research interview request email template

How to Request a Research Interview

A research interview is one in which the point of the interview itself is to gather information for a research project, such as a thesis, dissertation, published report or any other document that requires in-depth analysis. The people you approach for this type of project might include professors, industry experts or high-level professionals known for their insight and knowledge.

Approach Appropriate Sources

When you're doing a large research project, it can be frustrating to narrow the focus and the participants, particularly when it comes to assessing the types of information you need. However, the more precise and targeted you can be when requesting a research interview, the more likely it is that your request will be granted. For example, if you're gathering statistics about educational figures in your state, your third grade teacher probably isn't the best bet. More appropriate resources would include someone in a leadership role from your state's board of regents, state education association, or the dean at your local college.

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People who are experts in their industries are pressed for time, and if you come across as someone who isn't prepared and organized, the expert may turn you down, simply because she thinks you'll be too time consuming. Have a list of research questions prepared in advance of approaching sources. Not only will this be a helpful organization tool, it will also enable you to make a professional request. Example:

Dear Dr. Warner,

I would like to request an hour of your time to interview you about the research you're conducting into sensory based learning for children with disabilities. I'm completing my master's thesis in ESL special education, and I would like to reference your revolutionary work. A list of potential questions is attached. In brief, I'm most interested in exploring the research you conducted in India.

Be Flexible and Respectful

To secure the best interview subjects, you may have to work in their time frames. Be willing to work with scheduling assistants, to meet whenever and wherever it's convenient for your source, and be cognizant of his or her time. Conduct your research about the person and their work in advance so you don't waste time with background questions, such as: "Where did you go to school?" or "Which areas of education are you interested in?" You should already know the answers to questions like these, before you go into the interview.

Sometimes, research interviews require follow up and verification or clarification of key points. Be sure to thank your source for his time every time you have an interview with him, and acknowledge his contributions and participation in your work. Expressing your appreciation is professional and courteous, and it may win points for you, if you need to interview that source again, or as a followup interview.

• Carnegie Mellon School of Computer Science: Sample Invitation to Participate in Research Project
• Donald W. Reynolds National Center for Business Journalism: How to Ask for an Interview via Email: 5 Key Steps
• Choose an expert that is accessible. Though it may be tempting to seek someone with a celebrity status, chances are they receive an influx of requests, most of which are turned down. This can delay your work. Alternatively, contact a professor at a prominent university rather than a high-level politician. The professor may view the request as an honor instead of an intrusion.

Lisa McQuerrey has been a business writer since 1987. In 1994, she launched a full-service marketing and communications firm. McQuerrey's work has garnered awards from the U.S. Small Business Administration, the International Association of Business Communicators and the Associated Press. She is also the author of several nonfiction trade publications, and, in 2012, had her first young-adult novel published by Glass Page Books.

11 Interview Invitation Email Templates and Samples

Here’s how to send the best interview invitation emails to candidates at every stage of the process.

The interview invitation email acts as the first line of communication between an employer and job candidate after an application is submitted. A well-crafted invitation email helps to engage candidates, generate interest and leave a good first impression as a potential employer. 

Here’s what to know about writing a successful interview invitation email.

How to Write an Interview Invitation Email

• Use a direct subject line. 
• Provide role details. 
• Specify the interview format. 
• Specify the interview location.
• Approximate the interview duration. 
• Provide multiple date and time options. 
• Provide interviewer details. 
• Include your email signature.

Typically, recruiters opt for a formal interview invitation email — one that simply states that they reviewed the candidate’s materials and would like to set up an interview. While it is important to be clear and concise in interview invitations, it is also a great opportunity to create a stand-out candidate experience by emphasizing  company culture and  employee value proposition points.

Plus, interviews are often a source of stress for job seekers, so going above and beyond may make them feel comfortable and confident.  

1. Use a Direct Subject Line

In the subject line, call out that this is an interview invitation; that will grab the candidate’s attention when they are looking through their inbox, ensuring your email is not accidentally overlooked and gets a prompt response .

2. Provide Role Details

Restate the title of the position early on, even in your subject line, if possible. Job seekers may apply to multiple open roles at once, so inform them of the role and company name for the interview to catch them up to speed.  

