Recruitment Email or Letter Template - 12 - research participation

Aug 30, 2026

Upload by Sarah

Recruitment email/letter template for inviting potential participants to a research study. It provides ready-to-use subject and greeting placeholders, introduces the PI and research affiliation, states the study title and a plain-language purpose, and explains how the participant was identified or how prior study interest was recorded. The template covers voluntary participation, expected time commitment, the method of data collection, links or attached Research Information Sheets, and contact details to request additional information, followed by a professional closing and signature.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages1

AccessFree to download

Email/Letter Header

Subject line

Salutation and participant greeting

Study Introduction

PI and affiliation

Study purpose and title

Recruitment and Participation Details

How participants were identified or prior interest

Data collection method and time estimate

Voluntary participation and participant rights

Research Information Sheet link or attachment

Action Step and Scheduling

Survey link instructions

Interview or focus group scheduling and location

Closing

Appreciation message

Sincerely and signature block

Recruitment Email or Letter Template Subject Line: Request for research participation [include the subject line for emails] Dear (Name of the potential participant. If unknown, you can use a general title of participants such as: Student, Patient, Faculty/Staff/Community member etc.) Hello, my name is [insert PI’s or Co-Investigator’s Name], and I am a researcher from Wayne State University in the [insert college/department]. We are conducting a research study about [insert a general statement about the study in simple terms]. The title of the study is [insert title of study]. [select one the appropriate examples] Example #1: Your email was identified by [insert how the potential participants contact information was obtained]. or Example #2 You previously participated in a research study about (insert study topic). At that time, you indicated an interest in possibly participating in future research. If you decide to participate in this study, you will be asked to complete [questionnaire, interview, focus group participation, etc. (select appropriate method)] that will take about [state how long research activities will take] to complete. Your participation in this research is voluntary. You are free to not answer any questions that you don’t want to answer. To learn more about this research study and your rights as a research participant please see the Research Information Sheet that is provided [insert link or attach]. Please review this information before you proceed to the survey [include for surveys and questionnaires]. If you would like additional information about this study, please call or email [insert name of PI] at [insert telephone number and or email address – Please use WSU or WSU affiliate email accounts. Please do not use Gmail, yahoo etc.]. [select one the appropriate examples] Example #1- Survey: If you would like to participate, click on the survey link [include link for surveys and questionnaires]. Example #2- Interview or Focus group: If you would like to participant in the [interview, focus group participation, etc. (select appropriate method)] respond to this email regarding [interview, focus group participation, etc. (select appropriate method)] times and dates. The [interview, focus group participation, etc. (select appropriate method)] will take place [in-person at (state location), Zoom, Microsoft Teams, describe the method/location of data collection]. Thank you for considering participating in this study. Sincerely, [Insert name of PI with title/credentials and email signature, Name of faculty advisor/mentor, study team, co-investigators (as needed or appropriate)]

FAQs

What should the email subject line include for research recruitment?

Use a subject line stating the request for research participation, with the provided placeholder guidance for emails.

How does the template describe participant identification or prior interest?

It instructs to either explain how contact information was obtained or reference prior participation and the earlier indication of interest in future research.

What information must be provided to ensure participation is voluntary and informed?

The template includes a voluntary participation statement, permission not to answer unwanted questions, and guidance to review a provided Research Information Sheet before proceeding to the survey or questionnaire.

Aug 30, 2026

Upload by Sarah