5 Ways to Increase Survey Participation Without Spending More Money

Better outreach matters more than bigger budgets. When survey response rates fall short, the instinct is often to spend more on mailers, ads, or incentives, even though those tactics do not always solve the real problem.

But the Polco communities that consistently achieve strong participation know a different truth. Participation rises when people understand why their voice matters and when engagement fits naturally into their daily lives.

Here are five proven, low-cost tactics communities use to increase survey participation without increasing spend.

1. Explain the “Why” Before You Ask the “What”

Residents are far more likely to respond when they understand the purpose behind the survey. Before launching, clearly answer three questions in every outreach message:

• Why is this survey happening now?
• How will the results be used?
• What decisions will it influence?

This does not require a long explanation. One or two plain-language sentences are enough.

Polco communities that lead with purpose see higher completion rates because residents feel their time is respected and their input matters.

2. Meet Residents Where They Already Are

Expanding to more channels does not increase costs. It simply means repackaging the same message for places residents already pay attention to. High-performing communities repurpose the same survey message across:

• The Polco resident feed
• Email newsletters
• Social media posts
• Website banners
• Council or board meeting agendas

The key is consistency, not volume. When residents see the same message in multiple familiar places, participation feels expected, not intrusive. The best outreach plans are repetitive by design.

3. Reduce Friction at Every Step

Participation declines with every extra click, login, or instruction that stands between a resident and the survey. Polco communities increase participation by:

• Using direct survey links instead of landing pages
• Avoiding unnecessary login requirements when appropriate
• Keeping instructions short and human

If a resident has to search for the survey, create an account they do not understand, or decode jargon, many simply opt out. Making things easy is one of the most effective ways to increase participation.

4. Use Familiar and Trusted Community Voices

Who asks the question matters as much as the question itself. Survey participation rises when outreach comes from:

• A city manager or superintendent residents recognize
• A department directly tied to the topic
• A known community leader or organization

This does not require new content. Often, it is as simple as adding a name, a short quote, or a personal sign-off to existing outreach. Trust travels faster than promotion.

5. Close the Loop Publicly and Quickly

Nothing boosts future participation more than showing results. Communities build credibility when they show residents:

• What they heard
• What they learned
• What actions they plan to take

Even a simple “What We Heard” post increases trust and sets the stage for stronger engagement in the next survey. When residents see impact, participation becomes a habit.

The Bottom Line

Increasing survey participation is rarely about money. It is about clarity, trust, and accessibility. The communities that succeed do not shout louder. They communicate better. At Polco, we see it every day. When outreach is intentional, participation follows.

Want higher participation without higher costs?

Polco helps communities reach more residents, reduce friction, and turn feedback into action. See how smarter outreach can drive better results.