survey cover letter for research questionnaire

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How to Write a Cover Letter for Survey Questionnaire Sample: Tips and Examples

Are you struggling to figure out how to write a compelling cover letter for your survey questionnaire sample? You’re not alone. Crafting a cover letter that resonates with your audience is a challenge that even the most experienced writers face. Fortunately, there are plenty of examples out there that you can use as a starting point.

In fact, we have a range of sample cover letters that you can access right now to kickstart your creative process. Each one is unique and tailored to a specific survey questionnaire, so you’re sure to find one that’s a perfect fit for your project. All you need to do is take the time to edit them to suit your needs.

Our sample cover letters are designed to grab the reader’s attention from the get-go, using a mix of persuasive language and eye-catching formatting. They’re proven to generate interest and desire, so you can be confident that your recipients will be keen to provide you with the information you need.

If you want to get started on your cover letter for survey questionnaire sample right away, head over to our website and take a look at our collection of examples. With the right cover letter, you’ll be able to gather the insights and data you need to drive your project forward.

The Best Structure for a Cover Letter for Survey Questionnaire Sample

When it comes to creating a cover letter for a survey questionnaire sample, there are a few important things that you should keep in mind. The cover letter is essentially your chance to introduce yourself, explain the purpose of the survey, and encourage the recipient to participate. In order to accomplish these goals effectively, it is essential to structure your cover letter in a clear, concise, and engaging way.

The first thing to consider when creating your cover letter is the overall structure. It is important to begin with a strong opening that grabs the reader’s attention. This could be a brief anecdote, a startling statistic, or a rhetorical question that piques the reader’s interest. Once you have captured your reader’s attention, you can move on to introducing yourself and your project.

The next section of your cover letter should provide a brief overview of the survey itself. This should include information on the purpose of the survey, what the data will be used for, and how the recipient’s participation will be beneficial. It is also important to briefly outline the questions that will be asked and any specific instructions that the recipient should follow in order to complete the survey.

One key element of a successful survey cover letter is conveying the importance of the project and the value of the recipient’s participation. You may want to include some information on the wider context surrounding the survey, such as current trends or issues that make the survey particularly relevant. This can help to emphasize the importance of the recipient’s contribution.

Finally, it is important to wrap up your cover letter with a clear call to action. This should be a strong statement that encourages the recipient to participate and explains how to access the survey itself. You may also want to include your contact information in case the recipient has any questions or concerns.

Overall, the key to creating an effective cover letter is to be clear, concise, and engaging. By following these guidelines and structuring your cover letter in a logical and compelling way, you can increase the likelihood that the recipient will participate in your survey and provide you with the data you need to achieve your goals.

Survey Questionnaire Cover Letter Templates

Customer satisfaction survey.

Dear Valued Customer,

We appreciate your business and are committed to providing you with the best possible service. To ensure we are meeting your expectations, we would like to invite you to participate in our customer satisfaction survey. Your feedback will help us improve our products and services, and ultimately make your experience with us even better.

Thank you in advance for taking the time to complete the survey. We value your opinion and look forward to hearing from you.

Best regards,

[Your Name]

Employee Engagement Survey

Dear Team Member,

We want to ensure that our employees feel valued and engaged in the workplace. In order to achieve this, we would like to request your participation in our employee engagement survey. Your feedback will help us understand what’s working well and what areas we need to improve, to create a positive and productive work environment.

Your responses will remain anonymous and will be used for internal purposes only. We believe in transparency, and we will share the results with you and the rest of the team to help guide our future actions.

Thank you for your dedication to our company and your willingness to share your thoughts with us.

Market Research Survey

Dear Survey Participant,

Our company is currently conducting market research to better understand the needs and preferences of our target audience. We value your opinion and would greatly appreciate your participation in our survey. Your responses will help us make informed decisions about our products and services.

The survey will take no more than 10 minutes to complete and your responses will remain confidential. We are committed to protecting your privacy and will not share your personal information with any third party.

Thank you for your time and valuable input.

Volunteer Feedback Survey

Dear Volunteer,

We appreciate your dedication to our organization and the valuable contribution you make to our community. We would like to take this opportunity to invite you to participate in our volunteer feedback survey. Your feedback will help us better understand your experience as a volunteer and identify areas where we can improve our volunteer program.

Your responses will remain anonymous and will be used for internal purposes only. We value your input and look forward to hearing from you.

Thank you for your continued support and commitment to our cause.

Event Attendee Survey

Dear Event Attendee,

We hope you enjoyed our recent event and would like to thank you for your attendance. We are committed to improving our events and would greatly appreciate your feedback through our event attendee survey. Your input will help us enhance our future events and provide a better experience for our guests.

The survey will take no more than 5 minutes to complete, and your responses will remain anonymous. We value your opinion and look forward to hearing from you.

Website User Feedback Survey

Dear Website User,

We are committed to providing our visitors with the best possible experience on our website. To ensure we are meeting your needs, we would like to request your participation in our website user feedback survey. Your feedback will help us identify areas where we can improve and provide a better user experience.

The survey will take no more than 5 minutes to complete, and your responses will remain anonymous. We appreciate your time and your willingness to help us improve our website.

Product Feedback Survey

Dear Product User,

We are constantly striving to improve our products and deliver the best possible experience to our users. To achieve this, we would like to request your participation in our product feedback survey. Your feedback will help us identify areas where we can improve our products and provide a better user experience.

The survey will take no more than 10 minutes to complete, and your responses will remain confidential. We value your input and look forward to hearing from you.

Tips for Writing a Cover Letter for a Survey Questionnaire Sample

Writing a cover letter for a survey questionnaire sample can be quite challenging. A cover letter is your opportunity to introduce yourself and your survey questionnaire to potential respondents. It should be brief, yet engaging, and provide enough information to entice respondents to participate in your survey. Here are some tips for writing a cover letter for a survey questionnaire sample:

• Start with a clear and concise introduction: Begin your cover letter with a clear and concise introduction that explains who you are and why you are conducting the survey. This will help establish your credibility with potential respondents and make them more likely to participate.
• Provide a brief overview of the survey: Give a brief overview of the survey questions, what type of information you are seeking, and how the results will be used. This will help potential respondents understand the purpose of your survey and what type of information they can expect to share.
• Emphasize the benefits of participating: Explain the benefits of participating in your survey questionnaire. For example, if the survey is related to a product, emphasize that their feedback will help improve the product. Alternatively, if the survey is for a research study, explain how their participation will contribute to valuable research findings.
• Make the survey anonymous: Assure potential respondents that their responses will remain anonymous. This will make them feel more comfortable sharing their honest opinions without fear of retaliation or consequences.
• Include contact information: Provide contact information so that potential respondents can reach out if they have any questions or concerns. This will also make them feel more comfortable about the legitimacy of the survey.
• Use simple language: Use simple and clear language that is easy to understand. Avoid using technical terms, acronyms, or jargon that might confuse potential respondents.
• Thank the potential respondents for their time: Thank potential respondents for taking the time to participate in the survey and express your appreciation for their valuable feedback. This will show that you value their time and input.

