- Conducting surveys and questionnaires demand you to be careful. These requests take the reader's time and resources, so you should be considerate and skillful. Your first comments should make him or her feel that responding to this letter is not difficult. If you request the reader to give some confidential information, assure him/her that you will keep it secret.
- Start by telling the reader why you need the reader to respond to the survey. Also, mention why the reader is qualified to help you.
- Tell the reader what benefit he/she can get from it.
- Thank the reader for his/her cooperation. Mention the date by which you need to get the response back. Send a stamped and a self-addressed envelope to get the questionnaire back.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
As all of you are aware, we have recently upgraded our office computer systems with new software that was designed to make inter-office processing of paperwork easier for everyone. We would like to ask everyone to take the time to answer the questionnaire that we have prepared regarding whether or not our systems have improved the flow of work. We greatly appreciate your feedback on this as it will help us make decisions in the future. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request a response to a questionnaire. Sample letter.
Further things to consider when writing request letters to employees
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.