Email Surveys are one of the most widely and popularly used forms of sending surveys to collect feedback and days from customers, visitors, and employees. Because email surveys can reach people with devices of any type and size, they have great deliverability and response rate.
Configuring and sending Email Surveys is very easy from your Zonka Feedback account. With customizable expert survey templates, ready-to-use email templates, and ease of embedding the survey questions, email surveys can be designed very intuitively for recipients.
In this section
Getting Started with Email Surveys
Log in to your Zonka Feedback account.
Once you've logged in, navigate to the 'Survey Hub' from the side navigation
After creating your survey, go to the ‘Distribute’ tab and it’ll navigate you to the Distribution page.
From there, select Email to explore all the Email Survey settings. Choose if you’d like to send Email Surveys from the platform itself, Email In-signature, Download HTML Templates, or set up Email Surveys via APIs and Integrations. (Read more to set up Email Surveys via APIs)
Ways to send Email Surveys with Zonka Feedback
We offers multiple ways to distribute Email Surveys:
From within the Zonka Feedback Platform — Compose and send email surveys to contacts manually, via segments, or using CSV uploads.
Email Signature Surveys — Add a survey question or button to your email signature for continuous feedback collection.
Download and Use Email Templates — Use pre-designed HTML email templates for tools like HubSpot, Intercom, Campaign Monitor, and others.
Trigger Email Surveys via Integrations — Automatically send surveys using integrations with platforms like Zendesk, Freshdesk, Pipedrive, Intercom, Zoom, and more.
Trigger Email Surveys with APIs — Use Zonka Feedback APIs to trigger survey emails based on external platform events. Explore API Docs
Sending Email Surveys from Zonka Feedback Platform
When sending email surveys directly from the Zonka Feedback platform, you can distribute them using one of the following methods:
Add Contacts Manually — Enter email addresses (and optionally names) directly in the platform.
Select from Contact Segments — Use dynamic or manual contact segments created in the Contacts module.
Upload via CSV — Import a list of recipients using a CSV file with columns for name, email, and other custom attributes.
Once you've selected or uploaded recipients, you can choose to:
Send Now — Trigger the Email Survey immediately to the selected contacts.
Schedule for Later — Set a future date and time to send the survey.
Enable Reminders — Send follow-up reminders to non-respondents to improve response rates.
You can customize the reminder by:
Selecting how many reminder emails to send (up to 2)
Choosing when to send reminders (e.g., after 3 days)
Customizing the reminder email body
Step 1: Composing the Email Survey Body
Customizing the email content helps increase engagement. While composing your Email Survey, you can personalize the following fields:
From Address — Set the sender email and name (configured from Company Settings).
Subject Line — Write a compelling and personalized subject. You can also insert placeholders (e.g., contact name).
Email Body — Customize the logo, header, message text, signature, and choose whether to include:
Survey Button — A button that redirects recipients to the full survey.
Embedded First Question — Embed the first question directly in the email for higher engagement.
You can also insert placeholders such as:
Contact name
Company name
Membership ID
Any custom attributes imported or saved in your contacts
Step 2: Adding Recipients for Email Survey
There are three ways to add recipients when sending surveys from the platform:
Manually — Type names and email addresses separated by a comma on individual lines.
Example: James, james@linkedcommunications.com
Note: Name is not mandatory to be added.
From Contact Segments — Choose from Contact Lists created in the Contacts section. All the lists will be mentioned here in the dropdown. Read more about Contact Lists here.
CSV Upload — If you have a bulk of Contacts to be imported for Email Surveys, you can import a CSV file. Besides the Email Address of all Contacts, the imported CSV can also include Name, Contact Attributes, Custom Attributes. Read more about CSV Upload for Adding Contacts for Email Surveys here.
You can combine personalization variables and target recipients based on contact properties or segments.
STEP 3: Preview and Send your Email Surveys
Once you are done with the content edition and adding recipients you can continue by choosing Preview.
Click on 'Preview' to finally view your Email Survey and then proceed to Send it.
Testing the Email Survey
Sending yourself the Email once your customizations are done is a great way to experience how your Email Surveys look and work. You can easily Test your Email Surveys from the Zonka Feedback platform without having to separately add yourself to the Contact List and this won't affect your logs and metrics as well.
To test the Email Survey, follow these steps.
On the Customization page, click on 'Send Test Email' at the bottom right-hand side.
When you click on it, a text box will appear. Fill in your email address here and click 'Send Test Email'.
You can experience the Email Survey and fill it up as well. The responses for the same will not be saved and this is for you to experience the flow and working of the Survey only.
Sending Email Reminders
When you’re sending Email Surveys from the Zonka Feedback Platform, you can also set up Email Reminders to be sent to recipients who don’t fill up the survey in a defined period of time.
Sending Email Reminders has a great impact on increasing Response Rate as it serves as a reminder to people who either missed your previous Email or deferred it for later, after which it slipped out of their minds.
If configured, Email Reminders are sent to all those who haven’t filled out the survey. Even if they opened the email and didn’t fill out the survey, they would get the reminder, if set.
To set Email Reminders, follow these steps.
Turn on the Reminder Toggle in Step 2 for Email Surveys while adding Recipients
The Subject will automatically have the previous subject prepended with 'Reminder:'
Customize the Message and add information for the recipient here to encourage them to fill the survey.
Set the number of times the Reminder Emails should be sent. Choose between 1 time and 2 times. You cannot send more than 2 reminder emails.