By following these tips, you can write an effective cover letter for your survey questionnaire sample that will engage potential respondents and encourage them to participate in your survey.

Frequently Asked Questions: Cover Letter for Survey Questionnaire Sample

What is a cover letter.

A cover letter is a document that is sent along with a survey questionnaire that highlights the purpose of the survey and assures the respondent of data confidentiality.

Is a cover letter necessary for a survey questionnaire sample?

Yes, a cover letter is important as it helps to introduce the survey purpose and also assures the respondent of data confidentiality.

What are the components of a cover letter?

A cover letter typically includes an introductory paragraph, a paragraph that highlights the survey purpose, instructions on how to complete the survey, a statement of data confidentiality, contact information, and a thank-you note.

How long should a cover letter be?

A cover letter should be brief and to the point, usually not more than one page.

Should I personalize my cover letter when sending it to different respondents?

Yes, it is recommended to personalize your cover letter when sending to different respondents by using their name in the salutation, if available.

When is the best time to send a cover letter for a survey questionnaire?

The best time to send a cover letter for a survey questionnaire is before the actual survey. This helps introduce the survey and its purpose to the respondent.

What are some key things to remember when writing a cover letter for a survey questionnaire?

It is important to highlight the purpose of the survey, assure the respondent of data confidentiality, give clear instructions for completing the survey, and provide contact information in case the respondent has any questions or concerns.

Thanks for Reading!

We hope you found our sample cover letter for survey questionnaire helpful and insightful. Remember, the key to a great cover letter is to be concise, persuasive, and engaging. By following our tips and using our template, you’ll be well on your way to creating a winning cover letter that captures the attention of your target audience. If you have any other questions or concerns, please don’t hesitate to reach out. Until next time, happy surveying!

Why a consent letter for survey questionnaire is important: A guide for researchers The Importance of a Consent Letter for Survey: Ensuring Ethical and Legal Compliance Customer Satisfaction Survey Letter Sample: How to Create an Effective Feedback Form Example of Research Letter for Respondents: Tips to Get Better Results Effective Communication Letter Sample for Research: Tips and Samples

Survey Researcher Cover Letter Examples

A great survey researcher cover letter can help you stand out from the competition when applying for a job. Be sure to tailor your letter to the specific requirements listed in the job description, and highlight your most relevant or exceptional qualifications. The following survey researcher cover letter example can give you some ideas on how to write your own letter.

or download as PDF

Cover Letter Example (Text)

Adysson Surry

(278) 130-7484

[email protected]

Dear Aris Possley,

I am writing to express my interest in the Survey Researcher position at Gallup, Inc., as advertised on your company's careers page. With a solid foundation of five years of experience in survey research at Nielsen Holdings plc, I am excited about the opportunity to bring my expertise in data collection, analysis, and interpretation to your esteemed team at Gallup.

During my tenure at Nielsen, I honed my skills in designing surveys that capture accurate and actionable insights. I have managed large-scale research projects, developed questionnaires that minimize bias, and analyzed complex datasets to draw meaningful conclusions that have informed strategic decisions for our clients. My commitment to maintaining the highest standards of research integrity and my proficiency in utilizing the latest data analysis software have been pivotal in delivering results that exceed expectations.

I am particularly drawn to Gallup's reputation for pioneering methods in human behavior research and your commitment to delivering data-driven advice to organizations worldwide. I am eager to contribute to this innovative environment and collaborate with a team that values curiosity, critical thinking, and methodological rigor.

Moreover, I bring with me a deep understanding of the ever-evolving landscape of survey research, including the challenges and opportunities presented by new technologies and digital platforms. At Nielsen, I played a key role in integrating digital analytics into traditional survey methods, a skill that I am enthusiastic about leveraging at Gallup to enhance the scope and impact of your research projects.

I am confident that my experience, combined with my passion for uncovering the stories behind the data, makes me an ideal candidate for the Survey Researcher role. I am keen to discuss how my background, skills, and enthusiasms align with the goals of Gallup, Inc. Thank you for considering my application. I look forward to the possibility of contributing to your team and to the continued success of your esteemed company.

Warm regards,

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• Creative Letter
• Cover Letter
• Cover letter for survey example

In this article, we will provide examples of cover letters for surveys. A cover letter is a document that accompanies a survey and provides important information to the recipient. It introduces the survey, explains its purpose, and encourages the recipient to participate. A well-written cover letter can increase response rates and help ensure the success of your survey.

Whether you are conducting a survey for academic research, market analysis, or customer feedback, a cover letter can make a big difference in engaging your audience. We will provide four sample letters to serve as a starting point for your own survey cover letters.

Letter Example 1: Academic Research Survey

Letter example 2: market analysis survey, letter example 3: customer feedback survey, letter example 4: employee satisfaction survey, suggestions for writing cover letters for surveys, conclusions, q: why is a cover letter important for surveys, q: how long should a cover letter for a survey be, q: should i assure confidentiality and anonymity in the cover letter, q: can i include incentives in the cover letter to encourage participation, examples of cover letters for surveys.

Dear [Recipient's Name],

I am conducting a research study as part of my academic program at [University/Institution]. The purpose of this study is to gather data on [topic] and analyze the [specific aspects] in order to [research objectives]. Your participation in this survey is important and will greatly contribute to the success of this study.

The survey will take approximately [estimated time] to complete. Your responses will be anonymous and confidential. We assure you that your personal information will not be shared with any third parties. Your participation is voluntary, and you may choose to withdraw at any time.

We value your opinion and insights. Your input will help us gain a better understanding of [topic] and inform future decision-making processes related to [area of interest]. To access the survey, please click on the following link: [survey link].

Thank you in advance for your time and participation. Your contribution is highly appreciated.

[Your Name]

We are conducting a market analysis to gain insights into customer preferences and satisfaction with our products/services. Your feedback is crucial in helping us improve our offerings and better meet your needs.

The survey will only take a few minutes of your time. Your responses will be kept confidential and will be used for research purposes only. We appreciate your honest feedback as it will enable us to make informed decisions and enhance the quality of our products/services.

To access the survey, please click on the following link: [survey link]. Your participation is voluntary, and you may choose to withdraw at any time without any negative consequences.

Thank you for your valuable time and input. We truly value your opinion.

Best regards,

We value your opinion as a valued customer and would like to invite you to participate in a brief survey. Your feedback is important in helping us understand your needs and improve our products/services to better serve you.

The survey will take approximately [estimated time] to complete. Your responses will remain confidential and will be used solely for research purposes. Your participation is voluntary, and you have the option to skip any questions you do not wish to answer.

To access the survey, please click on the following link: [survey link]. We appreciate your time and effort in providing us with your feedback.

Thank you for your continued support.

Warm regards,

We are conducting an employee satisfaction survey to gather insights into your experience at [Company/Organization]. Your feedback is crucial in helping us identify areas of improvement and create a better work environment for everyone.

The survey will take approximately [estimated time] to complete. Your responses will remain confidential, and your identity will not be associated with your answers. Your participation is voluntary, and your honest feedback is highly appreciated.

