Prior notification of trial participants by newsletter increased response rates: a randomized controlled trial

Mitchell, Natasha; Hewitt, Catherine E.; Lenaghan, Elizabeth; Platt, Eleanor; Shepstone, Lee; Torgerson, David J.

doi:10.1016/j.jclinepi.2012.05.008

Cited by 36Survey Methodology and NonresponseEthics in Clinical ResearchMedication Adherence and Compliance

Prior notification of trial participants by newsletter increased response rates: a randomized controlled trial

Mitchell, Natasha, Hewitt, Catherine E., Lenaghan, Elizabeth, Platt, Eleanor, Shepstone, Lee, Torgerson, David J.·2012·Journal of Clinical Epidemiology

DOI 10.1016/j.jclinepi.2012.05.008

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Abstract

Objective To assess the effectiveness of prenotification using a newsletter to increase questionnaire response rates within a randomized controlled trial (RCT).Study design and setting An RCT set within the context of the Medical Research Council's SCOOP trial of screening older women for fracture risk.Results A subsample of SCOOP participants were randomized in equal numbers to receive a newsletter approximately 6 weeks before the follow-up questionnaire or no newsletter. Of the 1,342 participants in the newsletter group, 1,291 (96.2%) returned their 24-month follow-up questionnaire compared with 1,271 of the 1,344 participants who were not allocated to receive the newsletter (94.6%). The difference of 1.6% was statistically significant (P=0.05), with an odds ratio (OR) of 1.45 (95% confidence interval [CI]: 1.01, 2.10). The newsletter and no newsletter groups required a similar number of reminders (OR 0.88, 95% CI: 0.73, 1.06), had a similar number with a complete primary outcome (OR 0.95, 95% CI: 0.57, 1.58), and took a similar time to respond (log rank 1.30, P=0.25).Conclusions This study supports previous research that suggests that prenotification increases survey response rate: albeit a small absolute increase. No previous study has shown this to be so within the context of patients enrolled within an RCT. Trials that use newsletters to keep their participants informed of the study's progress should use the newsletter as a prenotification device as this will increase overall response rates.

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Using study newsletters as a prenotification device can improve follow-up rates.
“given evidence suggesting using study newsletters as a prenotification device can improve follow-up rates.44”
From Study protocol for a feasibility study of an internet-administered, guided, CBT-based, self-help intervention (ENGAGE) for parents of children previously treated for cancer (2018) · cites this paper as [44]

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“55 In addition, assessment completion rates varied, with higher completion rates for the M.I.N.I. at each time-point (84.4% at post-treatment and 81.4% at follow-up), in comparison to Portal assessment completion (65.6% at post-treatment and 67.8% at follow-up).”
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“According to a 2017 systematic review(17) and an earlier Cochrane review,(18) only four prior reports empirically evaluated retention among persons 70 years or older,(19-22) and all four evaluated response rates to a postal questionnaire, with follow-up ranging from only 4 months(21) to 2 years.(20) In summary, comple…”
Background
An advance letter did not increase the response rates in a telephone survey: a randomized trial
Carey, R. N., Reid, A., Driscoll, T., Glass, D. C., Benke, G., & Fritschi, L. (2013) · Journal of Clinical Epidemiology · doi:10.1016/j.jclinepi.2013.03.007 · Cited by 15 · see citing works
“Past research has generally demonstrated an overall positive effect of these letters on response rates in both mail and telephone surveys [11,12], with a meta-analysis showing that the odds of cooperating were 1.”
Background
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“An aggregated fixed effect meta-analysis of this study with the study reported by Mitchell et al.5 evaluated the effect of sending a newsletter before receiving the questionnaire to improve response rates.”
Method
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“We will also write newsletters during the trial to keep the participants informed and engaged with the trial which can enhance response rates [43].”
Background
A nested randomised controlled trial of a newsletter and Post-it® note did not increase postal questionnaire response rates in a falls prevention trial
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“Introduction –”
Influential
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“A study newsletter was also developed and sent to participants 2 weeks before their 6-month follow-up questionnaire given this has previously been found to increase response rates [25].”
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Additional file 2 of Biomarker Driven Antifungal Stewardship (BioDriveAFS) in acute leukaemia—a multi-centre randomised controlled trial to assess clinical and cost effectiveness: a study protocol for a randomised controlled trial
Flett, L., Abdelatif, R., Baz, S. A., Brady, S., Corbacho, B., Common, K., Cowling, A., Fairhurst, C. M., Fitzmaurice, E., Gandhi, S., et al. (2024) · Figshare · doi:10.6084/m9.figshare.26129845
Additional file 1 of Biomarker Driven Antifungal Stewardship (BioDriveAFS) in acute leukaemia—a multi-centre randomised controlled trial to assess clinical and cost effectiveness: a study protocol for a randomised controlled trial
Flett, L., Abdelatif, R., Baz, S. A., Brady, S., Corbacho, B., Common, K., Cowling, A., Fairhurst, C. M., Fitzmaurice, E., Gandhi, S., et al. (2024) · Figshare · doi:10.6084/m9.figshare.26129750
Additional file 1 of Lateral compression type 1 fracture fixation in the elderly (L1FE): study protocol for a randomised controlled trial (with internal pilot) comparing the effects of INFIX surgery and non-surgical management for treating patients with lateral compression type 1 (LC-1) fragility fractures
Cook, E., Laycock, J., Acharya, M., Backhouse, M. R., Corbacho, B., Doherty, L., Forward, D. P., Hewitt, C., Hilton, C., Hull, P., et al. (2024) · Figshare · doi:10.6084/m9.figshare.26565764
Systematic review of strategies to increase retention of people with cancer in longitudinal studiesPreprint
Djaogol, T., Cantrelle, C., Jacques, B., Ghesquières, H., Dutheil, S., Molimard, L., Besnard, M., Bobin, M., Monnereau, A., & Guyader-Peyrou, S. L. (2026) · Research Square · doi:10.21203/rs.3.rs-9369378/v1

