Communication templates for engagement survey campaigns

Use these ready-to-customize communication templates to support your engagement survey at every stage — before launch, during the survey window, and after the survey closes. Each template is available in two versions: an email format and a Slack/Teams announcement format.

Before You Begin

• Decide who will send or co-sign each communication (executive sponsor, HR lead, or People team).
• Confirm your survey launch date, close date, and planned results-sharing timeline.
• Review your organization's confidentiality settings so you can accurately describe them to employees.
• Ensure your email allowlist is configured before sending survey notifications.

Section 1: Pre-Launch Communications

Send these communications 5–7 days before the engagement survey opens. Pre-launch messaging is associated with significantly higher participation rates. The goal is to set expectations, build trust in confidentiality, and explain why employee voices matter.

1A. Email — Version 1 (Executive Sponsor)

Subject: Your Voice Matters — Our Engagement Survey Launches [Date]

Hi Team,

I'm excited to share that on [Launch Date], we'll be launching our [next / first] employee engagement survey through 15Five Engage. This is your opportunity to share honest, candid feedback about your experience at [Organization Name] — and I want you to know that we're committed to listening and taking action on what we hear.

Why we're doing this:
We believe that building a great workplace starts with understanding what's working and what isn't — directly from you. This survey uses a science-backed framework to measure the specific drivers of engagement, so we can focus our energy where it will make the biggest difference for your day-to-day experience.

What to expect:

• Quick and focused: The survey takes approximately 6 minutes to complete.
• Confidential: Your individual responses are never shared with your manager or anyone else. Results are reported only in aggregate for groups of 5 or more, so no one can identify how you personally responded.
• Actionable: We're not collecting feedback to file it away. The platform's analytics help us identify the areas that matter most, and our leadership team will use the results to prioritize meaningful improvements across the organization.
• Anonymous open-text feedback: You'll also have the opportunity to share written comments that are presented anonymously and in aggregate.

What happens after:
Once the survey closes, our HR and leadership team will review the results, identify key themes, and share a summary of findings along with the specific actions we plan to take. You'll hear back from us within [2–3 weeks] of the survey closing.

You'll receive a unique survey link via email [and/or SMS] on [Launch Date]. Please take a few minutes to share your perspective — every response helps us build a stronger [Organization Name].

Thank you for being part of this,
[Executive Name]
[Title]

1B. Email — Version 2 (HR / People Team)

Subject: Coming [Date]: Your Chance to Shape Our Workplace

Hi [First Name / Team],

We're launching an engagement survey on [Launch Date] and we want to make sure you know what's coming and why it matters.

At [Organization Name], we're committed to creating a workplace where people thrive. But we can only do that if we truly understand your experience — the good, the challenging, and everything in between. That's why we're using 15Five Engage, a platform built on validated research frameworks that measures the real drivers of engagement, not just surface-level satisfaction.

Here's what you need to know:

1. It's quick. The survey takes about 6 minutes. You'll rate statements about your work experience and have the option to leave written feedback.
2. It's confidential. Your responses are confidential and reported only in aggregate. Results are displayed only for groups with [5] or more responses, so your individual answers can't be identified. 15Five does not disclose who participated or who didn't.
3. It drives real change. This isn't a check-the-box exercise. The platform helps us identify the highest-leverage areas for improvement, and our leadership team will share results and next steps with you after the survey closes.
4. Your eNPS matters too. You'll also answer a quick Net Promoter Score question that helps us track overall sentiment over time and benchmark against industry peers.

How to participate: You'll receive a unique survey link via email [and/or SMS] on [Launch Date]. The survey will remain open until [Close Date].

Your voice is what makes this valuable. We appreciate you taking the time.

Best,
[HR / People Team Contact Name]
[Title], [Organization Name]

1C. Slack / Teams — Version 1

📣 Our engagement survey launches [Launch Date]!

We're using 15Five Engage to hear directly from you about what's working and where we can improve at [Organization Name].

⏱️ ~6 minutes to complete
🔒 Confidential — individual responses are never shared; results shown only for groups of 5+
🎯 Actionable insights — analytics help us focus on what will move the needle most
✅ Real follow-through — leadership will share results and commit to specific next steps

You'll get a unique survey link via email on [Launch Date]. Please take a few minutes to share your perspective — every response counts.

Questions? Reach out to [HR Contact Name / Channel].