To access the survey, please click on the following link: [survey link]. Your input will play a vital role in shaping the future of our organization.

Thank you for your time and contribution.

• Keep the cover letter concise and to the point.
• Clearly state the purpose of the survey and how the recipient's participation is important.
• Assure confidentiality and anonymity, if applicable.
• Provide a clear and accessible link to the survey.
• Express gratitude for the recipient's time and participation.

Writing an effective cover letter for your survey can significantly impact response rates and the quality of data collected. By following the provided examples and suggestions, you can create engaging cover letters that encourage participation and provide valuable insights for your research, market analysis, or customer feedback.

A: A cover letter introduces the survey, explains its purpose, and encourages the recipient to participate. It can increase response rates and help ensure the success of your survey.

A: A cover letter for a survey should be concise and to the point. Aim for a length of one to two paragraphs, focusing on the most important information.

A: If applicable, it is important to assure confidentiality and anonymity in the cover letter to encourage honest responses and address any concerns the recipients may have about their privacy.

A: Yes, you can consider including incentives in the cover letter, such as a chance to win a prize or a discount on future purchases. Incentives can help increase participation rates, but be sure to check the legal and ethical requirements for your specific survey.

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Formulating a cover letter for an customer survey

Solutions / Customer Survey / Formulating a cover letter for a customer survey

easyfeedback as a provider for customer surveys

How to create a customer survey

Questions & examples for customer surveys

Formulate cover letter for a customer survey

Customer survey methods

Advantages and disadvantages of customer surveys

Data protection in customer surveys

Evaluation of a customer survey

If you invite your customers to the customer survey with a classic e-mail, then the cover letter in the e-mail is the first point of contact with your survey. As a rule, the customer does not yet know that you want to conduct a survey with him. Therefore, the cover letter should be well worded so that as many customers as possible participate in the survey.

The cover letter for a customer survey should include the following content:

• Greeting: personal address
• Reason for the survey: brief explanation of the plan and why the feedback is important
• Highlight special features: E.g. if participation is anonymous, then elaborate on this
• Duration: How long will participation take?
• Link to the customer survey
• Additional information about the provider, if required
• Contact person for queries
• Sender details

With the apparent abundance of information, don’t fall into writing too much. The point of the cover letter is to inform the customer, but not to invite them to read a “novel.” Always remember: attention spans are short and your customers have other activities to do.

We have formulated a sample text for you below:

Sample cover letter customer survey

Dear Mr./Mrs. Muster,

you have been a customer of ours for quite some time. We are very pleased about that. In order to continue to offer you good service and the best selection of products in the long term, we rely on your feedback. We would therefore like to invite you to participate in our survey.

The participation is anonymous and will take about 10 minutes. However, you also have the option to leave us your contact details at the end of the survey for possible queries.

Provide feedback: [Link]

If you have any questions, please get in touch with your personal contact.

Thank you in advance Your Customer Team

Further information

< Questions & examples for customer surveys

Customer survey methods >

Start your customer survey with easyfeedback

404 Not found

Humanities Doctorates in the United States: 1991 Profile (1994)

Chapter: appendix b: 1991 cover letter and survey questionnaire, 1991 survey cover letter and questionnaire.

NATIONAL RESEARCH COUNCIL

2101 CONSTITUTION AVENUE WASHINGTON, D. C. 20418

OFFICE OF THE CHAIRMAN

October 25, 1991

Address 1 Address 2 City, State ZIP

Humanities scholars advance our understanding of the fundamental values that underlie civilized society, both past and present. Reliable information about doctorate recipients in the humanities is vital to national assessments of the health of our society. How do humanities doctorate recipients fare in the labor market? What is the relationship between graduate education and career outcomes? What is the projected supply of humanities scholars by field, age, and work activity?

To meet these information needs, the National Research Council conducts a biennial survey of doctorate recipients in the humanities. We ask you to participate, even if you are retired, not working, working in a field unrelated to your doctoral degree, or living in a foreign country. The major findings will be used by the National Endowment for the Humanities (the project's federal sponsor) and educational institutions in policy formulation and program planning.

Please complete the enclosed survey form and return it to us in the postage-paid return envelope as soon as possible. The information you provide is voluntary and will be kept strictly confidential. Findings will be reported only in the form of statistical summaries for research purposes. To enhance our understanding of the doctoral population in the humanities, we need your cooperation.

Thank you for your assistance.

Yours sincerely,

Frank Press

THE NATIONAL RESEARCH COUNCIL IS THE PRINCIPAL OPERATING AGENCY OF THE NATIONAL ACADEMY OF SCIENCES AND THE NATIONAL ACADEMY OF ENGINEERING TO SERVE GOVERNMENT AND OTHER ORGANIZATIONS.

OMB No. 3145-0020

Expires: 9-30-93

1991 SURVEY OF HUMANITIES DOCTORATES

A. First, we need to check that your name, address, Ph.D. institution, Ph.D. year, and date of birth are correct. If this information is inaccurate or missing, please provide the correct information in the box provided.

CONDUCTED BY THE NATIONAL RESEARCH COUNCIL WITH THE SUPPORT OF THE NATIONAL ENDOWMENT FOR THE HUMANITIES

This information is solicited under the authority of the National Foundation on the Arts and Humanities Act of 1965, as amended. All information you provide will be treated as confidential, will be safeguarded in accordance with the provisions of the Privacy Act of 1974, and will be used for statistical purposes only. Information will be released only in the form of statistical summaries or in a form which does not identify information about any particular person. Your response is entirely voluntary and your failure to provide some or all of the requested information will in no way adversely affect you.

Public reporting burden for this collection of information is estimated to average 12 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to Susan Daisey, National Endowment for the Humanities, Room 310, 1100 Pennsylvania Avenue, NW, Washington, D.C. 20506; and to the Office of Management and Budget Paperwork Reduction Project (OMB No. 3145-0020), Washington, D.C., 20503.

EMPLOYMENT PROFILE

2. IF YOU HELD A PART-TIME POSITION DURING SEPTEMBER 1991:

IF YOU WERE UNEMPLOYED BUT SEEKING EMPLOYMENT DURING SEPTEMBER 1991:

Which of the following factors MOST restricted your job search?

(CIRCLE ONLY ONE NUMBER)

Geographic location

Family responsibilities

Need for part-time employment

Other, specify _________________

No restrictions

5. IF YOU WERE NOT EMPLOYED AND NOT SEEKING WORK DURING SEPTEMBER 1991:

What was your MOST important reason for not seeking work?

Temporarily absent for health or personal reasons

Suitable job not available

Other, specify ________________________

GENERAL INFORMATION

EMPLOYMENT SPECIALTIES LIST

(for use in answering question 8).

