Formatting a Mail Questionnaire  Appearance and placement of questions on page(s)  A well-planned and constructed questionnaire will increase response rate

Components Instructions –Respondent’s roadmap Transitional phrases –Changing topics Graphics –Arrows, tables, logos, hats Paper color Arrangement of questions and options –Page or column width –Vertical or horizontal –Easy to difficulty Coherent grouping of questions –Get the first one right –Put the demographics at the end

Arrangement of Options  Names and addresses of person to whom the questionnaire should be returned on questionnaire and self- addressed stamped envelope  Identification number- tell what it is and why it is used

Writing Options for Mail Questionnaires  Well-written close-ended options are more likely to elicit reliable and accurate responses and give you the information you want  Good_ _ _ _ _ _ _ _ _ Bad  SA AN D SD  Independent alternatives – not meant to be ordered –Were you in 4-H? ___ Yes ___ No  If yes, then how many years________

Writing Options  Include all possible alternatives  Make options mutually exclusive –Age ranges  (20-30)  (31-40)  (41-50)  Include a don’t know option  Provide memory cues  Choose appropriate presentation and arrangement for your options –Implications for coding, entering, and analyzing data Balance points along a scale

Obtaining Response to a Mail Survey  What motivates individuals to respond? –Hope to obtain a reward –All activities incur a cost –People want to keep costs below rewards they expect to receive

What You Can Do To Maximize Survey Response  Minimize cost for responding  Maximize the rewards to responding  Establish trust that the rewards will be delivered  Time, physical/mental effort, personal risk, subordination to the evaluator, direct monetary costs  Positive regard, expression of appreciation, being consulted, supporting ones values, tangible items  Associate with legitimate organization include tokens of trust, promises of future rewards

Communicating With Respondents  Pre-letters—inform them of pending questionnaire  Cover Letters—Very Important  Reminder Card—an inoffensive reminder  Follow-up—essential to obtain maximum response

Key Parts of Cover Letters For Mailed Surveys  Identify the usefulness of the study  Indicate that their response is important  Indicate that their information will be treated confidentially  Other –Offer to send a summary of the results –Offer to replace questionnaire –Offer to answer questions –Include postage-paid, pre-addressed return envelope

Procedural Considerations  Assign responsibilities  Number of questionnaires  Mailing pointers  Send to place most likely to be completed  Make it attractive  Consider first impression  Speed of response –Timing and survey schedule is important Plan 1.Who 2.What 3.Why 4.When 5.How

How Much is Enough?  Rule of thumb  Get 25% on the first wave  Get 15% on the second wave  Get 10% on the last wave  When to stop? –After follow up with mail and phone 50%

Summary  Components and Arrangement  Writing Options  Maximize Response Rates  Communication Via Cover Letter and on Survey  Procedure