Additional file 1 of Does pre-notification increase questionnaire response rates: a randomised controlled trial nested within a systematic review
Woolf, B., & Edwards, P. (2021) · Figshare · doi:10.6084/m9.figshare.17087884
Does pre-notification increase questionnaire response rates: a randomised controlled trial nested within a systematic review
Woolf, B. A. R., & Edwards, P. (2021) · BMC Medical Research Methodology · doi:10.1186/s12874-021-01462-z · Cited by 2 · see citing works
Pre-notification did not increase response rate in addition to follow-up: a randomized trial
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Effect of prenotification on the response rate of a postal survey of emergency physicians: a randomised, controlled, assessor-blind trial
Hickey, M., McIntyre, L., Taljaard, M., Abdulaziz, K. E., Yadav, K., Hickey, C., & Perry, J. J. (2021) · BMJ Open · doi:10.1136/bmjopen-2021-052843 · Cited by 6 · see citing works
Prenotification had no additional effect on the response rate and survey quality: a randomized trial
Xie, Y. J., & Ho, S. C. (2013) · Journal of Clinical Epidemiology · doi:10.1016/j.jclinepi.2013.03.010 · Cited by 11 · see citing works

Authors: Mitchell, N., Hewitt, C. E., Lenaghan, E., Platt, E., Shepstone, L., & Torgerson, D. J.
Affiliations: University of York (GB)
University of East Anglia (GB)
Corresponding author: Torgerson, David J.
ORCID: Mitchell, Natasha
Hewitt, Catherine E.
Shepstone, Lee
Torgerson, David J.
Venue: Journal of Clinical Epidemiology
Publisher: Elsevier BV
Published: 2012-12
Volume: 65
Issue: 12
Pages: 1348-1352
ISSN: 0895-4356 (ISSN-L)
DOI: 10.1016/j.jclinepi.2012.05.008
OpenAlex: W2145177050
Cited by: 36
References: 6
Citations by year: 2026: 1 · 2025: 4 · 2024: 6 · 2023: 3 · 2022: 1 · 2021: 4 · 2020: 3 · 2019: 1 · 2018: 4 · 2017: 3 · 2016: 2 · 2015: 2 · 2013: 2
FWCI: 4.21
Type: journal article
Language: en
Open access: closed
Licence: www.elsevier.com/tdm/userlicense/1.0/ (tdm)
Locations: Journal of Clinical Epidemiology (publishedVersion)
PubMed (publishedVersion)
UEA Digital Repository (University of East Anglia) (submittedVersion)
Funders: Versus Arthritis (18025)
Topics: Social Sciences › Sociology and Political Science › Survey Methodology and Nonresponse
Health Sciences › Medicine › Public Health, Environmental and Occupational Health › Ethics in Clinical Research
Health Sciences › Medicine › Family Practice › Medication Adherence and Compliance
Keywords: questionnaire response rate, trial participant retention, participant engagement, follow-up survey, reminders, fracture risk screening, older women
MeSH terms: Communication, Data Collection, Female, Humans, Mass Screening, Middle Aged, Osteoporosis, Surveys and Questionnaires, Reminder Systems

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Prior notification of trial participants by newsletter increased response rates: a randomized controlled trial

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