MATHEMATICAL SCIENCES

030 - Logic

099 - Mathematics, Other

COMPUTER AND INFORMATION SCIENCES

073 - Hardware Systems

081 - Information Sci. & Systems *

074 - Intelligent Systems

072 - Software Systems

075 - Systems Analysis

071 - Theory

079 - Computer Sciences, Other *

PHYSICS & ASTRONOMY

199 - Physics

299 - Chemistry

EARTH, ENVIRONMENTAL, AND MARINE SCIENCES

399 - Earth Sciences

389 - Environmental Sciences

397 - Marine Sciences

ENGINEERING

499 - Engineering

AGRICULTURAL SCIENCES

519 - Agricultural Sciences

MEDICAL SCIENCES

530 - Audiology & Speech Pathology

520 - Medicine & Surgery

539 - Medical Sciences, Other

BIOLOGICAL SCIENCES

599 - Biological Sciences

600 - Clinical

610 - Counseling & Guidance

699 - Psychology, Other

SOCIAL SCIENCES

700 - Anthropology

703 - Archeology

745 - Area Studies *

708 - Communications

760 - Criminology & Criminal Justice

730 - Demography

725 - Econometrics

720 - Economics

740 - Geography

775 - History & Philosophy of Science

755 - International Relations

709 - Linguistics

751 - Political Science & Government

752 - Public Administration

753 - Public Policy Studies

727 - Social Statistics

710 - Sociology

770 - Urban & Regional Planning

798 - Social Sciences, General

799 - Social Sciences, Other *

811 - American Literature

827 - Classics

836 - Comparative Literature

813 - English Language

814 - English Literature

823 - French

821 - German

826 - Italian

822 - Russian

824 - Spanish & Portuguese

829 - Languages, Other *

839 - Letters, Other *

804 - History, American

805 - History, European

806 - History, Other *

808 - American Studies

802 - Art History & Criticism

830 - Music

834 - Philosophy (see also 030)

833 - Religious Studies (see also 881)

831 - Speech & Debate

809 - Theatre & Theatre Criticism

878 - Humanities General

879 - Humanities, Other *

EDUCATION AND PROFESSIONAL FIELDS

801 - Applied Art

888 - Architecture & Environmental Design

882 - Business & Management

883 - Home Economics

884 - Journalism

886 - Law, Jurisprudence

891 - Library & Archival Sciences

887 - Social Work

881 - Theology (see also 833)

896 - Professional Fields,General

897 - Professional Fields, Other *

938 - Education (other than teaching in a field listed above)

899 - Other Fields *

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• v.35(45); 2020 Nov 23

Reporting Survey Based Studies – a Primer for Authors

Prithvi sanjeevkumar gaur.

1 Smt. Kashibai Navale Medical College and General Hospital, Pune, India.

Olena Zimba

2 Department of Internal Medicine No. 2, Danylo Halytsky Lviv National Medical University, Lviv, Ukraine.

Vikas Agarwal

3 Department Clinical Immunology and Rheumatology, Sanjay Gandhi Postgraduate Institute of Medical Sciences, Lucknow, India.

Latika Gupta

Associated data.

The coronavirus disease 2019 (COVID-19) pandemic has led to a massive rise in survey-based research. The paucity of perspicuous guidelines for conducting surveys may pose a challenge to the conduct of ethical, valid and meticulous research. The aim of this paper is to guide authors aiming to publish in scholarly journals regarding the methods and means to carry out surveys for valid outcomes. The paper outlines the various aspects, from planning, execution and dissemination of surveys followed by the data analysis and choosing target journals. While providing a comprehensive understanding of the scenarios most conducive to carrying out a survey, the role of ethical approval, survey validation and pilot testing, this brief delves deeper into the survey designs, methods of dissemination, the ways to secure and maintain data anonymity, the various analytical approaches, the reporting techniques and the process of choosing the appropriate journal. Further, the authors analyze retracted survey-based studies and the reasons for the same. This review article intends to guide authors to improve the quality of survey-based research by describing the essential tools and means to do the same with the hope to improve the utility of such studies.

Graphical Abstract

INTRODUCTION

Surveys are the principal method used to address topics that require individual self-report about beliefs, knowledge, attitudes, opinions or satisfaction, which cannot be assessed using other approaches. 1 This research method allows information to be collected by asking a set of questions on a specific topic to a subset of people and generalizing the results to a larger population. Assessment of opinions in a valid and reliable way require clear, structured and precise reporting of results. This is possible with a survey based out of a meticulous design, followed by validation and pilot testing. 2 The aim of this opinion piece is to provide practical advice to conduct survey-based research. It details the ethical and methodological aspects to be undertaken while performing a survey, the online platforms available for distributing survey, and the implications of survey-based research.

Survey-based research is a means to obtain quick data, and such studies are relatively easy to conduct and analyse, and are cost-effective (under a majority of the circumstances). 3 These are also one of the most convenient methods of obtaining data about rare diseases. 4 With major technological advancements and improved global interconnectivity, especially during the coronavirus disease 2019 (COVID-19) pandemic, surveys have surpassed other means of research due to their distinctive advantage of a wider reach, including respondents from various parts of the world having diverse cultures and geographically disparate locations. Moreover, survey-based research allows flexibility to the investigator and respondent alike. 5 While the investigator(s) may tailor the survey dates and duration as per their availability, the respondents are allowed the convenience of responding to the survey at ease, in the comfort of their homes, and at a time when they can answer the questions with greater focus and to the best of their abilities. 6 Respondent biases inherent to environmental stressors can be significantly reduced by this approach. 5 It also allows responses across time-zones, which may be a major impediment to other forms of research or data-collection. This allows distant placement of the investigator from the respondents.

Various digital tools are now available for designing surveys ( Table 1 ). 7 Most of these are free with separate premium paid options. The analysis of data can be made simpler and cleaning process almost obsolete by minimising open-ended answer choices. 8 Close-ended answers makes data collection and analysis efficient, by generating an excel which can be directly accessed and analysed. 9 Minimizing the number of questions and making all questions mandatory can further aid this process by bringing uniformity to the responses and analysis simpler. Surveys are arguably also the most engaging form of research, conditional to the skill of the investigator.

Q/t = questions per typeform, A/m = answers per month, Q/s = questions per survey, A/s = answers per survey, NA = not applicable, NPS = net promoter score.

Data protection laws now mandate anonymity while collecting data for most surveys, particularly when they are exempt from ethical review. 10 , 11 Anonymization has the potential to reduce (or at times even eliminate) social desirability bias which gains particular relevance when targeting responses from socially isolated or vulnerable communities (e.g. LGBTQ and low socio-economic strata communities) or minority groups (religious, ethnic and medical) or controversial topics (drug abuse, using language editing software).

Moreover, surveys could be the primary methodology to explore a hypothesis until it evolves into a more sophisticated and partly validated idea after which it can be probed further in a systematic and structured manner using other research methods.

The aim of this paper is to reduce the incorrect reporting of surveys. The paper also intends to inform researchers of the various aspects of survey-based studies and the multiple points that need to be taken under consideration while conducting survey-based research.