Access 20 email templates to use throughout the entire recruiting process — from sourcing to extending an offer.

3. Specify the Interview Format

Explain which format the interview will be conducted in, whether that’s in-person,  over the phone , virtual or as part of a group interview.

Related How to Do Panel Interviews Right

4. Specify the Interview Location

As part of in-person interview details, include your office address and either a screenshot of its location on the map or a link to a map with the address. When necessary, let them know who they should speak to about getting access to your floor and mention how they should notify you when they have arrived at the location.

For phone or virtual interviews (as well as related calendar invites), include the phone number or meeting room link and access code information. 

5. Approximate the Interview Duration

Give the candidate an estimate of how long the interview should take, and confirm with a start and end time window. This is especially important for job seekers who are currently employed elsewhere and need to plan the interview around their work schedule.     

6. Provide Multiple Date and Time Options

Some candidates may be currently employed , so it’s best to provide multiple time options with included time zones, and at least a few days’ notice to schedule an interview. 

While this is less feasible when scheduling group interviews , it is still important to offer candidates some latitude regarding interview times if possible.

7. Provide Interviewer Details

Say who the interview will be with and what their job title is — you can even link to their LinkedIn profile to help candidates better prepare. Additionally, state the interviewer’s contact details and relationship to the role, whether they’re the hiring manager or a team member. 

8. Include Your Email Signature

An interview invitation email is an important step in  selling the role while you assess candidate fit . To highlight credentials, include your professional email signature with your job title, company logo and applicable contact information.

Best Practices for an Interview Invitation Email

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information for the candidate’s benefit gives the impression of a compassionate employer that values its people . Include the following information in your interview invitation email to entice prospective employees .

• Mention What to Wear. Candidates want to make sure they look the part for the role. Letting them know what is appropriate in terms of your office dress code takes the pressure off of deciding  what to wear and shifts focus to the conversation.                 
• List Items to Bring. If there are any necessary items to bring, let candidates know ahead of time, so they feel prepared for the interview . Mention if they’ll need any samples of their work (including how many and format), an assessment completed ahead of time or any identification to get into the building.  
• Provide Talking Points to Mention. Providing candidates with a list of topics that will be brought up or discussed can help them prepare and streamline the conversation. State what the interview is about, such as getting to know a candidate better or discussing a recent product launch.  
• Recommend Travel Options. For in-person interviews, reference accessible travel options like subway lines, train stations, bus routes and parking garages in close proximity to your office. Do not assume all candidates will be able to grab a cab or rideshare service.

11 Interview Invitation Email Samples and Templates

If you need a starting point, take inspiration from these 11 interview invitation email samples to send engaging emails to candidates at every interview stage.  

1. Formal Interview Invitation Email

Every  recruiting email you send should adhere to your  employer brand voice and tone. If casual conversations are not your style or you are corresponding with more experienced and executive candidates, use the following email template.  

Subject Line: [Company Name]: Invitation to Interview

Dear [Interviewee First Name] ,

Thank you for your application to the [Job Title] role at [Company Name].  

We would like to invite you to interview for the role with [Interviewer] , [Interviewer Job Title]. The interview will last [Length of Interview] in total.

Please reply to this email directly with your availability during the following date and time options:

[Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone]

We look forward to speaking with you. 

[Your Name] [Your Email Signature]

2. Casual Interview Invitation Email

If you’re a young company that boasts a desirable  startup culture , show it off by opting for a more informal interview invitation. For a casual, conversational interview invitation email example, use the following email template.  

Subject Line: [Company Name]: Interview Availability

Hi [Interviewee First Name] ,

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview] . You’ll be speaking with [Interviewer] , our [Interviewer Job Title] here at [Company Name] .

Please let us know if you are available during the following times:

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

3. Cold Candidate Interview Invitation Email

If you come across an excellent potential employee when  sourcing candidates , you may want to talk to them immediately — especially if they’re in a high-demand role. Use the following template when reaching out to a candidate for the first time to invite them to an interview.  

Subject Line: [Job Title] Opportunity at [Company Name]  

Hello [Interviewee First Name] ,

I came across your profile on [Website/Source] and was interested in your recent work in [Field] . I’m a recruiter at [Company Name] , and we’re looking for a [Job Title] that I think you would be a good fit for.

