Mail merge can be used to create personalized questionnaires in complex surveys

Area of Science:

• Research methodology
• Survey design and implementation
• Biostatistics and epidemiology

Background:

• Low survey response rates and poor question comprehension can compromise research validity.
• Complex web-based surveys, particularly those targeting authors of cluster randomized trials, face challenges in data collection.
• Gathering detailed information on informed consent procedures beyond published reports is often necessary.

Purpose of the Study:

• To describe a simple procedure for implementing personalized questionnaires in complex web-based surveys.
• To assess the feasibility of using standard word processing software for personalization.
• To improve data collection from corresponding authors of cluster randomized trials regarding informed consent.

Main Methods:

• Utilized the mail merge feature of standard word processing software to create personalized questionnaires.
• Incorporated specific article details, such as randomization unit and potential participant roles, into survey questions.
• Surveyed corresponding authors of 300 published cluster randomized trials.

Main Results:

• Achieved a relatively high response rate of 64% (182/285).
• Observed a low refusal rate of 7%.
• Response rates did not significantly differ based on author, publication, or study characteristics.

Conclusions:

• Mail merge offers a simple yet effective tool for personalizing complex survey questionnaires.
• This approach can enhance data collection from study authors, particularly for systematic reviews and meta-analyses.
• Further controlled studies are needed to evaluate the impact on comprehension and response quality.