SURVEYS IN THE COVID-19 PANDEMIC

The COVID-19 has led to a distinctive rise in survey-based research. 12 The need to socially distance amid widespread lockdowns reduced patient visits to the hospital and brought most other forms of research to a standstill in the early pandemic period. A large number of level-3 bio-safety laboratories are being engaged for research pertaining to COVID-19, thereby limiting the options to conduct laboratory-based research. 13 , 14 Therefore, surveys appear to be the most viable option for researchers to explore hypotheses related to the situation and its impact in such times. 15

LIMITATIONS WHILE CONDUCTING SURVEY-BASED RESEARCH

Designing a fine survey is an arduous task and requires skill even though clear guidelines are available in regard to the same. Survey design requires extensive thoughtfulness on the core questions (based on the hypothesis or the primary research question), with consideration of all possible answers, and the inclusion of open-ended options to allow recording other possibilities. A survey should be robust, in regard to the questions gathered and the answer choices available, it must be validated, and pilot tested. 16 The survey design may be supplanted with answer choices tailored for the convenience of the responder, to reduce the effort while making it more engaging. Survey dissemination and engagement of respondents also requires experience and skill. 17

Furthermore, the absence of an interviewer prevents us from gaining clarification on responses of open-ended questions if any. Internet surveys are also prone to survey fraud by erroneous reporting. Hence, anonymity of surveys is a boon and a bane. The sample sizes are skewed as it lacks representation of population absent on the Internet like the senile or the underprivileged. The illiterate population also lacks representation in survey-based research.

The “Enhancing the QUAlity and Transparency Of health Research” network (EQUATOR) provides two separate guidelines replete with checklists to ensure valid reporting of e-survey methodology. These include “The Checklist for Reporting Results of Internet E-Surveys” (CHERRIES) statement and “ The Journal of Medical Internet Research ” (JMIR) checklist.

COMMON TYPES OF SURVEY-BASED RESEARCH

From a clinician's standpoint, the common survey types include those centered around problems faced by the patients or physicians. 18 Surveys collecting the opinions of various clinicians on a debated clinical topic or feedback forms typically served after attending medical conferences or prescribing a new drug or trying a new method for a given procedure are also surveys. The formulation of clinical practice guidelines entails Delphi exercises using paper surveys, which are yet another form of survey-mediated research.

Size of the survey depends on its intent. They could be large or small surveys. Therefore, identification of the intent behind the survey is essential to allow the investigator to form a hypothesis and then explore it further. Large population-based or provider-based surveys are often done and generate mammoth data over the years. E.g. The National Health and Nutrition Examination Survey, The National Health Interview Survey and the National Ambulatory Medical Care Survey.

SCENARIOS FOR CONDUCTING SURVEY-BASED RESEARCH

Despite all said and done about the convenience of conducting survey-based research, it is prudent to conduct a feasibility check before embarking on one. Certain scenarios may be the key determinants in determining the fate of survey-based research ( Table 2 ).

ETHICS APPROVAL FOR SURVEY-BASED RESEARCH

Approval from the Institutional Review Board should be taken as per requirement according to the CHERRIES checklist. However, rules for approval are different as per the country or nation and therefore, local rules must be checked and followed. For instance, in India, the Indian Council of Medical Research released an article in 2017, stating that the concept of broad consent has been updated which is defined “consent for an unspecified range of future research subject to a few contents and/or process restrictions.” It talks about “the flexibility of Indian ethics committees to review a multicentric study proposal for research involving low or minimal risk, survey or studies using anonymized samples or data or low or minimal risk public health research.” The reporting of approvals received and applied for and the procedure of written, informed consent followed must be clear and transparent. 10 , 19

The use of incentives in surveys is also an ethical concern. 20 The different of incentives that can be used are monetary or non-monetary. Monetary incentives are usually discouraged as these may attract the wrong population due to the temptation of the monetary benefit. However, monetary incentives have been seen to make survey receive greater traction even though this is yet to proven. Monetary incentives are not only provided in terms of cash or cheque but also in the form of free articles, discount coupons, phone cards, e-money or cashback value. 21 These methods though tempting must be seldom used. If used, their use must be disclosed and justified in the report. The use of non-monetary incentives like a meeting with a famous personality or access to restricted and authorized areas. These can also help pique the interest of the respondents.

DESIGNING A SURVEY

As mentioned earlier, the design of a survey is reflective of the skill of the investigator curating it. 22 Survey builders can be used to design an efficient survey. These offer majority of the basic features needed to construct a survey, free of charge. Therefore, surveys can be designed from scratch, using pre-designed templates or by using previous survey designs as inspiration. Taking surveys could be made convenient by using the various aids available ( Table 1 ). Moreover, even the investigator should be mindful of the unintended response effects of ordering and context of survey questions. 23

Surveys using clear, unambiguous, simple and well-articulated language record precise answers. 24 A well-designed survey accounts for the culture, language and convenience of the target demographic. The age, region, country and occupation of the target population is also considered before constructing a survey. Consistency is maintained in the terms used in the survey and abbreviations are avoided to allow the respondents to have a clear understanding of the question being answered. Universal abbreviations or previously indexed abbreviations maintain the unambiguity of the survey.

Surveys beginning with broad, easy and non-specific questions as compared to sensitive, tedious and non-specific ones receive more accurate and complete answers. 25 Questionnaires designed such that the relatively tedious and long questions requiring the respondent to do some nit-picking are placed at the end improves the response rate of the survey. This prevents the respondent to be discouraged to answer the survey at the beginning itself and motivates the respondent to finish the survey at the end. All questions must provide a non-response option and all questions should be made mandatory to increase completeness of the survey. Questions can be framed in close-ended or open-ended fashion. However, close-ended questions are easier to analyze and are less tedious to answer by the respondent and therefore must be the main component in a survey. Open-ended questions have minimal use as they are tedious, take time to answer and require fine articulation of one's thoughts. Also, their minimal use is advocated because the interpretation of such answers requires dedication in terms of time and energy due to the diverse nature of the responses which is difficult to promise owing to the large sample sizes. 26 However, whenever the closed choices do not cover all probabilities, an open answer choice must be added. 27 , 28

Screening questions to meet certain criteria to gain access to the survey in cases where inclusion criteria need to be established to maintain authenticity of target demographic. Similarly, logic function can be used to apply an exclusion. This allows clean and clear record of responses and makes the job of an investigator easier. The respondents can or cannot have the option to return to the previous page or question to alter their answer as per the investigator's preference.

The range of responses received can be reduced in case of questions directed towards the feelings or opinions of people by using slider scales, or a Likert scale. 29 , 30 In questions having multiple answers, check boxes are efficient. When a large number of answers are possible, dropdown menus reduce the arduousness. 31 Matrix scales can be used to answer questions requiring grading or having a similar range of answers for multiple conditions. Maximum respondent participation and complete survey responses can be ensured by reducing the survey time. Quiz mode or weighted modes allow the respondent to shuffle between questions and allows scoring of quizzes and can be used to complement other weighted scoring systems. 32 A flowchart depicting a survey construct is presented as Fig. 1 .