Choose the number of days after which the Reminder Emails are to be sent.
Once done, click on 'Preview' to move to the final step of Previewing the Email Survey before sending it out.
Here are a few important things about Email Reminders.
Sent to all Non-Respondents: If configured, email reminders are sent to all those who have not responded to the survey.
Up to Two Reminders can be set: Up to two reminders can be set for the recipients.
No impact on Email Sending Limits: Email Reminders are not counted as separate and don’t impact your Email Sending limit. (No additional cost)
Same message and customization: The same email as configured earlier is sent as a Reminder with the subject prepended with 'Reminder:'. You can add an additional message to the recipients.
Email Signature Surveys
With Zonka Feedback, you can embed survey questions or buttons into your email signature, enabling you to collect feedback continuously with every email sent.
Benefits:
Collect feedback passively without needing a campaign.
Great for internal employee feedback or ongoing customer communication.
Higher engagement due to regular visibility.
You can embed:
NPS, CSAT, or CES Questions
Buttons to launch a full survey
Star ratings or emoji scales
Download and Use HTML Email Templates
Zonka Feedback provides downloadable HTML templates to help you insert surveys into tools you already use. These templates are pre-designed for:
HubSpot
Intercom
Campaign Monitor
Mailchimp
And more
Simply download the template, customize it, and upload it to your platform for direct sending.
Triggering Email Surveys via Integrations
You can automate Email Survey delivery by integrating Zonka Feedback with your daily tools. Supported platforms include:
Helpdesks like Zendesk, Freshdesk, HelpScout
CRMs like HubSpot, Pipedrive, Salesforce
Webinar and meeting tools like Zoom
Email and marketing tools like Intercom
Use triggers like:
Ticket closed
Deal won/lost
Contact added
Webinar ended
Surveys can be triggered via native integration or third-party automation tools like Zapier, Make, and Integrately.
Triggering Email Surveys via APIs
Use Zonka Feedback’s APIs to trigger email surveys directly from your own systems like CRMs, POS systems, HRM platforms, or apps. APIs support:
Sending survey email invitations
Passing contact and variable data
Customizing subject, sender, and message content
To get started with APIs, refer to Zonka’s API documentation here:
API Docs – Sending Email Surveys
Email Logs
In your Zonka Feedback platform, you have an option to track all your Email Surveys that are sent out. With Email Logs, you can easily track the deliverability rate and response rate. It helps you determine the success of your email campaign and also track bounces.
Information that you can find in Email Logs includes the following.
List of all the Email Addresses where you sent the Email Survey.
Time and date when your Email Survey was sent.
Time and date when your Email was opened.
Time and date when your Survey was opened. (When the recipient clicked on the Email Survey Button or the Embedded Question.)
Time and date when the Respondent submitted the Response.
Additionally, you can also track Email bounces in the Email Logs.
Types of Email Survey Logs
There are two types of Email Survey Logs you can see in Zonka Feedback.
Detailed Email Survey Log: Here you can view the Email Survey Sent time, Email Opened time, Survey Opened time and Survey Responded time for all email addresses individually.
Email Survey Log Summary: The Summary Email Survey Logs give you month-wise data for Email Surveys Sent, Delivered, Opened, Open Rate, Responded, and Response Rate.
Accessing Email Logs
Click here to view Email Logs or follow these steps.
Go to Company Settings
Choose Email Surveys from the left-hand
Select Email Survey Logs.
FAQs: Sending Email Surveys with Zonka Feedback
Can I change the sender's email address?
Yes, you can change the sender's name and email address which the recipient will see when they receive the email. There are two ways to do this. Here's how —
While composing the Email Survey, click on Change Email on the top OR go to Company Settings > Email Surveys > Sender Email. The section 'Survey Sender Email Address' will appear.
In the section, you can add and update Sender Name and Sender Email Address.
When you click on Update, a verification email will be sent to the updated Email Address to verify the email address and the change made. Open the email in your inbox, click on the link to verify and your email address will be updated.
Can I change my email message body?
Yes, you can change the email message body, add a logo, add a signature, edit the feedback button, and insert placeholders. Read more about Email Survey Customization.
Can I change my email look and feel?
Yes, you can change the look and feel of the email survey including adding a logo, changing colors of the text, changing the color of the survey button, and more. You can also add the question of the survey within the email body itself. Read more about Changing Look and Feel of the Email Survey.
Can I embed the first question of my survey within the email body?
Yes, the first question of the survey can be embedded within the email body itself. Read more about Embedded Surveys here.
What questions can be embedded?
Close-ended questions (with a single selection) can be embedded in the email. These include:
Net Promoter Score (NPS)
Customer Satisfaction score (CSAT)
Customer Effort Score (CES)
7 Scale Rating
5 Scale Rating
4 Scale Rating
3 Scale Rating
Button (single selection)
Radio Button
Picture Question
Do Zonka Feedback's Email surveys avoid spam filters?
Yes.
Zonka Feedback surveys have exceptional deliverability rates. We also have an option to white-label your surveys. Our team continually runs our surveys through testing to ensure the highest rate of spam avoidance.
Can I see who has bounced or unsubscribed after sending emails?
Yes.
We have a track of all the emails that are triggered out of the system and you can check the delivery rate as well.
Can I see logs of Email Surveys delivered and answered?
Yes.
Zonka Feedback is connected with Sendgrid and through which we can the number of emails sent, delivered, opened, and responded to.
Still, need help? Contact Us