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Write an effective confirmation email

Not sure what to include in your confirmation email for scheduled sessions? Here’s some inspiration.
Who is this article for?
🗣️ All researchers (both admins and users)
⭐ Available with all User Interviews plans

You’ve recruited a participant and scheduled their first session. Now, how do you make sure they come prepared to use the time effectively?

Writing an effective confirmation email message to provide instructions and set expectations is a great way to help participants prep for their upcoming session. In this article, you’ll find:

  • Instructions for writing a confirmation email in your project builder
  • A template and tips for what to include in your confirmation email

Where to include your confirmation email message

💌 Write a confirmation email message to send to scheduled participants
1. Navigate to the Research Design > Research Activity section of your project builder.
2. Scroll down to the “Research activity requirements” section and click “add.”
3. Use the “Preparation instructions" text field to help prepare participants for their upcoming session.

Researchers should use the “Preparation instructions" text field in the Research Activity section of the project builder to help prepare participants for their upcoming session. Provide any details and instructions that will set clear expectations for participating in your study. This helps everything go smoothly and efficiently!

Try this confirmation email template

Below is a confirmation email sample that could be used to invite participants to a one-on-one Zoom interview. Feel free to borrow this template and customize to meet your needs.

Thanks for signing up for our study! In your upcoming interview, you will be asked to tell us more about [topic].

[Include any other details relevant to your study that help set expectations for the participant, such as level of depth or detail you’re expecting.]

Our session will be recorded and transcribed. Use of a webcam is [or is not] required.

Below are some tips to help you prepare for participating in a remote interview with us:

> Familiarize yourself with the tool(s) we’re using for this session: Zoom. You can find instructions on downloading and using Zoom here:

Test your microphone, speakers or headphones, and webcam in advance.

> Arrive on time. If you cannot make your session, please message us at least 24 hours in advance to avoid a penalty:

Please make sure you’re in a quiet space and minimize distractions during your session, and be prepared to provide clear, thoughtful answers.

> If you have any questions or need help, send us a message:
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