1D. Slack / Teams — Version 2

🌟 Your voice shapes our workplace — engagement survey coming [Launch Date]

Hey team! On [Launch Date], you'll receive a link to our engagement survey powered by 15Five Engage. Here's the quick rundown:

📋 What: A science-backed survey measuring the real drivers of engagement — not just "are you happy?"
⏰ How long: About 6 minutes
🔐 Privacy: Fully confidential. No one sees your individual answers. Written feedback is anonymous and aggregated.
📈 What happens next: Leadership and HR will review results, share key themes, and commit to specific actions within [2–3 weeks] of close.

This is how we make [Organization Name] a better place to work — together. Watch your inbox on [Launch Date] for your personal survey link! 🚀

Section 2: During Survey — Low Response Rate Nudges

Send these communications to managers and leaders whose teams or groups have response rates below your target (typically below 70–80%). These are designed to be forwarded or adapted by managers to encourage their teams. Send 3–5 days into the survey window.

2A. Email to Managers — Version 1 (Supportive)

Subject: Your Team's Survey Response Rate Needs a Boost — Here's How You Can Help

Hi [Manager Name],

Thank you for supporting our engagement survey. I wanted to flag that your team's response rate is currently at [X%], which is below our target of [80%]. We have [X days] remaining before the survey closes on [Close Date].

Higher participation means more accurate, actionable insights for your team specifically. When response rates are low, results may not meet the confidentiality threshold (minimum of [5] responses), which means you won't have visibility into your team's engagement data.

Here are a few things you can do:

• Mention it in your next 1:1 or team meeting. A simple "Have you had a chance to complete the engagement survey?" goes a long way.
• Reinforce confidentiality. Some team members may hesitate because they're unsure if responses are truly private. Reassure them: individual responses are never shared, and results are only shown in aggregate for groups of [5]+.
• Share why it matters to you personally. Let your team know that you genuinely want to hear their feedback so you can take action to improve their experience.
• Give them time. Consider dedicating 10 minutes at the start of a meeting for people to complete the survey on the spot.

If you'd like to check your team's current response rate, you can view it in the Campaign Progress section of 15Five Engage.

Thank you for championing this — your team's voice matters.

[HR / People Team Contact Name]
[Title]

2B. Email to Managers — Version 2 (Urgency)

Subject: [Action Needed] Engagement Survey Closes [Close Date] — Your Team Is at [X%]

Hi [Manager Name],

Our engagement survey closes in [X days] on [Close Date], and your team's response rate is currently [X%]. We need to get this up to ensure your team's results are visible and actionable.

Why this matters for you specifically:

• If your group has fewer than [5] responses, results won't be displayed for your team due to our confidentiality threshold. That means no engagement data or insights for your group.
• Higher response rates produce more reliable data. The insights you'll use to support your team are only as strong as the participation behind them.

Recommended actions before [Close Date]:

1. Send a direct message to your team (sample below) encouraging them to complete the survey.
2. Bring it up in your next team standup or meeting — even 30 seconds of encouragement makes a difference.
3. Offer dedicated time — "Let's take the first 5 minutes of this meeting for everyone to complete the survey."

Sample message you can send to your team:
"Hi team — quick reminder that our engagement survey closes on [Close Date]. It takes about 6 minutes and your responses are completely confidential. I genuinely want to hear your feedback so I can take action on what matters most to you. If you haven't completed it yet, please take a few minutes today. Thank you!"

Thank you for your leadership on this.

[HR / People Team Contact Name]
[Title]

2C. Slack / Teams to Managers — Version 1

👋 Managers — your team's engagement survey response rate needs attention

The survey closes on [Close Date] and some teams are below our [80%] target. Here's how you can help:

🗣️ Mention it in your next 1:1 or team meeting
🔒 Reassure your team that responses are confidential — individual answers are never shared
⏰ Offer 5–10 minutes of meeting time for people to complete it on the spot
📊 Remind them: if fewer than [5] people respond, your team's results won't be visible

Check your team's response rate in the Campaign Progress section of 15Five Engage. Every response helps you get better data to support your team. 🙏

2D. Slack / Teams to Managers — Version 2

⚠️ [X days] left — engagement survey closes [Close Date]

Managers: if your team's response rate is below [80%], now is the time to act. Without enough responses, you won't have engagement insights for your group.

Quick wins:
1️⃣ Drop a quick message in your team channel: "Please take 6 minutes to complete the engagement survey — your feedback directly shapes the actions I take to improve our team's experience."
2️⃣ Dedicate the first 5 minutes of your next meeting to survey completion
3️⃣ Emphasize that responses are confidential and results are aggregated — no one sees individual answers

Your team's voice = your team's data = your ability to take targeted action. Let's get those numbers up! 💪

Section 3: Post-Survey Communications

Send these communications within 1–3 days of the survey closing. The goal is to thank employees for participating, set expectations for how results will be reviewed, and demonstrate that leadership is committed to taking action. Closing the loop is critical for maintaining trust and driving participation in future surveys.