Survey validation

Validation testing though tedious and meticulous, is worthy effort as the accuracy of a survey is determined by its validity. It is indicative of the of the sample of the survey and the specificity of the questions such that the data acquired is streamlined to answer the questions being posed or to determine a hypothesis. 33 , 34 Face validation determines the mannerism of construction of questions such that necessary data is collected. Content validation determines the relation of the topic being addressed and its related areas with the questions being asked. Internal validation makes sure that the questions being posed are directed towards the outcome of the survey. Finally, Test – retest validation determines the stability of questions over a period of time by testing the questionnaire twice and maintaining a time interval between the two tests. For surveys determining knowledge of respondents pertaining to a certain subject, it is advised to have a panel of experts for undertaking the validation process. 2 , 35

Reliability testing

If the questions in the survey are posed in a manner so as to elicit the same or similar response from the respondents irrespective of the language or construction of the question, the survey is said to be reliable. It is thereby, a marker of the consistency of the survey. This stands to be of considerable importance in knowledge-based researches where recall ability is tested by making the survey available for answering by the same participants at regular intervals. It can also be used to maintain authenticity of the survey, by varying the construction of the questions.

Designing a cover letter

A cover letter is the primary means of communication with the respondent, with the intent to introduce the respondent to the survey. A cover letter should include the purpose of the survey, details of those who are conducting it, including contact details in case clarifications are desired. It should also clearly depict the action required by the respondent. Data anonymization may be crucial to many respondents and is their right. This should be respected in a clear description of the data handling process while disseminating the survey. A good cover letter is the key to building trust with the respondent population and can be the forerunner to better response rates. Imparting a sense of purpose is vital to ideationally incentivize the respondent population. 36 , 37 Adding the credentials of the team conducting the survey may further aid the process. It is seen that an advance intimation of the survey prepares the respondents while improving their compliance.

The design of a cover letter needs much attention. It should be captivating, clear, precise and use a vocabulary and language specific to the target population for the survey. Active voice should be used to make a greater impact. Crowding of the details must be avoided. Using italics, bold fonts or underlining may be used to highlight critical information. the tone ought to be polite, respectful, and grateful in advance. The use of capital letters is at best avoided, as it is surrogate for shouting in verbal speech and may impart a bad taste.

The dates of the survey may be intimated, so the respondents may prepare themselves for taking it at a time conducive to them. While, emailing a closed group in a convenience sampled survey, using the name of the addressee may impart a customized experience and enhance trust building and possibly compliance. Appropriate use of salutations like Mr./Ms./Mrs. may be considered. Various portals such as SurveyMonkey allow the researchers to save an address list on the website. These may then be reached out using an embedded survey link from a verified email address to minimize bouncing back of emails.

The body of the cover letter must be short, crisp and not exceed 2–3 paragraphs under idea circumstances. Ernest efforts to protect confidentiality may go a long way in enhancing response rates. 38 While it is enticing to provide incentives to enhance response, these are best avoided. 38 , 39 In cases when indirect incentives are offered, such as provision of results of the survey, these may be clearly stated in the cover letter. Lastly, a formal closing note with the signatures of the lead investigator are welcome. 38 , 40

Designing questions

Well-constructed questionnaires are essentially the backbone of successful survey-based studies. With this type of research, the primary concern is the adequate promotion and dissemination of the questionnaire to the target population. The careful of selection of sample population, therefore, needs to be with minimal flaws. The method of conducting survey is an essential determinant of the response rate observed. 41 Broadly, surveys are of two types: closed and open. Depending on the sample population the method of conducting the survey must be determined.

Various doctors use their own patients as the target demographic, as it improves compliance. However, this is effective in surveys aiming towards a geographically specific, fairly common disease as the sample size needs to be adequate. Response bias can be identified by the data collected from respondent and non-respondent groups. 42 , 43 Therefore, to choose a target population whose database of baseline characteristics is already known is more efficacious. In cases of surveys focused on patients having a rare group of diseases, online surveys or e-surveys can be conducted. Data can also be gathered from the multiple national organizations and societies all over the world. 44 , 45 Computer generated random selection can be done from this data to choose participants and they can be reached out to using emails or social media platforms like WhatsApp and LinkedIn. In both these scenarios, closed questionnaires can be conducted. These have restricted access either through a URL link or through e-mail.

In surveys targeting an issue faced by a larger demographic (e.g. pandemics like the COVID-19, flu vaccines and socio-political scenarios), open surveys seem like the more viable option as they can be easily accessed by majority of the public and ensures large number of responses, thereby increasing the accuracy of the study. Survey length should be optimal to avoid poor response rates. 25 , 46

SURVEY DISSEMINATION

Uniform distribution of the survey ensures equitable opportunity to the entire target population to access the questionnaire and participate in it. While deciding the target demographic communities should be studied and the process of “lurking” is sometimes practiced. Multiple sampling methods are available ( Fig. 1 ). 47

Distribution of survey to the target demographic could be done using emails. Even though e-mails reach a large proportion of the target population, an unknown sender could be blocked, making the use of personal or a previously used email preferable for correspondence. Adding a cover letter along with the invite adds a personal touch and is hence, advisable. Some platforms allow the sender to link the survey portal with the sender's email after verifying it. Noteworthily, despite repeated email reminders, personal communication over the phone or instant messaging improved responses in the authors' experience. 48 , 49

Distribution of the survey over other social media platforms (SMPs, namely WhatsApp, Facebook, Instagram, Twitter, LinkedIn etc.) is also practiced. 50 , 51 , 52 Surveys distributed on every available platform ensures maximal outreach. 53 Other smartphone apps can also be used for wider survey dissemination. 50 , 54 It is important to be mindful of the target population while choosing the platform for dissemination of the survey as some SMPs such as WhatsApp are more popular in India, while others like WeChat are used more widely in China, and similarly Facebook among the European population. Professional accounts or popular social accounts can be used to promote and increase the outreach for a survey. 55 Incentives such as internet giveaways or meet and greets with their favorite social media influencer have been used to motivate people to participate.

However, social-media platforms do not allow calculation of the denominator of the target population, resulting in inability to gather the accurate response rate. Moreover, this method of collecting data may result in a respondent bias inherent to a community that has a greater online presence. 43 The inability to gather the demographics of the non-respondents (in a bid to identify and prove that they were no different from respondents) can be another challenge in convenience sampling, unlike in cohort-based studies.

Lastly, manually filling of surveys, over the telephone, by narrating the questions and answer choices to the respondents is used as the last-ditch resort to achieve a high desired response rate. 56 Studies reveal that surveys released on Mondays, Fridays, and Sundays receive more traction. Also, reminders set at regular intervals of time help receive more responses. Data collection can be improved in collaborative research by syncing surveys to fill out electronic case record forms. 57 , 58 , 59

Data anonymity refers to the protection of data received as a part of the survey. This data must be stored and handled in accordance with the patient privacy rights/privacy protection laws in reference to surveys. Ethically, the data must be received on a single source file handled by one individual. Sharing or publishing this data on any public platform is considered a breach of the patient's privacy. 11 In convenience sampled surveys conducted by e-mailing a predesignated group, the emails shall remain confidential, as inadvertent sharing of these as supplementary data in the manuscript may amount to a violation of the ethical standards. 60 A completely anonymized e-survey discourages collection of Internet protocol addresses in addition to other patient details such as names and emails.

