How to Effectively Recruit Participants from Your Client List
Recruiting research participants from your existing client list can be a smart way to find engaged, relevant people for your market research projects. But unlike tapping into a dedicated research database, working with a client list requires a thoughtful approach. Many of the names on these lists may not be familiar with market research, and that can affect how they respond to outreach — especially if they’ve never been contacted for research before.
At Focus People, we’ve helped clients recruit from hundreds — even thousands — of contacts, and we understand the strategies that work best to get good response rates while respecting your customers’ privacy and relationship with your brand.
Understanding the Challenge
Client lists often contain valuable contact information, but they may also include outdated phone numbers or email addresses. In many cases, lists that start with thousands of contacts can shrink significantly once invalid details are removed. That’s why having a clear plan and multiple outreach methods is essential for success.
Proven Options for Recruiting from Your Client List
Below are several effective approaches clients have used in the past:
Option A – Client-Led Email Invitation
Your organisation sends an email to your customers informing them about the research project and inviting interested people to respond — often via a survey link. This method attracts participants who are already interested, without an initial call from a recruiter.
Option B – Focus People Sends an Email on Your Behalf
You share your list with us and we send a personalised email to invite participation. We recommend including your company’s name in the message and can attach a letter from your client to add credibility.
Option C – SMS Invitations
Text messages are a great alternative when email addresses aren’t available. With your approval of the wording, we can send SMS invitations to mobile numbers on the list.
Option D – Phone Outreach
In some cases, direct phone calls are necessary. Although this method takes more time and comes at a higher cost, it allows for personal contact and immediate screening. We maintain a professional approach, limiting calls so as not to hassle your contacts.
How We Support the Recruitment Process
When Focus People works with your client list, we document interactions carefully, adding notes to your spreadsheet about each contact’s response — such as incorrect details, lack of interest, or confirmation of attendance. These insights help you understand not only who is participating, but why others may not be.
We also take confidentiality seriously. Your client list is treated as strictly confidential and is only used for the specific project. Once recruitment is complete, we delete your data from our system and provide it back to you with recruiter notes.
Key Questions We Ask Before Starting
To ensure an accurate cost estimate and the best approach, we typically ask:
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How many names are on the list?
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Can we mention the client’s name when contacting people?
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Does the list include phone numbers and email addresses?
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Are participants aware they may be contacted about research?
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Would you prefer email, SMS, phone calls, or a survey link approach?
These details help shape the most effective strategy for your project.
What to Expect
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Not everyone on a client list will fit your project criteria, so realistic expectations are important.
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We aim for respectful contact and follow-up, offering flexibility across communication methods.
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Robust documentation and confidentiality management are core to our process.
Recruiting from your client list doesn’t have to be daunting. With the right strategy and partner, you can reach highly relevant participants who add real value to your research.
Need help recruiting participants from your own list?
Contact the Focus People team to discuss your project requirements and options.
