Want Feedback On Your Programs/Services? Here’s A Recipe For How To Get It!

Introduction

The key to making an impact is listening.

A user feedback survey is more than just a few checkboxes—done right, it’s a foundation for continuous improvement, building deeper trust, and achieving better outcomes.

In this post, you’ll get my recipe for:

• A ready-to-use Program/Service Satisfaction Survey
• A 3-Part Email Sequence designed to maximize survey responses
• Actionable tips for making the survey feel meaningful (so people want to fill it out)

Let’s get started.

Why Feedback Matters

Collecting feedback via a survey:

• Reveals what’s working, and what isn’t
• Shows users that their voice counts
• Empowers you to make changes that increase satisfaction & retention
• Builds credibility (“we care”, “we improve”), which powers trust, fundraising, engagement, and more…

The Survey

Adjust wording as needed for your audience. (Embed this in your website, link via email, or print if needed.)

Introduction
Thank you for taking a few minutes to share your thoughts! Your feedback helps us improve our [programs/services] and ensure we’re meeting your needs. This brief survey should take less than 3 minutes.

Section 1 – About Your Experience

1. Which of our [programs/services] did you participate in?
   • Program/Service A
   • Program/Service B
   • Program/Service C
   • Other (please specify)
2. Overall, how satisfied are you with your experience [in this Program/using this Service]?
   • Very satisfied
   • Satisfied
   • Neutral
   • Dissatisfied
   • Very dissatisfied
3. How helpful was this [Program/Service] in meeting your needs?
   • Extremely helpful
   • Very helpful
   • Somewhat helpful
   • Not very helpful
   • Not at all helpful

Section 2 – Quality
4. How would you rate the following?

• Ease of accessing the [program/service] — Excellent / Good / Fair / Poor
• Quality of information/resources provided — Excellent / Good / Fair / Poor
• [Support/Service] from [staff/volunteers] — Excellent / Good / Fair / Poor
• Overall [program/service] value — Excellent / Good / Fair / Poor

Section 3 – Impact
5. As a result of this [program/service], do you feel… (check all that apply)

• More informed
• More supported
• More connected to the community
• Better prepared to [your outcome]
• Other (please specify)

1. What was the most valuable part of the [program/service] for you? (Text-Area Field)
2. What could we improve to make the [program/service] better? (Text-Area Field)

Section 4 – Future Involvement
8. Would you recommend this [program/service] to a friend or colleague?

• Definitely yes
• Probably yes
• Not sure
• Probably not
• Definitely not

1. Are you interested in updates about future [programs/services], events, or volunteer opportunities?
   • Yes, please keep me updated
   • No, thank you

(Optional: If yes, collect email.)

Closing Message
Thank you for your feedback! Your responses will directly help us improve and grow our [programs/services] to better serve you and our community.

The Email Sequence: Inviting & Reminding

Here’s a sequence of three emails to send (over about 7 days) to promote completion of the survey. Adjust wording and spacing as needed for your audience.

Email 1 – Initial Invitation
Subject: Your Feedback = Better [Programs/Services] 💡

Hi [First Name],

Your experience with us matters.

At [Your Business/Organization Name], we’re always working to make our [programs/services] more impactful for [the people we serve/our customers]. The best way to do that? Listening to you.

→ Would you take just 3 minutes to complete our short Satisfaction Survey?

Your feedback will directly shape how we improve and expand our [programs/services]—helping us reach more people, and serve [our community/you] better.

[Take the Survey Now] (Button or Link)

Thank you for helping us build something better together.

With gratitude,

[Your Name]
[Title]
[Business/Organization Name]

Email 2 – Reminder (Send 2-3 days after Email 1)
Subject: “Ready to share your thoughts?”

Hi [First Name],

We don’t want you to miss this chance.

If you haven’t filled out our brief Satisfaction Survey yet, there’s still time! Your feedback will directly help us improve and grow.

It takes just 3 minutes, but the impact lasts far longer. Every response helps us make our [programs/services] better.

→ [Complete the Survey Today] (Button or Link)

Your Feedback = Meaningful Change

Thank you,

[Your Name]

Email 3 – Final Call (Send 5-7 days after Email 1)
Subject: “Last Chance To Share Your Thoughts”

Hi [First Name],

Our Satisfaction Survey closes soon, and we don’t want to move forward without your feedback.

By taking just 3 minutes, you’ll help us:

→ Improve our [programs/services]
→ Create new opportunities
→ Serve more people more effectively

Your feedback truly makes a difference.

→ [Take the Survey Before It Closes]

Thank you for standing with us and for helping shape the future of [Business/Organization Name].

With appreciation,

[Your Name]

Tips to Increase the Response Rate & Make the Survey Feel Valuable

• Transparency: Tell people why their feedback matters and how you’ll use it.
• Clarity: Keep the survey short (this one is ~3 minutes), use simple, clear language.
• Incentives (if possible and where it makes sense): A small thank you (could be recognition, entry into a drawing, etc.) can help.
• Follow-up: After the survey closes, share what you learned & what changes you’ll make. That shows people their voice had a real impact.
• Mobile friendly: Many will open on phones—make sure the survey and emails are mobile responsive (they look good and function on phone, laptop, desktop, and tablet devices).