3A. Email — Version 1 (Thank You + What's Next)

Subject: Thank You for Your Feedback — Here's What Happens Next

Hi Team,

Thank you to everyone who completed our engagement survey. We had a [X%] response rate, and your willingness to share honest feedback is what makes this process meaningful.

So what happens now?

Your responses don't sit in a report — they drive real decisions. Here's our plan:

1. Leadership and HR review (this week): Our HR team and senior leaders are reviewing the full results, including engagement scores, driver analysis, eNPS trends, and the insights that identify where improvement will have the greatest effect.
2. Manager insights (within [2 weeks]): Managers with sufficient team responses will receive their team-level results, including heat maps and recommended focus areas, so they can better understand and support their teams.
3. Organization-wide summary (within [2–3 weeks]): We'll share a summary of key themes, strengths, and the specific actions we're committing to. You'll see what we heard and what we're doing about it.

We believe that asking for feedback comes with a responsibility to act on it. That's exactly what we intend to do.

Thank you for helping us build a better [Organization Name].

[Executive Name or HR Contact]
[Title]

3B. Email — Version 2 (Results Preview + Action Commitment)

Subject: We Heard You — Engagement Survey Results & Our Commitment to Action

Hi Team,

Our engagement survey is now closed, and I want to start by saying thank you. [X%] of you took the time to share your perspective, and that level of participation gives us a strong foundation to work from.

What we're seeing so far:
[Customize this section with 2–3 high-level findings once results are reviewed. Examples below:]

• [Our overall Engagement Score is X, which is [above/below/in line with] our industry benchmark.]
• [Team members rated [Driver Name] as a clear strength, reflecting the investment we've made in [area].]
• [Our analysis identified [Driver Name] as the area where improvement would most increase overall engagement.]

Our commitment to you:

1. Transparent sharing: We will share a more detailed summary of results, including key themes from your written feedback, within [2–3 weeks].
2. Leadership follow-through: HR and leadership will identify the highest-impact focus areas and develop concrete plans with clear owners and timelines — not vague commitments.
3. Ongoing measurement: We'll continue surveying on a [quarterly / bi-annual] cadence so we can track whether our actions are making a difference and adjust course as needed.

Your feedback is the starting point, not the end point. We're committed to turning what you told us into meaningful improvements.

If you have questions about the process or want to learn more about how results are used, please reach out to [HR Contact Name] or [Channel].

With gratitude,
[Executive Name]
[Title], [Organization Name]

3C. Slack / Teams — Version 1

🎉 Our engagement survey is closed — thank you!

We had a [X%] response rate — thank you to everyone who shared their feedback.

Here's what happens next:
🔍 This week: HR and leadership are reviewing the full results, including engagement drivers and eNPS trends
📋 Within [2 weeks]: Managers receive team-level results to better understand and support their teams
📢 Within [2–3 weeks]: We'll share an org-wide summary of key themes and the actions we're committing to

Asking for your feedback means we're committed to acting on it. Stay tuned. 🙏

3D. Slack / Teams — Version 2

✅ Engagement survey complete — [X%] of you participated!

That's a strong signal that you care about making [Organization Name] a great place to work — and we take that seriously.

What we're doing with your feedback:
🧠 Analyzing engagement drivers to identify the highest-leverage areas for improvement
🎯 HR and leadership will develop concrete plans with clear owners and timelines
📊 We'll share a transparent summary of findings and planned actions within [2–3 weeks]
🔄 We'll survey again in [quarter/timeframe] to measure progress

Your voice drives change here. Thank you for using it. 🌟

Confidentiality Talking Points

Use these points when employees or managers ask about how survey data is handled:

• Responses are confidential, not anonymous — they are linked to accounts for grouping but never surfaced individually.
• Results are displayed only for groups with [5] or more responses (configurable to 3 or 4).
• 15Five does not disclose which employees participated or declined.
• Written feedback is presented in aggregate and filtered by only one group type at a time.
• Contact information is encrypted and never shared or sold.

For full details, see How does engagement survey confidentiality work in 15Five?

Recommended Communication Timeline

Related Articles

• Create an engagement campaign
• Configure Engagement Survey Settings Before Launching a Campaign
• How does engagement survey confidentiality work in 15Five?
• Track response rates for an active engagement campaign
• Set up your engagement survey allowlist
• Download Executive Results Deck and Manager PDFs
• Create an Action Plan from Engagement Survey Results
• Engagement Campaigns in 15Five — Overview