I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? I’m available at the following times:

Please let me know if any of these times work for you. 

Looking forward to hearing from you.

Best, 

4. Referred Candidate Interview Invitation Email

Referred candidates are a  tech recruiter ’s dream — vetted, qualified and most likely aware of your company. How you invite a referred candidate to an interview should follow a similar structure to any of the previous email templates, but with more personalization. Use the following email template when leveraging your  employee referral program to send an interview invitation.  

Subject Line: [Company Name]: [Job Title] Interview Opportunity

I am [Your Job Title] at [Company Name] , and we’re currently looking for a [Open Job Title] to join our team. [Contact Name] spoke very highly of your [Skills] and recommended you for the role.

I took a look at some of your work online, and given your experience, I think you’d be an excellent fit for the role. This is a great opportunity to learn more about [Your Industry] alongside an ambitious team.

I’d love to hear more about you and talk to you about the role. Are you available for a 15-minute phone call sometime tomorrow? 

Let me know!

5. Past Candidate Interview Invitation Email

When recruiting, tap into your  talent community to re-engage qualified candidates who stood out to you during past interviews. Similar to employee referrals , you have a relationship with these candidates and must include enough personal details to get their attention. Use the following email template to invite a past candidate to interview over email.  

Subject Line: [Company Name]: New [Job Title] Opportunity  

I hope this finds you well! I know you applied to the [Previous Job Title] role at [Company Name] back in [Month/Year] , and while we went in a different direction then, we kept your resume on file.

A new [Open Job Title] role just opened up on the [Department] team that I think you’d be an excellent fit for.

We’re currently conducting interviews for the role, and I would love to set up a time for you to talk to [Interviewer] , the hiring manager. Are you available for a [Length of Interview] phone call sometime this week? I’ve highlighted a few date and time options below, let me know if any of them work for you.

Here is a link to the job description on our website. [Include Link] . If you have any questions about the role, give me a call at [Phone Number] .

Thanks, [First Name] ! Looking forward to hearing from you soon.

6. Phone Interview Invitation Email

After an applicant has applied to an open role, the next step may be a phone screen interview to assess their qualifications. When reaching out for the first time to invite them to a phone interview, use the following template.  

Subject Line: [Company Name]: Phone Interview Availability

Thank you for applying to the [Job Title] position at [Company Name] . 

After reviewing your application, we are excited to move forward with the interview process.

We would like to schedule a [Length of Interview] phone call with [Interviewer] , [Interviewer Job Title] at [Company Name] . 

Below are some date and time options:

Please reply directly to this email and let me know if you are available at any of the above times. From there, I’ll coordinate with [Interviewer] and send you an email with a calendar invitation to confirm the date and time.

7. Virtual Interview Invitation Email

When requesting a video interview, send the interview invitation far enough in advance so candidates are able to plan accordingly. Use the following template to send a video interview invitation. Once you have confirmed the date and time, be sure to include the meeting room link and any access information needed to join the interview.  

Subject Line: [Company Name]: Video Interview Availability

After reviewing your application, we would like to invite you to interview with [Interviewer] , our [Interviewer Job Title] .

So we can get to know you better, the interview will be conducted over video using [Video Conferencing Platform] and last about [Length of Interview] in total. 

We want you to be able to plan accordingly, so we’ve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.

We’re looking forward to continuing the conversation.

8. In-Person Interview Invitation Email

In-person interviews typically follow an initial phone or video conversation, so you should have a solid relationship with the candidate at this point. Customize the following template carefully before sending an in-person interview invitation.  

Subject Line: [Company Name]: On-site Interview Invitation 

[Interviewer] was really impressed by you during your last conversation about the [Job Title] position and we’re excited to invite you to interview at our office!

Please review the date and time options I’ve provided below and let me know which one works best for you. From there, I’ll send a confirmation email with a calendar invitation.

We’re excited to meet you in person, and we want you to feel comfortable and prepared when you arrive. Below is some information about us to help you plan for your interview.

You will be meeting with [Interviewer] , [Job Title] , and [Interviewer 2] , [Job Title 2] . The interview will last no more than [Length of Interview] .

