The Ultimate Guide to Survey Reminder Emails: 8 Templates & Best Practices

Surveys are one of the most effective ways for businesses, researchers, and organizations to collect valuable feedback. However, one of the biggest challenges is getting people to actually complete them. Studies show that the average survey response rate hovers between 30-40%, meaning a majority of recipients ignore or forget to respond.

This is where Survey Reminder Emails come into play. A well-timed, well-crafted reminder can increase response rates by 50% or more, ensuring you gather enough data to make informed decisions.

✅ What survey reminder emails are and why they’re crucial
✅ When and how often to send them for maximum impact
✅ 8 high-converting email templates (with detailed breakdowns)
✅ Best practices for writing effective reminders
✅ How to automate reminders for efficiency
✅ Common mistakes to avoid

Whether you’re running a customer satisfaction survey, employee feedback form, or market research questionnaire, this guide will help you optimize your follow-up strategy.

What Is a Survey Reminder Email? (In-Depth Explanation)

A survey reminder email is a follow-up message sent to individuals who have not completed a survey after receiving the initial invitation. It serves as a gentle nudge, encouraging participation without being overly pushy.

Why Are They Important?

1. Boosts Response Rates
   • Without reminders, a significant portion of your audience may overlook the survey.
   • Research shows that a single reminder can increase responses by 20-30%, while multiple reminders can push it even higher.
2. Improves Data Quality
   • More responses mean more reliable and statistically significant data.
   • Avoids non-response bias, where only certain types of people (e.g., highly engaged customers) complete the survey.
3. Shows Recipients Their Opinion Matters
   • A polite reminder reinforces that you value their feedback.
   • Helps build trust and engagement with your audience.
4. Keeps Your Brand Professional
   • A well-written reminder maintains a professional yet approachable tone.
   • Avoids the risk of appearing spammy or desperate.

Types of Survey Reminders

• Early Reminder (1-2 days after invite) – For quick follow-ups.
• Mid-Cycle Reminder (3-5 days later) – Keeps the survey top of mind.
• Final Deadline Reminder (last day) – Creates urgency.
• Post-Deadline Reminder (if extended) – For late responders.

When Should You Send Survey Reminder Emails? (Optimal Timing & Frequency)

Best Practices for Timing

Sending reminders at the right time is crucial—too soon feels pushy, too late means missed responses.

1. First Reminder: 2-3 Days After Initial Invite

• Why? Gives recipients enough time to see the first email but not forget about it.
• Example: If you sent the invite on Monday, send the first reminder on Wednesday or Thursday.

2. Second Reminder: 1-2 Days Before Deadline

• Why? Creates a sense of urgency without being last-minute.
• Example: If the survey closes on Friday, send this reminder on Wednesday or Thursday.

3. Final Reminder: On the Deadline Day

• Why? Catches procrastinators and maximizes last-minute responses.
• Example: If the survey ends on Friday at 5 PM, send this reminder on Friday morning.

How Many Reminders Should You Send?

• Ideal Number: 2-3 reminders (initial invite + 1-2 follow-ups).
• Avoid Over-Messaging: More than 3 reminders can annoy recipients.

Exceptions to the Rule

• High-Stakes Surveys (e.g., employee feedback): May warrant 4 reminders (but space them out).
• Short Surveys (1-2 questions): Fewer reminders needed.

8 High-Converting Survey Reminder Email Templates (Detailed Breakdowns)

Here are 8 proven email templates, each with strategic explanations on when and why to use them.

📧 Template 1: Pre-Deadline Survey Reminder

Best for: General follow-up before the deadline.

Subject Line: Just a Quick Reminder – Your Feedback Helps Us Improve

Why This Works:

• Friendly, not pushy
• Reinforces the survey’s importance

Email Body:

Hi [First Name],

We noticed you haven’t had a chance to complete our [Survey Topic] survey yet. Your feedback is incredibly valuable in helping us [improve our products/services].

The survey takes just 2 minutes, and your input will directly influence [specific outcome].

