About these templates
A clear launch communication is one of the best ways to build trust in a new survey and encourage participation. These ready-to-use templates help you introduce your Butterfly.ai employee feedback survey to three audiences: employees, managers, and leadership. Each template explains what the survey is, how anonymity is protected, and what each group can expect.
The templates work for any survey type, cadence, or organization size. Copy the template you need into your email or internal communication tool, replace each [insert …] placeholder with your own details, and adjust the wording to match your company’s voice. Remove any sentence or [Optional] line that doesn’t apply to your rollout.
| Template | Audience | When to send | Purpose |
|---|---|---|---|
| Leadership announcement | Executives and senior leaders | 2–3 weeks before launch | Explains the purpose, timeline, and anonymity approach, and asks leaders to visibly support the survey and commit to acting on results |
| Manager announcement | People managers | About 1 week before launch | Prepares managers to answer team questions, encourage participation without pressure, and follow up on results |
| Employee announcement | All survey participants | A few days before launch | Introduces the survey, explains how responses stay anonymous, and tells employees what to expect |
Tips for a successful launch
- Send the messages in order (leadership, then managers, then employees) so leaders and managers are ready to answer questions before employees hear about the survey.
- Have a senior leader or HR send the employee message. A familiar name increases trust and response rates.
- If you are running a one-time survey rather than a recurring one, remove references to frequency and ongoing surveys.
- Follow up after the survey closes by sharing what you learned and what actions you plan to take. This is the most important step for keeping participation high in future surveys.
Employee announcement
Use this template to introduce the survey to all employees who will be invited to participate. It explains why the survey is being run, how often it will be sent, how long it takes, and how Butterfly.ai protects anonymity. Send it a few days before the survey opens, ideally from a senior leader or the HR team.
Subject: Your Voice Matters: Introducing Our Employee Feedback Survey
Hi everyone,
We are excited to share that we will be launching an employee feedback survey through Butterfly.ai beginning on [insert launch date]. This survey will give employees an ongoing opportunity to share feedback about their experience, workplace needs, and areas where we can continue to improve as an organization.
The survey will be sent [insert frequency — for example: monthly, quarterly, twice per year, annually] and will take approximately [insert estimated time — for example: 2–5 minutes] to complete.
A key part of this initiative is creating a safe and trusted way for employees to share honest feedback. To support that, the survey will be managed through Butterfly.ai, a third-party anonymous employee feedback platform, rather than being administered internally. We chose Butterfly.ai specifically to help ensure that feedback is collected, protected, and reported in a way that supports employee anonymity.
Your individual responses will not be visible to managers or internal teams. Survey results are shared in an aggregated format, which means the focus is on overall themes, trends, and opportunities for improvement rather than individual answers. Butterfly.ai’s reporting is designed to protect anonymity so employees can feel comfortable being open and honest.
This anonymous feedback will help us better understand what is working well, where employees may need more support, and what actions we can take to continue improving the employee experience. The more honest the feedback, the more useful the insights will be.
When the survey launches, you will receive a message from Butterfly.ai with instructions on how to participate. We encourage everyone to take a few minutes to complete the survey and share your perspective.
Thank you in advance for participating and helping us continue to build a stronger workplace together.
Best,
[insert sender name / leadership team / HR team]
Manager announcement
Use this template to prepare people managers before the survey is announced to employees. It explains how anonymity and reporting minimums work, what managers can do to encourage honest participation, and what is expected of them once results are available. Send it about one week before launch.
Subject: Supporting Your Team Through Our New Employee Feedback Survey
Hi [insert manager name / managers],
We are excited to share that we will be launching an employee feedback survey through Butterfly.ai beginning on [insert launch date]. Before we announce it to employees on [insert employee announcement date], we want to make sure you know what to expect and how you can help your team feel comfortable participating.
The survey will be sent [insert frequency — for example: monthly, quarterly, twice per year, annually] and will take employees approximately [insert estimated time — for example: 2–5 minutes] to complete. Each survey will stay open for [insert response window — for example: one week, two weeks].
The survey will be managed through Butterfly.ai, a third-party anonymous employee feedback platform, rather than being administered internally. Managers will not see individual responses. Results are reported in an aggregated format, and Butterfly.ai only shows results for groups of at least four people. If a team has fewer than four direct reports, those results are combined with the next level up so no one can be identified. Filters follow the same rule.
As a manager, you play an important role in whether your team trusts this process. We ask that you mention the survey in your next team meeting, let your team know their responses are anonymous and that honest feedback is welcome, and give them a few minutes during the workday to complete it. A friendly reminder while the survey is open is helpful, but please do not ask anyone whether they have completed it or how they responded.
After each survey closes, you will have access to your team’s aggregated results in Butterfly.ai [insert results timing — for example: within one week of the survey closing]. We ask that you review the results, share a short summary with your team, and agree together on one or two realistic actions to focus on. You do not need to have every answer. What matters most is showing your team that their feedback was heard and that something is being done with it.
[Optional: We will hold a short manager briefing on [insert briefing date] to walk through the process and how to read your results.]
If you have any questions, please reach out to [insert contact name or email].
Thank you for helping us build a stronger workplace together.
Best,
[insert sender name / leadership team / HR team]
Leadership announcement
Use this template to brief executives and senior leaders before the survey rollout begins. It covers the purpose and timeline of the survey, how anonymity is protected, and how leaders can support participation and follow-through on results. Send it two to three weeks before launch.
Subject: Launching Our Employee Feedback Survey: How Leadership Can Help
Hi [insert leadership team name / executive team],
We are excited to share that we will be launching an employee feedback survey through Butterfly.ai beginning on [insert launch date]. This survey will give us an ongoing, reliable view of how employees are experiencing [insert company name], what is working well, and where we have the greatest opportunity to improve.
We are launching this survey to [insert purpose — for example: improve retention, better understand engagement following recent changes, or track progress over time]. The survey will be sent [insert frequency — for example: monthly, quarterly, twice per year, annually] and will take employees approximately [insert estimated time — for example: 2–5 minutes] to complete. Managers will be briefed on [insert manager communication date], and employees will receive their announcement on [insert employee announcement date].
The survey will be managed through Butterfly.ai, a third-party anonymous employee feedback platform, rather than being administered internally. No one in the organization, including leadership, will see individual responses. Results are reported in an aggregated format, and Butterfly.ai only shows results for groups of at least four people, with smaller groups rolled up into the next level. This approach is what gives employees the confidence to be honest, and honest feedback is what makes the results useful.
Your visible support is one of the biggest factors in how many employees participate and whether they believe their feedback will matter. We ask that you endorse the survey with your teams, encourage your managers to give employees time to respond, and be prepared to hear difficult feedback without trying to identify who said it. [Optional: Our participation goal for the first survey is [insert participation goal — for example: 70%].]
After each survey closes, we will review the organization-wide results together on [insert leadership review date or cadence] and agree on a small number of company-level priorities. We will then share what we learned and the actions we plan to take with employees by [insert results sharing date]. Following through on the results is what builds trust in the process over time.
If you have any questions, please reach out to [insert contact name or email].
Thank you for your support in helping us build a stronger workplace together.
Best,
[insert sender name / HR team]