During the interview, you will be asked to complete a skills assessment and discuss some of your recent work. Please bring [Quantity] samples of your [Work] , as well as a form of identification to be admitted to the building. 

Our office is located at [Address] . We’re close to [Public Transportation Options/Parking Details] .

Our office dress code is [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

Please reply directly to this email with your availability during the suggested times. If you have any questions, feel free to call me at [Phone Number] .

9. Second Interview Invitation Email

When you are ready to invite a candidate to a second interview, use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them interested. Additionally, provide any helpful information upfront so they continue to feel supported going into the next round.  

Subject Line: [Company Name]: Invitation for Second Interview

Thank you for taking the time to speak with [Interviewer] about the [Job Title] position at [Company Name] .

We’re quite impressed by you and are eager to continue the conversation! We’d like to schedule a second interview with you during one of the following time options:

You will be speaking with [Interviewer] , [Interviewer Job Title] , and the interview should last no more than [Length of Interview] .

Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time. 

10. Group Interview Invitation Email

Coordinating a group interview can be challenging without preparation. To simplify the process, use a  scheduling or calendar tool to allow candidates to select the times that work best for them. Once aware of everyone’s availability, use the following group interview invitation template as a next step.  

Subject Line: [Company Name]: Group Interview Invitation

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application materials, we are pleased to move forward with the interview process. 

We would like to invite you to an interview at our office. You will interview as a part of a group with [Number] other applicants. The interview will last no more than [Length of Interview] .

To help us schedule the interview, please select your availability from this calendar link: [Insert Link] .

From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar invite link to confirm the interview.

To help you prepare, here is some information about the interview and [Company Name] .

You will be meeting with: [Interviewer] , [Job Title] and [Interviewer 2] , [Job Title 2] . 

Length of interview: [Minutes/Hours]

Interview agenda: During the interview you will be asked to complete several exercises with the other candidates. [Additional Information]  

Our office location: [Address]  

We’re close to [Public Transportation Options/Parking Details] .

Our office dress code: [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

We’re looking forward to meeting you! If you have any questions, don’t hesitate to reach out.

11. Final Interview Invitation Email

Emphasize your excitement when sending a final interview invitation email. At this point, candidates have been through several rounds of  your interview process , and you need to keep them engaged and informed on the next step. Reduce the body text of your email by linking out to the pertinent information. These details could be on a hidden page of your website or a Google Doc in “View Only” mode. Customize the template below to send the perfect final-round interview invitation email.  

Subject Line: [Company Name]: Final-Round Interview Invitation

Thank you for your recent interview regarding the [Job Title] position at [Company Name] . We appreciate your dedication to the process and are pleased to share that you have been selected for a final interview at our office! 

We believe you are an excellent candidate for the position and we’re excited to continue the conversation with you.

The interview will be with [Interviewer] and will last no longer than [Length of Interview] . Below are some proposed time and date options:

To help you plan and prepare for your on-site interview, click here to view additional information about our office and nearby travel options. [Include Link to Additional Information] .

Please reply to this email with your availability. I will then confirm the date and time internally and send you a confirmation email with a calendar invitation. 

If you have any questions in the meantime, feel free to reach out.

[Your Name] [Your Email Signature]                                                            

Frequently Asked Questions

How do you invite someone for an interview.

It’s considered professional to invite someone to an interview by sending a short email. The email should contain a clear subject line and details like the location and format of the interview, a description of the role and the interviewers’ names and titles.

Can you invite a candidate to an interview via text?

It’s become acceptable for recruiters to invite candidates to interviews via text. Recruiters may also text candidates job descriptions, background questions and other elements of the recruiting process. 

Brennan Whitfield and Alexandria Jacobson contributed reporting to this story.

Recent Recruiting Articles

Cold Email Template For Research: The Ultimate Guide For Success

Cold emailing is a powerful tool for researchers who are looking to expand their network, gather new data, or seek collaboration opportunities. However, crafting an effective cold email can be a challenging task that requires a well-thought-out approach. This is where the cold email template for research comes into play.

