Effective communication is key when engaging school district communities in surveys and Exchanges. Below are a few sample emails you can use to encourage participation and gather valuable insights:
Survey Invitation (Without Date)
Email 1: Survey Invitation [With Date]
Subject Line: Contribute to the Future of XXX at our district
Hi [First Name],
Your opinion matters to us. We’d like to understand your thoughts on XXX at [District Name]. This decision affects our school community and therefore we’d truly appreciate your insights.
Please take a few minutes to complete our short survey. It’s quick, easy, and your insights will help shape the future of XXX.
👉 [Take the survey HERE]
This survey will be open from [DATE] to [DATE].
Thank you again for your time and contribution. We value your input as part of our community.
Best regards, [Your Name] [Your Position]
Email 2: Survey Invitation [Without Date]
Subject Line: Help us improve XXX—Take our quick survey!
Hi [First Name],
Your input can drive meaningful change. We’re exploring ways to make XXX even more impactful for you. But we can’t do it without your help.
Take this 5-minute survey to share your experiences and ideas. As a thank-you, you’ll be entered into a draw to win [incentive, if applicable].
👉 [Take the survey HERE]
Thanks for being a key part of our journey to better serve you.
Warm regards, [Your Name] [Your Position]
Email 3: Exchange Invitation
Subject Line: You’re invited to an Exchange on [Topic]
Hi [First Name],
We’re thrilled to invite you to an Exchange for [specific audience, e.g., leaders in education]. This is your opportunity to share your thoughts on an important topic: [Insert Exchange question/topic]. You will contribute and collaborate by sharing thoughts on this question and rating others' thoughts. Please be assured your participation is completely anonymous.
👉 [Join the Exchange HERE]
This Exchange will be open for two weeks. Please try to rate at least 10-20 thoughts so that we can truly see what ideas rise to the top using the anonymous voting process. Come back at any time to rate more thoughts. We look forward to hearing your insights and thank you for your time.
Best regards, [Your Name] [Your Position]
Email 4: Survey Reminder
Subject Line: Last chance! Share your thoughts on XXX before [Deadline]
Hi [First Name],
We value your feedback, and we don’t want you to miss this opportunity to make an impact! If you haven’t already, please take a few minutes to complete our quick survey and share your thoughts on XXX.
👉 [Take the survey HERE]
The survey closes on [DATE], so don’t miss your chance to contribute!
Thank you for your time and for helping shape the future of XXX.
Best, [Your Name] [Your Position]
Email 5: Exchange Reminder
Subject Line: Your voice matters—Join the Exchange before it closes!
Hi [First Name],
Have you shared your thoughts yet? Our Exchange on [Topic] is still open, but it’s closing soon!
This is your chance to provide input and help shape decisions that impact [specific group]. If you’ve already participated, thank you! We encourage you to log back in and rate more thoughts to help uncover the most valuable insights.
👉 [Join the Exchange HERE]
The Exchange closes on [DATE]. Don’t miss out on having your voice heard!
Looking forward to your input,
Best, [Your Name] [Your Position]
Final Thoughts
Surveys and ThoughtExchanges are powerful tools for gathering feedback and fostering collaboration in school districts. These email templates can help increase engagement and ensure a high response rate. Be sure to personalize them for your audience and provide clear deadlines to encourage participation.
Looking for more resources? Get in touch with your Customer Success Manager for best practices on running successful surveys and Exchanges!