The biggest issue when recruiting potential participants for research is convincing them that it will be worth their time. Often, research requires the use of busy professionals who don’t have time to  spare on something they don’t consider important. Your recruitment emails have to make an impact. It’s up to you to develop persuasive emails that generate a high-quality group of appropriate user research participants by explaining how this research will benefit them. Using email templates can make the process easier and more efficient, but only if they are used effectively. We have provided three email templates designed to make a great impression on future participants and increase the user response rate. 

 

Why Use Email?

Email is the most reliable and effective way to reach potential user research participants in a non-threatening and low-pressure way. It avoids the stress and inevitable defensiveness of cold-calling and can establish a good relationship between researchers and participants. It’s likely to also be your only means of contact, which is why your message must be carefully crafted to reflect the unique requirements of potential participants. Emails must be personal and trustworthy, yet professional and direct. Make sure the user research participants are informed on all the necessary details so there is no room for confusion and subsequent frustration. Recruiting participants works best when potential recruits already have a connection to the product or organisation associated with the research. Emphasise this in your email to showcase the benefits of the research and increase response rates. 

 

Allow Ample Time 

“Before sending emails, make sure you are prepared and give yourself enough time to properly organise the recruitment process. Ideally, you would have created an optimised list for people this research is related to and you should begin sending out emails at least 2 weeks before the research is set to occur,” explains Nick Dillan, an email marketer at BoomEssays and Academized. This gives potential participants enough time to consider whether they want to be involved and to reply. It is unlikely that the first round of emails will result in enough participants. so you may need to allow time for a second or even third round of emails. 

 

Targeted Emails Using Analytics 

Keep email response rates high by using analytics to measure the activity of potential user research participants. You can get a lot of useful information about how often users do or do not complete activities, which can guide you on who to target with emails. Emails can be adapted to target individuals, leading to more positive responses. 

 

Hi there, 

 

We have developed [new feature/product] and think you would be the ideal candidate to test it. We see that you have been using [current feature], and we want to give you the opportunity to provide feedback on the performance of its update. We are primarily concerned with how [updated feature] can help you with your work. 

We expect this to only take about 10 minutes of your time, so if you have a few minutes and are interested in this exciting development, please reply and we will follow up with you to discuss the most convenient way for us to keep in contact. 

 

Thanks for reading and taking an interest in the development of [feature] 

 

[YOUR NAME]

[YOUR POSITION]

[YOUR COMPANY] 

 

Reminder Emails

Recruiting high-quality participants that are related to the research is integral and many people are likely to ignore an initial email. That means a second round of emailing is usually inevitable. The important thing is not to annoy potential user research participants so it’s best to stick to one round of reminder emails before widening the search,” says Tim Rich, a tech writer at Assignment Help and Research Paper Writing Services. Some candidates may fully intend to reply to the initial email but may forget or lose it. A carefully worded reminder email can be useful. Wait a minimum of two days before sending the second round of emails, and keep the details and information as clear as in the first. Only your introduction should be noticeably changed. 

 

Hi there, 

 

I just wanted to check again whether you are interested in trying an updated version of [feature]. 

We have developed [new feature/product] and think you would be the ideal candidate to test it. We see that you have been using [current feature], and we want to give you the opportunity to provide feedback on the performance of its update. We are primarily concerned with how [updated feature] can help you with your work. 

We expect this to only take about 10 minutes of your time, so if you have a few minutes and are interested in this exciting development, please reply and we will follow up with you to discuss the most convenient way for us to keep in contact. 

 

Thanks for reading and taking an interest in the development of [feature] 

 

[YOUR NAME]

[YOUR POSITION]

[YOUR COMPANY] 

 

Fast and Easy Feedback 

People are busy and many don’t want to spend time filling out questionnaires or thinking up critical responses. An alternative approach is to create a quick and impactful email that grabs their attention and promises fast action. Including a link to a quick survey is a great way to get immediate results that stick to the promise of being fast and simple for the participant. 

 

Hi,

I saw that you have recently been using [feature], and I wondered if I could quickly get some feedback. 

If you would fill out this quick 1-minute survey, we can use your feedback to make improvements. 

[LINK TO SURVEY] 

Thanks for your help

 

[YOUR NAME]

[YOUR POSITION]

[YOUR COMPANY] 

 

These email templates offer a great way to get a good turnout of high-quality user research participants. Once participants have responded and completed research, be sure to send a thank you message to build good relationships and increase  response rates to future research participation. 

 

Bea Potter is a professional copywriter at Top assignment writing services in Queensland and  Best essay services. She writes about email marketing and recruiting. Also, Bea teaches business writing at UK writing services reviews.




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