Data anonymity gives the respondent the confidence to be candid and answer the survey without inhibitions. This is especially apparent in minority groups or communities facing societal bias (sex workers, transgenders, lower caste communities, women). Data anonymity aids in giving the respondents/participants respite regarding their privacy. As the respondents play a primary role in data collection, data anonymity plays a vital role in survey-based research.

DATA HANDLING OF SURVEYS

The data collected from the survey responses are compiled in a .xls, .csv or .xlxs format by the survey tool itself. The data can be viewed during the survey duration or after its completion. To ensure data anonymity, minimal number of people should have access to these results. The data should then be sifted through to invalidate false, incorrect or incomplete data. The relevant and complete data should then be analyzed qualitatively and quantitatively, as per the aim of the study. Statistical aids like pie charts, graphs and data tables can be used to report relative data.

ANALYSIS OF SURVEY DATA

Analysis of the responses recorded is done after the time made available to answer the survey is complete. This ensures that statistical and hypothetical conclusions are established after careful study of the entire database. Incomplete and complete answers can be used to make analysis conditional on the study. Survey-based studies require careful consideration of various aspects of the survey such as the time required to complete the survey. 61 Cut-off points in the time frame allow authentic answers to be recorded and analyzed as compared to disingenuous completed questionnaires. Methods of handling incomplete questionnaires and atypical timestamps must be pre-decided to maintain consistency. Since, surveys are the only way to reach people especially during the COVID-19 pandemic, disingenuous survey practices must not be followed as these will later be used to form a preliminary hypothesis.

REPORTING SURVEY-BASED RESEARCH

Reporting the survey-based research is by far the most challenging part of this method. A well-reported survey-based study is a comprehensive report covering all the aspects of conducting a survey-based research.

The design of the survey mentioning the target demographic, sample size, language, type, methodology of the survey and the inclusion-exclusion criteria followed comprises a descriptive report of a survey-based study. Details regarding the conduction of pilot-testing, validation testing, reliability testing and user-interface testing add value to the report and supports the data and analysis. Measures taken to prevent bias and ensure consistency and precision are key inclusions in a report. The report usually mentions approvals received, if any, along with the written, informed, consent taken from the participants to use the data received for research purposes. It also gives detailed accounts of the different distribution and promotional methods followed.

A detailed account of the data input and collection methods along with tools used to maintain the anonymity of the participants and the steps taken to ensure singular participation from individual respondents indicate a well-structured report. Descriptive information of the website used, visitors received and the externally influencing factors of the survey is included. Detailed reporting of the post-survey analysis including the number of analysts involved, data cleaning required, if any, statistical analysis done and the probable hypothesis concluded is a key feature of a well-reported survey-based research. Methods used to do statistical corrections, if used, should be included in the report. The EQUATOR network has two checklists, “The Checklist for Reporting Results of Internet E-Surveys” (CHERRIES) statement and “ The Journal of Medical Internet Research ” (JMIR) checklist, that can be utilized to construct a well-framed report. 62 , 63 Importantly, self-reporting of biases and errors avoids the carrying forward of false hypothesis as a basis of more advanced research. References should be cited using standard recommendations, and guided by the journal specifications. 64

CHOOSING A TARGET JOURNAL FOR SURVEY-BASED RESEARCH

Surveys can be published as original articles, brief reports or as a letter to the editor. Interestingly, most modern journals do not actively make mention of surveys in the instructions to the author. Thus, depending on the study design, the authors may choose the article category, cohort or case-control interview or survey-based study. It is prudent to mention the type of study in the title. Titles albeit not too long, should not exceed 10–12 words, and may feature the type of study design for clarity after a semicolon for greater citation potential.

While the choice of journal is largely based on the study subject and left to the authors discretion, it may be worthwhile exploring trends in a journal archive before proceeding with submission. 65 Although the article format is similar across most journals, specific rules relevant to the target journal may be followed for drafting the article structure before submission.

RETRACTION OF ARTICLES

Articles that are removed from the publication after being released are retracted articles. These are usually retracted when new discrepancies come to light regarding, the methodology followed, plagiarism, incorrect statistical analysis, inappropriate authorship, fake peer review, fake reporting and such. 66 A sufficient increase in such papers has been noticed. 67

We carried out a search of “surveys” on Retraction Watch on 31st August 2020 and received 81 search results published between November 2006 to June 2020, out of which 3 were repeated. Out of the 78 results, 37 (47.4%) articles were surveys, 23 (29.4%) showed as unknown types and 18 (23.2%) reported other types of research. ( Supplementary Table 1 ). Fig. 2 gives a detailed description of the causes of retraction of the surveys we found and its geographic distribution.

A good survey ought to be designed with a clear objective, the design being precise and focused with close-ended questions and all probabilities included. Use of rating scales, multiple choice questions and checkboxes and maintaining a logical question sequence engages the respondent while simplifying data entry and analysis for the investigator. Conducting pilot-testing is vital to identify and rectify deficiencies in the survey design and answer choices. The target demographic should be defined well, and invitations sent accordingly, with periodic reminders as appropriate. While reporting the survey, maintaining transparency in the methods employed and clearly stating the shortcomings and biases to prevent advocating an invalid hypothesis.

Disclosure: The authors have no potential conflicts of interest to disclose.

Author Contributions:

• Conceptualization: Gaur PS, Zimba O, Agarwal V, Gupta L.
• Visualization: Gaur PS, Zimba O, Agarwal V, Gupta L.
• Writing - original draft: Gaur PS, Gupta L.

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How to Write a Cover Letter: A Complete Guide for 2020

Kate williams.

24 March 2022

The job-hunting process can be exhausting. Searching for job offers, preparing a resume, following up, and finally, attending the interview, and facing the interviewer. But do you know what else is dreary? When all these efforts go down the drain.  There might be several reasons why you didn’t make it up to the mark, and one of them undoubtedly is the absence of an effective cover letter.

Type in “cover letter” on Google, and you get a number of tricks and tips. Well if you are a beginner, then you need a complete guide, to guide you from the A to Z of cover letter making. Voila, you are at the right place and without much ado, let’s see how to write a cover letter that does the work.

What is a cover letter?

A cover letter is nothing but an introductory letter, that is addressed to the officials of an organization where you have applied for a job position. A cover letter is no place for bluffing. It should be to the point and introduce you personally as well as professionally.

A cover letter helps the interviewer to gauge your communication skills and view how you see yourself as a professional. Thus, the tone of the letter matters. Make it sound optimistic, enthusiastic, but not persuasive.

Why is a cover letter necessary?

Many a time, you might have steered past the optional button near the cover letter column when applying for a job. According to Michael Tomaszewski, a certified career expert, and resume writer, nearly 77% of the recruiters prefer candidates who send-in cover letters even when it is optional. But, only 35% of the candidates attach a cover letter when it’s optional, and around 38% do it when it’s mandatory.

