Let’s face it – if not for online surveys, how easy would it be to contact people and ask them questions? Not easy at all, right? But why do you need to embed surveys in emails?
Well, phone surveys are often perceived as too invasive and can leave a bad impression, while social media is too generalized to guarantee that your questions reach their intended audience.
Enter emails. Email surveys find the right balance between personal and non-intrusive and can be really helpful in getting you those ratings, opinions, or information that drives decisions!
In this blog, we will understand the difference between general and embedded email surveys and explore their benefits, examples, and best practices.
Let’s begin with a quick tutorial on how to create surveys. Feel free to skip if you already know the process.
Watch: How to Create Engaging Surveys Online with ProProfs Survey Maker – Free & Easy
What Are Email Surveys?
Email surveys are a simple way to collect feedback by sending questionnaires directly to people’s email inboxes. They make it easy for recipients to respond and for you to gather valuable insights—whether it’s about customer satisfaction, employee engagement, or event performance.
Quick to set up and even quicker to complete, email surveys bridge the gap between you and actionable feedback.
What are Embedded Email Surveys?
Embedded email surveys are surveys placed right in the email body, so recipients can respond without leaving their inbox. It’s a seamless way to boost response rates and get insights fast!
Unlike traditional email surveys, which redirect respondents to an external survey form, embedded surveys keep the process entirely within the email.
This difference makes embedded surveys ideal for collecting quick feedback, while normal email surveys are better suited for detailed or multi-question responses.
Let’s understand their key differences better with a comparison chart:
| Feature | Email Surveys (with survey link) | Embedded Email Surveys |
|---|---|---|
| Format | The email contains a link to a separate survey page | Survey questions are directly within the email body |
| Respondent Experience | Requires clicking a link and completing the survey on a different page | Respondents can answer questions directly within their inbox |
| Response Rate | Generally lower due to the extra step involved | Potentially higher due to increased convenience |
| Completion Rate | Can be lower as respondents may abandon the survey on the external page | Often higher as respondents are more likely to finish a shorter, embedded survey |
| Survey Length | Suitable for both short and long surveys | Best for short surveys with a few questions |
| Question Types | Allows for a wide range of question types and complex branching logic | Limited to simpler question types and basic formatting |
| Data Analysis | Data is typically collected and analyzed through the survey platform | May require manual data compilation or integration with other tools |
| Visual Appeal | Can include visually appealing design elements and branding on the survey page | Limited design options within the email format |
| Mobile Optimization | Requires ensuring the separate survey page is mobile-friendly | Needs careful design to ensure readability and functionality within the email on mobile devices |
| Ideal Use Cases | Comprehensive feedback, in-depth research, complex questionnaires | Quick polls, satisfaction ratings, simple feedback |
What Is an Email Embedded Survey Question?
An email-embedded survey question is a survey question included directly within the body of an email, allowing recipients to respond without leaving their inbox. This makes it incredibly convenient for users to share their feedback with just one click and can increase your response rates considerably.
For example, you might ask, “How would you rate your recent experience with us?” followed by clickable options like 1-5 stars or a satisfaction scale. It’s a seamless way to gather insights while keeping the process effortless for your audience.
What Are the Benefits of Embedded Email Surveys?
Embedded email surveys offer several key advantages that make them a popular choice for gathering feedback. Let’s explore the key ones:
- Increased Response Rates: By placing the survey directly within the email, you eliminate the extra step of clicking a link and going to a separate page. This reduces friction and makes it more likely that people will take the time to respond.
- Improved Completion Rates: Similarly, the ease of answering questions right in the email can lead to higher completion rates. People are less likely to abandon the survey midway if it’s quick and convenient.
- Enhanced User Experience: Embedded surveys provide a seamless experience for respondents. They can answer questions without leaving their inbox, making the process smooth and efficient.
- Greater Convenience: For both the sender and the respondent, embedded surveys offer convenience. They’re easy to create and send, and they’re easy to answer.
- Reduced Survey Fatigue: Shorter, embedded surveys can help combat survey fatigue. Respondents are more likely to engage with a concise survey that doesn’t require a lot of time or effort.
- Real-time Feedback: With embedded surveys, you can often receive feedback in real time. This allows you to quickly gather insights and address issues promptly.
Examples of when embedded email surveys are particularly effective:
- Gathering Net Promoter Score (NPS) data: A simple NPS question can be easily embedded in an email to gauge customer satisfaction.
- Post-purchase feedback: Immediately after a customer makes a purchase, you can send an embedded survey to get their feedback on the product and their buying experience.
- Event feedback: Following an event or webinar, a short embedded survey can help you understand attendee satisfaction and gather suggestions for improvement.
