If you’ve received a list of bounced email addresses from us, this guide will help you effectively manage the situation and ensure all of your respondents have the chance to participate in the survey. Below, we outline the steps to follow and provide a template message you can use to contact the affected respondents.
Why emails bounce
Bounced emails occur when an email cannot be delivered to the recipient’s inbox. Common reasons include:
- Invalid or outdated email addresses
- Full inboxes
- Technical issues with the recipient’s email server
What to do with the bounced email list you've received
- Review the list: Check the bounced email addresses against your records to verify their accuracy and to identify the affected respondents.
- Contact the affected respondents: Use an alternative communication method such as phone, SMS, or a different email address if available. Ensure you respect data protection and privacy regulations when reaching out.
- Provide a login code: Each respondent on the bounced email list has been assigned a unique login code. This code allows them to access the survey directly via our platform.
Suggested message to send to the affected respondents
Below is a sample message you can use to contact the affected respondents. Customise it as needed to align with your organisation’s tone and branding.
Please note that the page where the respondents need to enter the login code is unique for each organisation. It usually looks like this:
https://edurio.com/Your_organisation's_shortened_name
❗👉 Your trust's or school's organisation page is included in the email you've received from Edurio regarding the bounced email addresses!
Subject: Participate in the survey using a unique login code
Dear [Respondent's name],
Our survey partner Edurio attempted to contact you via an automated email to participate in our annual survey, but unfortunately, the email couldn’t be delivered due to technical reasons. To ensure you can still participate, we’ve provided a simple alternative.
Please visit this link: https://edurio.com/[Insert_your_organisation_page]
Enter the following unique login code when prompted: [Insert_the_unique_respondent_login_code_here]
Kindly note that this login code is unique to you and should not be shared with anyone else.
Thank you for taking the time to share your valuable feedback!
Additional tips
- Update records: Use this opportunity to confirm or update the contact details of your staff to avoid future email delivery issues.
- Follow up: If a respondent does not respond, consider sending a reminder or using another contact method to reach them.
By following these steps and using the provided template, you can ensure all your respondents, including those affected by bounced emails, have the opportunity to participate in the survey. If you encounter any issues or need further assistance, please don’t hesitate to contact us (support@edurio.com).