This comprehensive guide provides researchers with a step-by-step process to create compelling and personalized cold emails that can help them achieve their research goals. From identifying the target audience to crafting the perfect subject line and email body, this guide covers every aspect of cold emailing for research. Whether you are a seasoned researcher or just starting, this guide will help you optimize your cold emailing strategy and increase your chances of success.

Definition Of Cold Email Outreach

Cold email outreach is the process of contacting someone you don’t know via email with the intention of building a relationship. You can use it to introduce yourself, ask for advice, or even request an opportunity such as an internship or research project.

Cold emailing professors is one way to build connections and secure opportunities in research. It is crucial to be professional, courteous, and concise when writing a cold email for research. Start by introducing yourself and then explain why you are writing. Be sure to include any relevant qualifications that would make you a good fit for the position or project.

The Best Way To Construct a Cold Email Template For Research

Crafting a successful cold email template for research requires careful consideration of several key factors. Here are some tips to help you construct an effective cold email:

• Research your recipient: Before sending a cold email, take the time to research the recipient's background, interests, and recent work. This will help you tailor your message to their specific needs and interests.
• Keep it concise: Your cold email should be short and to the point. Avoid lengthy introductions or irrelevant details, and focus on conveying your message clearly and succinctly.
• Highlight your value proposition: Clearly communicate the value of your research or collaboration proposal, and explain how it aligns with the recipient's interests or goals.
• Personalize the message: Use the recipient's name and reference specific details from their work or background to demonstrate that you have done your homework and are genuinely interested in their work.
• Be professional and polite: Use a professional tone and avoid slang or overly casual language. Thank the recipient for their time and consideration, and make it easy for them to respond to your message.

If you're searching for a research-backed solution to improve the effectiveness of your cold email outreach, consider using SendFlock . This platform provides personalized cold emails, efficient follow-up sequences, a centralized inbox, and a CRM integration to help increase the engagement of your contacts and ultimately drive revenue. By leveraging the features of SendFlock, you can streamline your cold email marketing efforts and achieve better results in your research.

Basic Tips For Cold Emailing A Professor

When cold emailing a professor, there are a few basic tips to keep in mind to ensure your message is professional and effective:

• Do your research: Before sending the email, take the time to research the professor's background and interests, as well as their current research projects. This will help you tailor your message and demonstrate your knowledge and interest in their work.
• Use a clear subject line: Your subject line should be concise and clearly convey the purpose of your email, whether it is to inquire about research opportunities or request a meeting.
• Introduce yourself briefly: In your opening sentence, introduce yourself and your academic background briefly, and explain why you are reaching out to the professor.
• Highlight your qualifications and interests: In the body of the email, highlight your qualifications and relevant experiences, and explain why you are interested in working with the professor. Be specific and demonstrate your knowledge of their research.
• Request a meeting or follow-up: Close the email by requesting a meeting or asking if the professor would be open to discussing potential research opportunities further.
• Proofread carefully: Make sure to proofread your email for spelling and grammar errors, and ensure that your tone is professional and polite.

10 Cold Email Templates For Research

To assist you with your research, it may be helpful to offer several sample email templates. With this in mind, we have prepared 10 distinct cold email templates for research graduates.

1. Introduction Email Template

Introduction to a professor for research typically involves a brief overview of your background, research interests, and then the purpose of the introduction. The purpose of the introduction is to establish a connection with the professor and express your interest in potentially working together on a research project.

2) General Research Inquiry Email Template

When conducting research on a specific topic, researchers often use a general research inquiry email to contact experts or professionals in a particular field for guidance and recommendations. This email template typically includes a brief introduction of the researcher and the research topic, a few specific questions for the expert, and a request for additional resources or references that may be helpful for the research.

3. Request for Information Email Template

In our cold email template for research, a request for information (RFI) is listed. This email serves as a communication tool to gather specific details on a topic or project. Researchers commonly use this email type to gain insights into a particular subject. Crafting a clear and concise email that effectively conveys the required information while respecting the recipient's time is crucial.

4. Interview Request Email Template

An interview request email is used to request an interview with an individual for research purposes. The email should clearly state the purpose of the research and the expected outcome of the interview. It should also include details on how the interview will be conducted and the expected duration. This cold email template for research interviews requesting emails can be used as a guide.

