Options for sending back paper questionnaires to us
Here at QoWL we are often asked by the organisations we work with how they should arrange to receive any paper based questionnaires that are requested. Understandably most people in most organisations do not want their colleagues or bosses to see their confidential responses and so they would prefer if their questionnaires are sent directly to the analysts at QoWL However, whilst this is a possible solution it is an expensive and sometimes inconvenient one. In many cases organisations prefer to use their internal mail systems to receive and store the questionnaires, then after the survey is completed to package the envelopes containing the questionnaires together and send to QoWL in one pack. There are a number of solution to this dilemma, which we have put together with a short explanation below. More information about how to improve postal response rates can be found here.
Option: 1 |
Comment |
|---|---|
Address To: |
Organisation's HR department |
Via: |
Internal mail |
Advantages: |
Appears from internal source – which can be good if source is highly trusted |
Disadvantages: |
Appears from internal source – which can be bad if source is not trusted that much – this can reduce responses. |
Option: 2 |
Comment |
|---|---|
Address To: |
QoWL, c/o Organisation's. HR department |
Via: |
Internal mail |
Advantages: |
Appears from external source & internal; Admin and postage costs are minimal |
Disadvantages: |
Internal relationship still obvious; Requires HR person to box up and send at intervals / at end; Response rate may be affected |
Option: 3 |
Comment |
|---|---|
Address To: |
QoWL, via Internal Mail |
Via: |
Internal mail |
Advantages: |
Appears from external source; Admin and postage costs are minimal; Internal relationship minimally obvious |
Disadvantages: |
Requires Post room (or maybe HR) person to box up and send at intervals / at end; Response rate may be mildly affected |
Option: 4 |
Comment |
|---|---|
Address To: |
QoWL, addressed. No stamp |
Via: |
Internal mail or Royal Mail: some with stamps & many with no stamps |
Advantages: |
Appears from external source internal relationship not obvious; Most can be intercepted by post room; Admin and postage costs are small |
Disadvantages: |
Requires Post room / HR person to box up and send at intervals / at end; Annoys people that there is no stamp; annoyed people complain or ask for guidance (staff cost); Failed to deliver & penalty for ‘no stamp’ charges charged to QoWL; Response rate may be mildly affected |
Option: 5 |
Comment |
|---|---|
Address To: |
QoWL, addressed, Pre-franked or business reply service |
Via: |
[Internal mail], Royal Mail |
Advantages: |
Appears from external source internal relationship (if any) not obvious; [Although if necessary most can be intercepted by post room ] ; Admin and postage costs are medium (if business reply then only those used are charged) |
Disadvantages: |
Straightforward – people can choose internal mail or external mail; Good response rate |
Option: 6 |
Comment |
|---|---|
Address To: |
QoWL, addressed, with stamp |
Via: |
[Internal mail], Royal Mail |
Advantages: |
Appears from external source internal relationship (if any) not obvious; [Although if necessary most can be intercepted by post room ]; Likely better response rates with stamp; Admin and postage costs are large (as all envelopes need a stamp) |
Disadvantages: |
Straightforward – people can choose internal mail or external mail; May appear extravagant; People may steal stamps; Likely to be the best response rate. |
What should be on the envelope?
As described above, the actual addressee can make a difference to response rate. When sent via internal mail we recommend the following:
INTERNAL POST
ADDRESSEE ONLY
QoWL Research
Your organisation's name Survey
Department of Psychology
University of Portsmouth
Portsmouth P01 2DY
