Communicate Microsoft Viva Glint feedback results: email templates

Communicating survey results is an essential part of a strong engagement program strategy. Use our results rollout templates to customize and send to your organization to act on feedback from your Microsoft Viva Glint programs. The templates are for guidance only. 

Tips for using Viva Glint templates

• Copy and paste the template to your email or business letterhead.
• Customize the content to your voice, brand, and goals.
• Look for placeholders, like [Company name], and insert your information.
• Adapt messages based on your organization's familiarity with surveying. Organizations new to engagement surveys may want to include more context in messages than organizations who survey regularly.
• Condense the communication cascade as much as possible. Be cautious of information overload.
• Consider the timing of other company-wide initiatives. Look for opportunities to align communication and streamline employee touch points.

Email template hyperlinks for your entire organization

Email templates for managers

Email template 1: Survey close and what's next for all employees

To: All employees
From: [First and Last name], [Title]
Subject: [Survey name] close
Date: [1 day after survey close]

Dear [First name],

Thank you for making the [Survey name] survey a success. This survey is now closed. At [Company name], we believe that acting on feedback from our people is essential to work toward continuously improving ourselves and achieving our mission of [insert mission].

Approximately [#/%] of all [Company name] employees provided valuable input through the survey. Results are coming soon! Then work with your team on plans and action taking in response to your team's feedback. Be prepared to share your ideas about solutions that can fuel progress over time.

Thank you for your commitment to making [Company name] a place where people can thrive and do their best work.

[Salutation],

[Name, Title]

Email template 2 - Survey results and next steps for all employees

To: All Employees​
From: [First and Last name], [Title]
Subject: [Survey name] results and next steps​
Date: [3-4 days after survey close]​

Dear [First name],​

Thank you again to the over [# or %] of our employees who provided input through the [Survey name] survey. Here are some company-level results and the steps we plan to take in response to your feedback. Hearing from you makes us a stronger organization and helps us ensure that our actions and decisions align with the success of our people - the power of our business. ​

Your feedback overall:​

• [High-level finding about Company]​
• [High-level finding about Company]​

As an organization, we plan to work on:​

• [Top strength ]​
• [Top strength ]​

What you said we need to do better:​

• [Top improvement area ]​
• [Top improvement area  ]​

Over the next week, your managers will share results with you and involve you in choosing Focus Areas for your team. Your voice allows us to celebrate where we excel as a company and challenges us to consider how we can make the best decisions for our employees, our customers, and our business.​

[Salutation],

[Name, Title]

Email Template 3 - Company-wide progress update for all employees

To: All Employees
From: [First and Last name], [Title]
Subject: [Name] survey results
Date: [Week 4 and Week 8 after survey close]

Dear [First name],

We want to share an update with you on our efforts to improve [Focus Area] based on the feedback we heard from the [Survey name] survey.

[Outline Focus Area along with the progress made, by whom, and what is the next phase or activity to be expected]

We view the [Survey name] survey as a foundation for ongoing focused conversations. Continue to share feedback with your leaders and managers on how we are doing to address our company-level Focus Areas and your team’s Focus Areas.

Expect continuous progress updates from us. Our goal is to achieve tangible changes across our company. With your input, we celebrate where we excel and focus on improving the opportunities that matter most to you. 

[Salutation],

[Name, Title]

Email template 4 - Progress update and next survey communication for all employees

To: All Employees
From: [First and Last name], [Title]​
Subject: [Company name] survey results update and our next survey
Date: [10 weeks after survey close or 2 weeks before the next survey]

Dear [First name],​

[Company name] is proud of all the conversations, ideas, and actions taken because of the [Survey name] survey. It's important to us that we continue to enhance your work experience and engage you in a meaningful way.​

Our company Focus Area was determined to be [Focus Area].​ Here are some of the accomplishments we achieved:​

• Item 1​
• Item 2​

 And here are some items left to work on:​

• Item 1​
• Item 2​

Let's continue to drive this momentum into our next survey, launching on [date]. We encourage you to share your feedback on what we're doing well as a company and what we can do better.​ Our goal is to have continuous conversations on the things that matter most to you, your manager, and your teams.​

[Salutation],

[Name, Title]

Email template 5 - Survey results and confidentiality standards for managers

To: [Manager first and last name]
From: [First and last name], [Human Resources/Direct Manager/Other]
Subject: [Survey name] survey results and next steps​
Date: [1 day after survey closes]

Dear [Manager first name],​

You're probably eager to see the feedback data from your recent Viva Glint survey and to share these results with your team. Because [Company name] knows response data impacts how safe employees feel in providing feedback, minimum response thresholds were assigned to uphold the confidentiality of your team. If this minimum confidentiality threshold isn't met, some of your results may not include data.​ Read about protecting your peoples' confidentiality.

Additionally, if you had fewer than five employee survey responses, your own team results report won't show on your dashboard. To protect confidentiality, your team’s data rolls up into the next level, so your team is represented in your direct manager’s report. Your manager can share their team's broader survey results with you and you can use these Broader Team Insights (BTI) as a starting point for your team’s conversation. Begin your conversation using the rollup results and then steer the conversation toward results pertinent to your group. ​

Survey scores are a starting point for a conversation that involves your team in identifying Focus Areas to improve engagement. Even if you have just a few responses, or limited views of your results, you should still foster a rich conversation with your team. ​

[Salutation],

[Name, Title]

Email template 6 - How to have effective conversations: managers and HRBPs

To: [First and last name], HRBPs and Managers​
From: [First and last name], [CHRO/Senior Human Resources Business Partner/Other]
Subject: [Survey name]** How to have effective feedback conversations​
Date: [5-7 days after survey close]​

Dear [Manager first name],​

By now, you've seen your [Survey name] survey results and scheduled your initial conversation with your team. Conversations about feedback can be challenging. -Planning helps you feel prepared and get the most value from your team conversations.​

How do you effectively share survey results and involve your team to prioritize Focus Areas and identify solutions? To help you prepare and facilitate your discussion, use Viva Glint’s ACT Conversation Guide:

• Acknowledge where we are​
• Collaborate on where we want to go​
• Take one step forward​

Following the meeting, choose one Focus Area (or two small ones) for action taking. Use the Viva Glint platform for suggested action plans and involve your team in developing solutions.​

Acting on feedback is the largest scale missed opportunity most organizations face. Employees who don't believe action is taken are likely to report being disengaged. ​Know that you don’t have to address everything that comes out of the feedback right away. Instead, use this opportunity to have meaningful conversations, commit to one to two simple changes and share lessons learned.​

[Salutation],

[Name, Title]

Email template 7 - Feedback action reminder for managers

To: Managers​
From: [First and Last name], [Chief Human Resource Officer/Senior Human Resources Business Partner​/Other]
Subject: [Survey name] feedback progress update​
Date: [Week 4 and Week 8 after survey close]​

Dear [First name],​

Our [Survey name] survey is just the starting point to open a rich dialogue with your team. Use your results as the basis for ongoing conversations that lead to continuous improvement over time.​

At this point, you should be familiar with the [Viva Glint ACT conversation tool] (/viva/glint/setup/quick-guide-manager-doc-pitfalls) and have chosen 1-2 Focus Areas to work on with your team. How are you progressing? Be sure to keep your team actions updated on your Focus Areas planning tab on your Viva Glint dashboard.

[Salutation],​

[Name, Title]