5. Conference/Event Invitation Email Template

A conference/event invitation email template for research is a formal email sent to individuals or groups inviting them to attend a conference or event focused on research. The template should include key information about the conference/event such as the theme, date, time, location, and registration details. Additionally, it should emphasize the importance and benefits of attending the conference/event and provide a call to action for the recipient to register and attend.

6. Research Partnership Proposal Email Template

A research partnership proposal email is a formal request sent to a potential research partner with the aim of collaborating on a research project. This email should introduce the sender and their research interests, as well as clearly outline the objectives and benefits of the proposed partnership. The tone should be professional and persuasive. The following cold email template for research partnership proposal is great to use.

7. Invitation to Participate in Study Email Template

The email template inviting potential participants of a research study to take part in the study is a message that sends an invitation to participate in a study. The email should provide the essential details of the study and explain how the participant can take part in the research.

8. Request for Feedback Email Template

A Request for Feedback email template for research is a message sent by a researcher to their intended audience asking for their feedback on a particular research project. The email should be concise and to the point, clearly stating the purpose of the research and why the feedback is important. The template should include a subject line that is informative and captures the attention of the recipient. Here is an example of cold email template for research requesting feedback:

9. Request for Data/Information Email Template

You can use this email template to request data or information from individuals or organizations for research purposes. The email should clearly and concisely outline the research project and specify the particular data or information being requested. It is important to be professional and polite in the email, and to provide contact information in case the recipient has any questions or concerns.

10. Request for Collaboration Email Template

A request for collaboration email is a formal way to reach out to other researchers or organizations to work together on a research project. It is important to clearly state the purpose and potential benefits of collaboration in the email. The following cold email template for research is for requesting collaboration.

Final Thought

While crafting a cold email template for research to a professor, always remember to be professional and polite. Make sure that you take the time to write a well-crafted email, expressing your interest in the professor’s research. At the same time, you should demonstrate that you understand their work.

Don't forget to include any relevant details, such as your background in research and qualifications. Get help from tools like SendFlock to maximize your chances of getting the response you need. Above all, remember to be patient and courteous when writing your emails.

Frequently Asked Questions

How do you write a cold email for a research internship.

When writing a cold email for a research internship, it is important to keep in mind that the recipient is likely receiving many similar emails. Your goal is to stand out and make a positive impression.

Start with a clear subject line and a formal salutation. Introduce yourself and express your interest in the research field and the specific internship. Highlight your relevant skills and experience. Close by expressing enthusiasm for the opportunity and offering your contact information. To conclude, Keep it concise, proofread your email, and end with a professional closing.

How To Write An Effective Cold Email To Get A Job?

When crafting a cold email to get a job, focus on creating a brief, engaging, and personalized introduction. Highlight your relevant skills and experience in a clear and concise manner that aligns with the job requirements.

Use a friendly and conversational tone to introduce yourself and highlight your relevant skills and experience. Share a story or personal anecdote that demonstrates your passion and interest in the industry or company. Be specific and provide examples of your achievements and qualifications that align with the job requirements. Finally, close by expressing your enthusiasm for the position and how you can contribute to the company's success.

What Does a Cold Email Expert Do?

A cold email expert is a professional who specializes in crafting effective cold emails. Their job is to research the target audience, create personalized subject lines and compelling email content, implement strong calls-to-action, and analyze the performance of cold emails to improve response rates. They may work as freelancers or as part of a marketing/sales team and have a strong understanding of email marketing, copywriting, and data analysis.

Related Posts

Cold email template for consulting: 18 samples to get response, cold email template for sales: 13 best templates for success, lemlist vs instantly: which cold email outreach tool is right for you.

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The answer to research recruitment woes: Maximizing your participant database

Why emailing your patient database works, how to write effective recruitment emails, sample recruitment email for research study, email can positively impact your recruitment, getting help from the experts.

Whether you’re a seasoned researcher or new to the field, clinical trial recruitment is hard. There’s no doubt about it.

Most researchers focus on creating recruitment flyers, radio and TV advertisements, maybe even trying their hand at online advertising as well. As a result, they don’t realize they already have an invaluable recruitment asset – their participant database.

