulse survey> survey, please reach out to <CONTACT/SUPPORT EMAIL OF CHOSEN SURVEY VENDOR>.
Reminder: Do not forward this email to other individuals - it is a unique link created just for you!
Thank you!
12. Employee survey reminder email
Our survey is nearly closing, and we still haven’t heard from you! Our goal is to hear from as many employees as possible, and that means you!
Please take a few minutes to offer your feedback by clicking the link below. As a reminder, your individual responses are confidential and anonymous to anyone at <ORGANIZATION NAME>.
Thank you!
13. Final survey reminder / extension email
In an effort to improve response rates for a broader and more solid read on employee experience at < ORGANIZATION NAME> the survey deadline has been extended and will remain open until <DATE/TIME>.
Please, take a few minutes to offer your valuable feedback. Change is in the wind – with your help.
Thank you!
14. Survey response rates email for leadership
Leaders,
Below, please find our organization’s current response rates by <DATE>.
Please gently encourage your team to participate. Our goal is to hear from as many employees as possible. And your support is both needed and appreciated.
If you or anyone on your team has any questions, please contact <PROJECT LEAD>.
There are only <NUMBER> days left, so please make this a priority.
Thanks in advance for your support in making <ORGANIZATION> an ever-better place to work.
NOTE: Attach a screenshot of the response rates to this email.
Post-survey follow-up email templates
What you say after the survey matters just as much as what you said before it.
Effective employee survey communication builds trust, reinforces transparency, and helps employees see that their voice actually leads to action. To get it right, you need an approach that connects every level of the organization. Leaders should share key takeaways and direction. Managers should help teams understand what comes next and how they can contribute. When communication flows across roles, feedback becomes something people believe in.
These messages thank employees, outline next steps, and close the loop on feedback. Use them to show appreciation, build transparency, and signal that change is on the way.
Key components of post-survey emails:
- Thank you message – express gratitude for their participation
- Survey results overview – brief mention of what will happen with the data
- Next steps – outline any actions that will be taken based on feedback
- Transparency – when and how employees can expect to see changes or results
- Continued engagement – encourage ongoing feedback and involvement in future surveys
15. Thank you email to all employees
Team,
Thank you for taking the time to participate in <DESCRIPTION - i.e., short quarterly pulse survey>. A participation rate of X% was achieved, which is <BELOW/MEETS/EXCEEDS> our goal.
Our leaders have been provided with results in aggregate and will begin to share with the broader organization within <TIMEFRAME>.
Here’s what you can expect:
- Transparency – plans are underway to share the overall results with the entire organization as soon as possible
- Continuous listening – we believe that what gets measured gets improved, and this survey is one step in our strategy to improve the employee experience
- Action – leaders are being tasked with actioning the results and will be held accountable for implementing change
Thanks again for your contribution to making <ORGANIZATION> a better place to work!
16. Action planning email for leadership
Leaders,
We hope you have had some time to log into <SURVEY VENDOR> to review your results in detail. The most important part of the process behind our employee listening strategy is action. Action is what makes employees feel heard and valued; it will also result in strong response rates in the future.
Please see the attached action planning guide to help you decide on the next steps for you and your team.
As always, your HR team is here to support you, so please let us know if you have any questions.
NOTE: Attach the assigned Action Plans to this email.
Enhance your employee survey strategy with the right support
Creating a meaningful employee survey experience starts well before the first question is asked and continues long after the final response. Effective communication shapes participation, builds trust, and impacts the quality of the feedback you receive. With a clear plan and the right tools, every survey can become an opportunity to strengthen connection, show accountability, and drive real improvement.
At WorkTango, we help HR teams bring this to life. With a survey platform built for action, we support HR teams in creating feedback experiences employees trust and leaders can learn from.