- Quick polls: Use embedded surveys to conduct quick polls on preferences or opinions.
Types of Questions You Can Embed in Email Surveys
While embedded email surveys are best for short and sweet feedback, you can still get creative with the types of questions you include. Here are some popular options:
1. Rating Scales:
- Star Ratings: Classic 5-star ratings are easily recognizable and provide a quick way to gauge satisfaction.
- Example: “How would you rate your recent purchase experience?” ⭐⭐⭐⭐⭐
- Number Scales: Use a numerical scale (e.g., 1-5 or 1-10) for a more granular response.
- Example: “On a scale of 1 to 10, how likely are you to recommend our product to a friend?”
- Visual Scales: Incorporate emojis or other visuals to represent different levels of satisfaction.
- Example: “How satisfied were you with our customer service? 🙁 😐 🙂 😊 😄”
2. Multiple Choice:
- Single Select: Offer a list of options where respondents choose only one.
- Example: “What is your primary reason for visiting our website today?”
(a) To make a purchase
(b) To browse products
(c) To find contact information.
- Multiple Select: Allow respondents to choose multiple answers that apply.
- Example: “Which of the following social media platforms do you use regularly? (Select all that apply).”
3. Binary Questions:
- Yes/No: Simple questions with a clear yes or no answer.
- Example: “Did you find the information you were looking for on our website?”
- Thumbs Up/Thumbs Down: A visual alternative to yes/no.
- Example: “Did you enjoy our recent newsletter? 👍 👎”
4. Net Promoter Score (NPS):
- The classic NPS question: “On a scale of 0 to 10, how likely are you to recommend [your company/product/service] to a friend or colleague?”
This can be followed by an optional open-ended question asking for the reason behind their score.
5. Smiley Ratings:
- Visual representation of satisfaction: Use a range of smiley faces, from frowning to beaming, to capture sentiment.
- Example: “How was your experience with our support team? ☹️ 🙁 😐 🙂 😊”
Best Practices for Using Embedded Email Surveys
Embedded email surveys can be a fantastic way to gather quick feedback, but only if they’re done right. Here are some best practices to keep in mind:
- One question is often enough: Resist the urge to cram multiple questions into a single email. Focus on one specific piece of information.
- Incorporate visual elements: Use emojis, icons, or other visuals to enhance engagement and make the survey more inviting.
- Test on different devices: Ensure the survey displays correctly and is easy to interact with on various screen sizes.
- Offer an incentive (optional): Consider providing a small incentive, such as a discount code or entry into a prize draw, to encourage responses.
- Track response rates: Monitor how many people are responding to your surveys.
- Identify trends and patterns: Analyze the data to understand customer sentiment and identify areas for improvement.
- Take action based on feedback: Use the insights to make changes to your products, services, or customer experience.
By following these best practices, you can create effective embedded email surveys that gather valuable feedback and improve your business.
Choose the Right Email Survey Format for Your Needs
As we’ve explored, both traditional email surveys (with separate survey pages) and embedded email surveys offer unique advantages for gathering valuable feedback from your audience. Email surveys are ideal for longer questionnaires and in-depth research, while embedded email surveys shine when you need quick, concise feedback.
Ultimately, the best choice depends on your specific needs and the type of information you’re looking to gather. Consider your goals, the complexity of your questions, and the desired length of your survey to determine which approach is the right fit for you.
To get started, choose a tool like ProProfs Survey Maker that lets you generate surveys with AI in seconds. Once created, you can share your surveys effortlessly via either channel, track and analyze responses, and send automated follow-ups!
Learn More about Embedding a Survey in an Email: FAQs
Who uses embedded surveys in emails to collect feedback?
Yes, many businesses and organizations use embedded surveys in emails to collect feedback from customers, employees, or event attendees. It’s a popular method for increasing engagement and response rates, as it allows recipients to respond directly from their inbox without clicking away to another page.
How to use embedded surveys in Email, Outlook, and Gmail?
To use embedded surveys in email, you can either embed questions directly into the email body or include a link to an external survey. In Outlook and Gmail, you can create and send surveys through third-party survey tools like ProProfs Survey Maker, which generate HTML code or links you can insert into your email or embed it directly.
How to analyze results from a survey email?
After collecting responses from an embedded survey, you can analyze the results through the survey tool’s analytics dashboard.
Look for patterns in responses, such as trends or common feedback, to guide your decisions. You can also segment the data based on different demographics or other filters to gain deeper insights.
Why embed surveys in your emails?
Embedding surveys in your emails allows users to provide answers without leaving their inboxes, making it more likely they’ll respond. They can increase engagement, improve response rates, and help you gather more accurate, real-time insights—all of which support better decision-making and customer or employee satisfaction.
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