➡ Take the Survey Now

Deadline: [Date]

Thank you for your time!

Best,
[Your Name]

📧 Template 2: Polite Post-Deadline Reminder (If Extended)

Best for: When the deadline has passed but responses are still open.

Subject Line: Oops! Still Time to Share Your Thoughts

Why This Works:

• Casual, non-pressuring tone
• Gives a second chance

Email Body:

Hi [First Name],

The deadline for our [Survey Topic] survey has officially passed, but we’ve decided to keep it open a little longer—just in case you missed it!

We’d love to hear from you before we finalize the results.

➡ Complete the Survey Here

Thanks for your support!

[Your Name]

📧 Template 3: Early Follow-Up (1-2 Days After Invite)

Best for: Quick engagement with enthusiastic respondents

Subject Line: Still Haven’t Heard From You…

Why This Works:

• Creates gentle FOMO (fear of missing out)
• Short and to the point
• Perfect for time-sensitive surveys

Psychological Triggers:

• Implied social proof (“others have responded”)
• Easy commitment (“just 2 minutes”)

Email Body:

Hi [First Name],

Just checking in – did you see our [Survey Topic] survey we sent on [Date]? We haven’t received your response yet and would truly value your input.

This isn’t just another survey – your feedback will directly help us [specific improvement action]. It takes just 2 minutes to complete.

➡ Click Here to Respond

Deadline: [Date] (so we can include your feedback)

Thanks for being part of this important initiative!

Best,

[Your Name]

Pro Tip: Use this for customer satisfaction surveys where early responses are most valuable.

📧 Template 4: Final Reminder (Urgency-Based)

Best for: Last-chance participation boost

Subject Line: Last Chance! Help Us With Your Feedback [Today]

Why This Works:

• Creates clear urgency
• “Last chance” framing increases motivation
• Maintains positive tone

Psychological Triggers:

• Scarcity principle (ending soon)
• Altruistic appeal (“help us”)

Email Body:

Hi [First Name],

This is your final opportunity to share your thoughts on [Survey Topic] – the survey closes today at [Time]!

We don’t want you to miss out on:

✔ Shaping [specific improvement]
✔ [Potential benefit to respondent]
✔ Being heard on this important matter

➡ Complete the Survey Now

Thank you for helping us [improve/create/understand] better. Every response counts!

[Your Name]

[Company/Organization]

Pro Tip: Include exact closing time (e.g., “5 PM EST”) for stronger urgency.

📧 Template 5: Thank You After Completion

Best for: Closing the feedback loop

Subject Line: Thank You for Your Valuable Feedback!

Why This Works:

• Reinforces positive behavior
• Builds goodwill for future surveys
• Completes the communication cycle

Psychological Triggers:

• Reciprocity (appreciation)
• Reward center activation

Email Body:

Hi [First Name],

We just received your survey response – thank you! Your insights are incredibly valuable as we work to [improve XYZ].

Here’s what happens next:

1. We’ll analyze all feedback by [Date]
2. Key findings will be shared via [Email/Report/Meeting]
3. Changes will be implemented by [Timeline]

As a token of our appreciation, here’s [Discount/Free Resource/Exclusive Content]:

[Incentive Details]

Thanks again for your time and trust. We couldn’t do this without you!

Warm regards,

[Your Name]

[Company]

Pro Tip: For B2B surveys, offer a summary report as the “thank you” gift.

📧 Template 6: Survey Invite Follow-Up (3-4 Days Later)

Best for: Mid-cycle re-engagement

Subject Line: Did You Miss This? We’d Love Your Input

Why This Works:

• Non-confrontational approach
• “Missed” framing reduces guilt
• Clear value proposition

Psychological Triggers:

• Curiosity (“did you miss?”)
• Social responsibility (“we’d love”)

Email Body:

Hi [First Name],

We sent you an invitation for our [Survey Topic] survey a few days ago, but haven’t received your response yet. In case it got buried in your inbox, we wanted to send a quick reminder.