Participant databases are full of people who have already expressed interest in participating in a research study. All too often, this tool gets overlooked and in the end, this can lead to dire consequences for your study.

Want access to a free downloadable template for your recruitment emails? Click here.

As they prepare for a new clinical trial or health research study and begin planning for recruitment, most researchers immediately gravitate toward “traditional” recruitment methods of putting up flyers, buying radio and TV ad spots, or relying on word-of-mouth. What they fail to realize, however, is that they often have an invaluable tool already at their disposal: Email.

When anyone signs up for something these days, they’re asked for an email address. This seemingly insignificant line on your intake form is arguably the most valuable piece of information you have about your study participants or clinic patients.

Email is potentially the single most valuable piece of information you have about potential participants. All too often, researchers overlook this fact or assume they don’t actually have a database to pull from.

You may think you don’t have an email database or that you don’t have access to one, but chances are you do. If you’ve completed previous studies, you surely have a list of your participants in your files with contact information including their email addresses.

If you stop and think for a moment, you may suddenly realize you have access to more email inboxes than you’d imagined.

Here’s why obtaining email addresses matters and why emailing your database works for study recruitment.

You have complete control over your list of email addresses.

First, unlike your followers on social media or other external platforms, you literally own your email list. Your patients and study participants have willingly given you their email addresses for free and you are in control of how you use that information.

This means you can email at any time without any specific restrictions or requirements made by online or traditional advertisers and – here’s the best part – you can do it essentially for free.

“If you stop and think for a moment, you may suddenly realize you have access to more email inboxes than you’d imagined.”

You’re reaching out to a group of individuals who likely know or recognize you.

Secondly, your email list is a group of what advertisers and marketers call “ warm leads. ” This means they know you or your work. Therefore, they’re more likely to stop and look at whatever it is you’re sending.

Even in an inbox full of emails, when your participant candidates recognize your “from” name or something in the subject line of your email, they’re more likely to open the message and take a look.

When you’re advertising to a “cold” list of leads on social media or via traditional recruitment methods, you lose out on this attention-grabbing phenomenon.

Your most valuable recruitment asset is your email list database – hands down. That being said, in order to connect with your participants, you need to think like them.

To maximize the effectiveness of your email, use the Participant Perspective Model to craft your message.

Here are 4 important key elements to include.

1. A catchy subject

The first place you’ll catch your participants’ attention is in your subject line. If your study doesn’t already have a catchy title, take a little more liberty to try crafting a more clever subject line for your email.

After all, this is the smallest component of your message. You don’t need to include a lot of information here – that will come later.

2. Need-to-know details about your study

To get started, make a list of points to explain your study, what’s involved, and why someone might participate.

We’ve found the best way to do this is to sum up your study in approximately 20-50 bullets that describe your trial. As you create your list, do your best to avoid jargon when possible and try to write in a conversational tone. Remember that you’re writing this to communicate with people outside your field, not other clinicians.

Be clear about who, specifically, is eligible to participate. Moreover, help candidates understand why they should participate if they’re eligible and the greater impact their participation will make in the long-run.

Finally, revisit the Participant Perspective Model to improve those bullet points and descriptions.

3. Clean up your letter

Use your list of cross-checked bullet points and reformat them into a letter. This will be your email body.

For clarity, you may choose to leave some bullets in your letter so candidates can see participation eligibility points at a glance and quickly determine if they’re right for the study. However, the majority of your email should be an actual letter.

If you have one, attach a digital copy (PDF or other image-format file) of your recruitment flyer or information sheet. This will help you make your case for why participants should join the study if they’re eligible and may also help explain the study procedures.

4. Conclude with a clear action

Finally, include a link (again, if you have one) to your online prescreening questionnaire. Make it as easy as possible for your recipients to get in touch if they’re interested.

If you don’t have a link, be very specific about what action recipients should take to get involved in your study. There should be a single action to avoid any confusion.

Subject Line: Do mealtimes matter?

Subhead: You can contribute to Diabetes Research

Our team has been working on a new research study and we need your help.

Our goal of this new study is to see if consuming food within a smaller window of time during the day can help regulate glucose levels in people with Type 2 Diabetes.