And that’s what the stats say. So, if you attach a cover letter, you are among the top few candidates who did so, and being among the top 38% isn’t a position you want to miss.

Furthermore, two reasons why recruiters give preference to candidates with a cover letter:

Makes you appear as a serious candidate

Preparing a cover letter isn’t easy. From typos to getting the tone incorrect, plenty of things can go wrong. If a candidate takes such risks to impress the recruiters, why shouldn’t they be impressed? Attaching a cover letter makes you appear as a serious candidate who knows what he/she is signing up for.

Gives insight about your skillset

A cover letter isn’t the elaborate version of a resume; rather, it complements the statements you made in the latter. It describes in detail how you managed to use your skillset for the successful completion of your duties. This can impress the recruiter and thereby, increase your chance of securing the job.

Reasons enough to make a cover letter?

How to Write a Cover Letter: The Ultimate Checklist

Writing a cover letter can be a daunting task if you aren’t sure of what to include and what not to. Before you start writing, think of all the points that can make you a unique talent among thousands of candidates that apply for the job. Here’s a checklist on what to include and what not to, and the dos and don’ts.

What to include in a cover letter:

• Your address and contact details
• Brief introduction about yourself
• Address the person (official) you are writing to
• Mention the job position you are applying for
• Mention your skillset
• Explain how your skill set matches the job profile
• Why do you prefer to work with them
• Prompt the recruiter to go through the resume and additional documents
• Conclude on a friendly note and include a compelling call to action

What not to include in a cover letter:

• Irrelevant skills or achievements
• Expected salary or other benefits
• Negative comments about your previous job
• Misleading information about yourself
• Personal reasons to apply for the job

The Do’s of a cover letter

• Do use jargons related to the job position
• Do use keywords mentioned in the job description
• Do mention the internal referrer name (if any)
• Do get the cover letter peer-reviewed

The Don’ts of a cover letter

• Don’t have typos and grammatical errors
• Don’t use readymade templates
• Don’t write in long paragraphs
• Don’t exceed the maximum limit (max. one page)
• Don’t use over-flattering words

How to make a cover letter: a step-by-step guide

A cover letter can be divided into five parts: The header, the salutation, the body of the letter, the conclusive para along with a call to action, and the signature.

1. The header

The header or the first section of the cover letter is where you include your address and the recruiter’s address. This is an essential part of every cover letter and shouldn’t be excluded at any cost unless if you are sending it as a mail. In that case, you can include your address after the signature, and the recruiter’s address isn’t a necessity.

Here’s what to include in your address

• Your first name and surname
• Street address
• City and Zipcode/Pin code
• Phone number with country code
• Your professional email
• LinkedIn credentials (optional)

While choosing the style (fonts and themes), make sure that you list out the components of your address in such a way that it is easily readable. Avoid using italics or any unnecessary fonts to type your header section. Use a professional font and also stay away from colors in this section of the cover letter.

2. The salutation

Addressing the employer/recruiter by name will impress the reader and shows that you have done your bit of research about the company. You can get the name of the recruiter either from the job posting notice or from the company’s website.

Whatever you do, try to obtain the employer’s details and, make sure that you don’t use “To Whomsoever It May Concern” or “Respected Sir/Madam”.

3. The body of the letter

The body of the letter informs the employer about the position you are applying for, your skillset, what makes you an eligible candidate for the job, and the follow-up procedures. This section of the cover letter is further structured into three paragraphs for better readability and understanding:

The First Paragraph

The first paragraph is the bait you prepare to attract the reader. If this para isn’t exciting enough, then no employer is going to read your letter further. The paragraph should include the details of the job position you applied for and how your skills and goals align with that of the job.

To make this para enjoyable, you need to have thorough knowledge about the job position, beyond what was mentioned in the job description.

The Mid Para

The Mid Para is where you offer value to the employer. If you have mentioned about any achievements from your past role in the resume, this is the place where you explain how you achieved the feat. You could draw references from your resume, but avoid copying the sentences as such. If you play it smart, you can prompt even the employer to go through your resume as well.

You are free to use bold letters and bullet points to grab the attention of the reader, but follow a scheme and ensure the flow of reading isn’t disturbed. If you mention some figures that are crucial to your previous achievement, you can bold it. If there is more than one achievement you need to mention, then use bullet points.

The Final Para

The final paragraph is where you can impress the employer with the knowledge you have about the company. But mention only relevant facts. The employer doesn’t want to know the founding members, or established date of the company. Instead, draw a comparison with the company’s mission and your personal goals, and illustrate how it aligns perfectly. Give the recruiter a solid reason to follow up and consider you as a serious candidate.

4. The conclusive para/ CTA para

Choose an appropriate call to action based on your final para.

Along with the CTA, try to include a brief summary of the points mentioned in the body of the letter and gently remind the employer why you value this job position.

Eg. I am keen on meeting you in person and would love to know more about the job position as it aligns with my goals. I am available at so and so hours of the day for a phone call to discuss how I can help the company with the XYZ issues.

Once you have completed your conclusive para, end the letter with a formal closing like Sincerely, or Yours Truly. Make sure you don’t resort to informal closings like cheers, or lovingly as the goal is to maintain a formal tone throughout the letter.

5. The Signature

The format for the signature section of the cover letter depends on the way you plan to send the letter.

Hard copy Sincerely/Yours Truly, (Space for Signature) Name

Email Sincerely/Yours Truly, Name Address City and Zipcode/Pin code Email Phone number with country code

3 bonus tips to make an effective cover letter

By now, you might be having an overview of how to make a cover letter. Once you have drafted a rough copy, use these three bonus tips to make your cover letter even more compelling.

1. Start with a passion/humor/creativity

Instead of “I am writing this letter to apply for XYZ position…”, start the cover letter with a short, yet catchy story that clearly showcases your passion for the role. This not only helps to grab the attention of the recruiter but also tells them how serious you are about the job.

2. Limit your achievement to two

If you have a number of achievements to share, control your instincts. Select two of the most relevant ones. If you go overboard with your achievements, not only you won’t have space to explain how you managed to achieve it, but also it bores the reader.

3. Be precise and to the point

This can be tricky because whatever you do, there might be a sentence or two that flatters you or the company in some ways. In that case, consider the three questions mentioned below and check if your cover letter answers it impressively.

• Who are you (professionally)?
• Why this role and company?
•  What makes you unique?

If you have managed to answer these three questions, then your cover letter offers the value it is supposed to.

Once you have the final copy in hand, pass it onto your peers for review. Implement the constructive feedbacks and then go for the second round of review as well. The more your letter gets reviewed, the more refined it becomes, and the more refined it is, the more chances that the employer would read it till the end.

Congratulations, we have just cracked the ultimate guide on how to write a cover letter . Whatever you scribble on your cover letter, make it unique. Uniqueness is rare, and companies’ value that. Your zest and zeal for the job role should be conveyed throughout, and passion should prevail over the needs.

What are you waiting for? Take a print out of this guide, write a cover letter, and grab the opportunity.

Cheers for being one step closer to your dream job!!

Content Marketer at SurveySparrow

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