Why your opinion matters:

• Direct impact on [specific change]
  • Only [Number] questions
  • Takes just [Time] minutes

➡ Take the Survey Here

Deadline: [Date]

Thank you for considering this request – we genuinely value your perspective!

[Your Name]

Pro Tip: Use this for longer surveys where respondents might procrastinate.

📧 Template 7: Long Form Survey Reminder

Best for: Multi-page or complex surveys

Subject Line: We Value Your Opinion – Just 3 More Minutes

Why This Works:

• Acknowledges the time commitment
• Provides progress reassurance
• Emphasizes value of completion

Psychological Triggers:

• Progress principle (“almost done”)
• Value alignment (“we value”)

Email Body:

Hi [First Name],

We understand our [Survey Topic] survey requires more time than usual – that’s because we’re committed to getting this right. Your thoughtful responses will directly influence [specific outcome].

If you started but didn’t finish:

✔ Your partial responses are saved
✔ Only [Number] sections remain
✔ Estimated time left: [Time] minutes

➡ Continue Your Survey

For those who haven’t started – we’d still love your input! The full survey takes [Total Time] minutes.

Deadline: [Date]

Thank you for investing this time with us – we don’t take it lightly.

[Your Name]

Pro Tip: For very long surveys, offer a phone interview alternative.

📧 Template 8: Incentive-Based Reminder

Best for: Boosting response rates with rewards

Subject Line: Complete the Survey – Win a [Gift]!

Why This Works:

• Clear value exchange
• Creates excitement
• Tangible motivation

Psychological Triggers:

• Reward anticipation
• Loss aversion (“don’t miss out”)

Email Body:

Hi [First Name],

Quick reminder: Complete our [Survey Topic] survey and get automatically entered to win [Incentive Description]!

Here’s what you get:

✔ Chance to win [Specific Prize]
✔ Influence [Positive Change]
✔ [Additional Perk if applicable]

It only takes [Time] minutes:

➡ Take the Survey & Enter to Win

Deadline: [Date] at [Time]

Winners will be notified on [Date] via email. Good luck!

[Your Name]
[Company]

Pro Tip: For higher-value incentives, show a photo of the prize in the email.

Each template includes strategic elements that:

1. Address specific survey scenarios
2. Incorporate psychological principles
3. Maintain brand voice while optimizing for response rates
4. Can be easily customized for different industries

Best Practices for Writing Survey Reminder Emails (Advanced Tips)

✅ 5 Psychological Triggers to Increase Responses

1. Social Proof – “Join 500+ respondents!” subtly pressures action through peer influence.
2. Scarcity & Urgency – “Closing tomorrow!” triggers FOMO (fear of missing out).
3. Reciprocity – Offer a free resource (e.g., ebook) to encourage goodwill.
4. Personalization – “Hi [Name], your thoughts on [Topic]?” boosts open rates by 26%.
5. Ease of Action – “2-minute survey” reduces perceived effort.

❌ Common Mistakes to Avoid

• Over-reminding → 3+ emails feel spammy; limit to 2 reminders.
• Generic subject lines → “Survey Inside” performs worse than “We need your help, [Name]!”
• Ignoring mobile → 60% open emails on phones; use large buttons and short paragraphs.

Automating Survey Reminders (Tools & Workflows)

Top Tools:

1. Gofraze Email Marketing – Ideal for personalized, scheduled sequences with analytics.
2. SurveyMonkey – Built-in reminders and response tracking.
3. Typeform – Auto-follow-ups based on completion status.
4. Mailchimp – Advanced segmentation (e.g., target non-responders only).

Sample Workflow:

• Day 0: Invite (Template 1)
• Day 3: Friendly nudge (Template 3)
• Day 6: Urgent final call (Template 4)
• After completion: Thank-you (Template 5)

Final Thoughts

Survey reminders respectfully amplify engagement. With Gofraze Email Marketing, you can automate the process while maintaining a human touch. Start with one template, test its performance, and iterate!

🚀 Pro Tip: A/B test subject lines (e.g., urgency vs. curiosity) to refine your approach.