PREPARING THE

RESPONDENTS:
HOW TO WRITE THE
LETTERS TO NOTIFY
RESPONDENTS, HOW TO
CONDUCT INTERVIEW, AND
OTHER DATA GATHERING
MATTERS.

PREPARING THE RESPONDENTS

HOW TO WRITE NOTIFICATION

LETTERS?

Preparing to Write a Notification Letter

Step 1:
Know the FORMAT of the Letter

Preparing to Write a Notification Letter

Top Left:
Recipients Name
(space)
Recipients Occupation (if there is: e.g. an office personnel)
(space)
Recipients Place (where he/she is current or oftentimes
residing/working)
(space)
The date the letter is expected to be received by the
recipient.

Preparing to Write a Notification Letter

Preparing to Write a Notification Letter

Top Left:
Senders Name
Title (if the sender has)
Senders Place (where he/she is current or oftentimes
residing/working)
Date expected the letter be received by the recipient
Recipients Name
Title (if the recipient has)
Recipients Place (where he/she is current or oftentimes
residing/working)

Preparing to Write a Notification Letter

Preparing to Write a Notification Letter

First Line:
Formal Salutation

Note: Use the recipients last name, as this is

overly friendly salutation belies the formal
nature of your notification/request.
Next Line:
Letter Text

Preparing to Write a Notification Letter

Also note that there are 1-inch margins on

both sides of the paper and use only a single
spacing. Dont indent, just use a double
space between the paragraphs.
Also, use only easy to read font such as
Times New Romans or Arial, in 12 point font.

Preparing to Write a Notification Letter

Preparing to Write a Notification Letter

End Line:
Sincerely/With best regards/etc.
(space)
Senders Name
(space)
Senders Place (where he/she is current or oftentimes
residing/working)

Preparing to Write a Notification Letter

Preparing to Write a Notification Letter

End Line:
Sincerely/With best regards/etc.
(space)
(space)
(space)
(space)
Senders Name (signed)
(space)
Senders Place [where he/she is current or oftentimes
residing/working (typewritten)]

Preparing to Write a Notification Letter

Preparing to Write a Notification Letter

Step 2:
Give Advanced Notice

Preparing to Write a Notification Letter

Allow at least one week for all requests.

Specify if the notification letter is time-sensitive

Preparing to Write a Notification Letter

Step 3:
Give the Recipient Enough Time to Respond
on the Letter

Preparing to Write a Notification Letter

For example, you wouldnt ask for a respondent to

respond on your request 2 days before your research
is due. That is an unreasonable request. If youd
planned ahead, youd know that such requests
usually require a moderate-span of time especially to
an employed respondent.

Things to Further Prepare the Right Format and

Writings of a Notification Letter

1.)
Dear is the accepted opening of this letter.
Openings like Hi or Hello are inappropriate and
unprofessional for a notification letter.
Use Mr., Mrs., and Ms. as appropriate. Never use
only someones first name.
If youre unsure of the recipients gender, use the full
name in the greeting. For example,

Things to Further Prepare the Right Format and

Writings of a Notification Letter
2.)
Your introduction can only be a sentence or two. You
dont need to provide a biography, you just need to
give the recipient an idea of who you are. Identifying
yourself will help the recipient understand who you
are and better process your request.
If youve met the person before, it might help to
remind him or her. For example, you might write:

Things to Further Prepare the Right Format and

Writings of a Notification Letter

3.)
State the favor youre asking, politely, but clearly.
Dont go crazy with detail. You should be able to
make your request in a few sentences. Whats most
important is that what you clearly need is clearly
stated.
Always ask if the favor is possible, rather than
demanding that it be done.

Things to Further Prepare the Right Format and

Writings of a Notification Letter
4.)
Tell your recipient why the favor is important.
Have your supporting evidence ready and briefly
state why this request is important, and why
granting it would help the recipient.

Things to Further Prepare the Right Format and

Writings of a Notification Letter
5.)
Offer to provide assistance to the recipient.
Always demonstrate your willingness to work with
the recipient.

Things to Further Prepare the Right Format and

Writings of a Notification Letter

6.)
Close the letter politely.
Thank the recipient for considering your request,
and say that you look forward to hearing back.

Things to Further Prepare the Right Format and

Writings of a Notification Letter
7.)
Proofread your letter before sending it.
Any spelling or grammar errors will make your letter
look unprofessional, and could decrease your
chances of having your request granted.
Just because youre typing your letter doesnt mean
that your spelling and grammar check will catch
everything.

Sample Letter #1

Sample Letter #2

Sample Letter #3

Preparing and Conducting Interviews and Surveys

1.) Choose a setting with little distraction.
Avoid loud lights or noises, ensure the interview
comfortable (you might ask them if they are, etc.
Often, they may feel more comfortable at their own
house or offices.
2.) Explain the purpose of the interview.
3.) Address terms of confidentiality.
Explain who will get access of their answers and how
their answers will be analyzed.

Preparing and Conducting Interviews and Surveys

4.) Explain the format of the interview you are conducting and
its nature.
Specify how long and what kind of interview.

5.) Tell them to get in touch.

6.) Ask them if they have any questions before you get
started with the interview.
7.) Dont count on your memory to recall their answers.
As for permission to record the interview or bring along
someone to take notes, video record, or voice record.

Preparing and Conducting Interviews and Surveys

Wording of Questions
1.Wording should be open-ended.
Respondents should be able to choose their own
terms when answering questions.
2.) Questions should be as neutral as possible.
Avoid wording that might influence answers.
3. Questions should be asked one at a time.

Preparing and Conducting Interviews and Surveys

Conducting Interview
1.) Occasionally verify the tape recorder (if used) is working.
2.) Encourage responses with occasional nods of the head,
uh, huhs, etc.
3.) Provide transition between major topics.
e.g. Weve been talking about (some topic) and now Id
like to move on to (another topic).
4.) Dont lose control of the interview.
This occurs when respondents stray to another topic, take
so long to answer a question, that time begins to run out.

Preparing and Conducting Interviews and Surveys

Preparing the Questionnaires

1.) Open Format or Open End
Gives opportunity to your respondents to express
their opinions in a free-flowing manner.

Preparing and Conducting Interviews and Surveys

2.) Closed Format

Multiple choice
a.) Leading Questions

Preparing and Conducting Interviews and Surveys

b.) Importance Questions

Ratings according to significance

Preparing and Conducting Interviews and Surveys

c.) Likert Questions

Agreement

Preparing and Conducting Interviews and Surveys

d.) Dichotomous Questions

Yes or No

Preparing and Conducting Interviews and Surveys

e.) Bipolar Questions

Two extreme answers at the opposite ends.

Preparing and Conducting Interviews and Surveys

f.) Rating Scale Questions

Preparing and Conducting Interviews and Surveys

g.) Hypothetical Questions

Thank
You!!