If we are able to regulate the glucose levels with diet, managing the symptoms of Type 2 Diabetes will be a bit easier and could also potentially reduce the risk of future disease development for people across the globe.

Would you like to help? To see if you are eligible, please read the requirements below.

Why You Should Participate:

• You may experience an improvement in type 2 diabetes symptoms.
• You will be reimbursed $250 in supermarket vouchers.
• You will receive individual results from glucose monitors worn for the six-week study.
• You will be provided a detailed dietary analysis that could be helpful in managing symptoms of diabetes.
• You will be helping to advance medical research.

Who Can Participate?

• Men and women aged between 35-65 years old
• Those who have been diagnosed with Type 2 Diabetes and are taking up to 2 medications (not including insulin)
• Those who are NOT currently on a strict diet regimen (i.e. vegan, coeliac/gluten-free, ketogenic)
• Those able to attend 8 study visits at the research site over approximately 7 weeks

If you fit these requirements and are interested in helping, sign up for the study by clicking the link here.

Please let me know if you have any questions we could answer. Thank you for helping to improve the lives of people with Type 2 Diabetes.

Best, Dr.Alyson Kellar ABC Health Sciences

If you need some help crafting your message, download our fill-in-the-blank email template .

BONUS: Test different emails and follow up

In the world of email marketing, there’s also consistent research happening. It’s common knowledge that some emails perform better than others. This is why email marketers engage in something called “ split-testing .”

Get into the habit of split-testing. Create two different emails by altering either the subject line or the information in your letter. Then send each of your two emails to opposite halves of your list (one email to 50% of your list and the other email to the other 50%) and compare your results. Look for your open rate and response or click-through rate if you’ve linked to your prescreening questionnaire.

If you have a large database, you can test your emails even further. Start by sending both email versions to 10-20% of your list and determine which one is performing better – either by open rates or, ideally, click-through rate (to your prescreening questionnaire) or next-step responses. Then, send the version that’s performing better to the rest of the database. This can also be a nice way to space out your responses so you can follow up with them all promptly.

If you’re not already set up with one, using an email provider platform like Mixmax will help you track all your statistics. In many cases, these services can be used for free. Avoid platforms like MailChimp and Mailerlite to get better open rates and avoid your email being pushed into the “promotions” inbox in email service providers like Gmail.

Using email platforms like Mixmax allow you to track and optimize the emails you send to your participant database.

Finally, make sure to follow up with your email recipients if you’re able to send more than one initial email. This crucial step is often overlooked or under-appreciated by researchers. Remember how many views you need just to get a single participant enrolled to a study? Following up with a second email will help you get one step closer to full enrollment.

So many studies – more than 85% of them – are delayed due to poor enrollment . It’s not difficult to see why when you consider that many researchers are using ineffective recruitment methods and forgetting the value of their own databases.

While the “old school” methods of creating recruitment flyers and using traditional media to run advertisements used to work, it’s actually been outdated for years. With the growing competition of studies and the fight for all consumers’ attention – not to mention the amount of time and effort these advertisements require to create – the old methods simply aren’t effective anymore.

If you have access to a database of potential candidates that have expressed interest in participating in research, you have an invaluable tool at your disposal. Don’t wait – use it!

With so much competition for our attention, it’s also hard to stand out. Whether you realize your advertising shortcomings or not, leveraging the expertise of marketing specialists will lead to a better study with higher recruitment rates and stronger results.

Effective promotional material, like emails to your patient and participant database, will give you more time to focus on your research, keep your study on track, make progress and finish on time (or even ahead of schedule!), develop a better track record, and ultimately do more important and novel research.

Alternatively, if you’re dead-set on doing recruitment yourself, be sure to consult the Participant Perspective Model. This will help you ensure you’re on the right track and communicating effectively with your candidates.

Looking for some help? We’re here! Researchers are often surprised that our recruitment service is within their budget and, in the long run, actually saves them both time and money.

No matter the size of your study, we’ll put together a solid recruitment plan for your trial. There’s never any cost or obligation for your plan – it’s our gift to you.

Leave your trial promotion to the experts so you can focus on your world-class research. Don’t waste any more time (or funding) trying to go it on your own.

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