How can I write an invitation that explains what a feedback survey is for?

Answer three questions in plain language: Why are you asking? What should people comment on? What are you asking them to do? Those points make the survey feel purposeful rather than like an unexplained request.

A useful pattern is: “We’re asking for feedback about [specific experience or topic] so we can understand [what you want to learn]. Please share your views on [specific aspects].” Keep the purpose as narrow as the survey itself. If it is about a recent workshop, for example, do not describe it as a survey about all services.

Then add a separate participation sentence, such as: “The survey has [number] questions and should take about [estimated time] to complete.” Use that only when those details are known. If you do not know the time, omit it rather than guessing.

Choose wording that matches what will actually happen. If responses will be reviewed during planning, you might say, “We’ll use the feedback to inform our planning.” If the next step is not settled, say, “Your feedback will help us understand what is working and what may need attention.”

Avoid claims such as “Your feedback will make a difference” or “We’ll make the changes you request” unless you can support them. A survey invitation can explain the intended use, but it cannot guarantee a particular decision or outcome. If you cannot yet say how responses will be handled, do not imply a process; ask the survey owner to confirm it before sending.

Here is a copyable draft. Replace the bracketed details with confirmed information and remove any line that does not fit:

“Tell us about [specific experience or topic]

We’re asking for feedback about [specific experience] to understand [what you want to learn]. Please share your views on [two or three relevant aspects]. We’ll use responses to [accurate intended use, such as inform planning].

The survey has [number] questions and should take about [estimated time]. Please respond by [date, if applicable]. [Optional: You may skip questions you do not wish to answer, if that is permitted by the survey.] Thank you for considering sharing your feedback.”

For instance, a team collecting comments after a training session could say: “We’re asking for feedback about the recent training session to understand which parts were useful and what could be clearer. We’ll use responses to inform planning for future sessions.” That wording names a purpose without claiming that any particular change will follow.

Read the invitation beside the survey itself. Make sure the stated topic matches the questions, the requested response is obvious, and every practical detail is confirmed. Remove broad claims or reassuring language that the survey owner has not verified.

A compact final check:

1. Name the specific experience or topic.
2. Say what you hope to learn or understand.
3. Explain the intended use of feedback accurately, without guaranteeing outcomes.
4. State the response requested and include only confirmed time, deadline, or question-count details.
5. Check that the invitation’s wording matches the survey and any choices participants are actually offered.

When an important detail is unknown, leave a placeholder while drafting and get confirmation before sending. A clear invitation is better than a polished one that sets expectations the survey cannot meet.