dissertation research recruitment flyer

Research Study Flyer Templates

Encourage participation in a research study by using one of the templates below. This simple, easy-to-read format works well for distribution across campus and the community. 

MS Word Flyer Templates

Download the templates below and select between a master brand or brand extension version. Each one is available in 8.5" x 11" and 8.5" x 14" with tear-offs, and in 8.5" x 11" without tear-offs. Fill in the blanks with your information, but do not add photography. Please reference the tip sheet when creating your flyer.

Master Brand, 8.5" x 11", No Tear-Offs

Master Brand, 8.5" x 11", Tear-Offs

Master Brand, 8.5" x 14, Tear-Offs

Logistics Flyer Template

Once study participants are selected, it's important to communicate effectively and provide important, logistical information in a consistent, professional manner. The following templates are available to easily adjust location, contact information, maps, etc. for each study.  

Template Options:

Master Brand, 8.5" x 11"

North Campus map

South Campus map

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Creating Effective Research Recruitment Flyers

August 16, 2023

Written By: Rob C.

How to Create Effective Research Recruitment Flyers

By following these tips below, you can create research recruitment flyers that will help you attract more participants. Remember 1) keep your flyer clear, concise, and informative; 2) highlight the benefits of participating; and 3) make it easy for people to contact you.

Here are some tips on how to create effective research recruitment flyers:

• Start with a strong headline: Your headline is the most important part of your flyer. It is what will catch people's attention and make them want to read more. Your headline should be clear, concise, and attention-grabbing. It should state the purpose of your study in a way that will appeal to your target audience.
• Use clear and concise language: Your flyer should be easy to read and understand. Avoid using jargon or technical terms that your target audience may not be familiar with. Use simple language that everyone can understand.
• Financial compensation
• Free medical care
• The opportunity to contribute to important scientific research
• The chance to learn more about a particular condition or disease
• Use a Flyer Template or Generator: While creating a recruiting flyer isn’t difficult, customizing a known and tried-and-tested template can save you time and increase response rates. A flyer generator allows you to input your study information (i.e. demographics, inclusion/exclusion criteria, etc.) and create a custom recruitment flyer. You can use the Research & Me Flyer Generator for free.
• Make it easy for people to contact you: Make sure to include your contact information clearly on your flyer so that people can easily reach out to you with questions or to sign up to participate. Your contact information should include your name, title, email address, and phone number.
• Protect Your Privacy: If you’re using your existing work or personal contact information on your research recruitment flyers, your identity and privacy are at risk. Use a custom email address, a QR code or custom link to your study to protect yourself and your team. The Research & Me Flyer Generator offers the option of free custom email addresses, free QR codes and free custom links to use for your study.
• Limit your flyer to one page in length: People are more likely to read a flyer that is short and to the point. If your flyer is too long, people may not be interested in reading it.
• Get feedback from others: Before you distribute your flyer, it's a good idea to get feedback from others. Ask friends, colleagues, or family members to review your flyer and give you their honest opinion. This will help you to identify any areas that need improvement.
• Proofread your flyer carefully: Typos and grammatical errors will make your flyer look unprofessional and could damage your credibility, so review before you distribute it
• Ensure Compliance: Make sure that your recruitment flyer is compliant with all IRB regulations and guidelines. This includes obtaining ethical approval, using appropriate language, and providing accurate information.

Additional Tips:

• Link to your study website from your flyer. This will give people more information about your study and how to participate.
• Promote your flyer on social media and other online channels. This will help you to reach a wider audience.
• Submit your flyer to relevant directories. This will help people to find your flyer when they are searching for research recruitment flyers in your area.

By following these tips, you can increase the chances that your research recruitment flyer will be seen by people who are interested in participating in your study.

Tags: Research , Participant Recruitment , Research Recruitment Flyers

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Research recruitment flyer, what is a recruitment flyer.

A research recruitment flyer is a single-page advertisement that conveys the essential information about a clinical trial that is recruiting. Also known as a recruitment poster, it needs to comply with IRB guidelines which mandate the inclusion of several pieces of information, including the following:[ 1 ][ 2 ]

• A condensed clinical trial title and IRB study number
• Contact information of the principal investigator or facility
• Location of the clinical trial
• The objective of the study, explicitly indicating that it is a research study
• A summary of the protocol which includes the study activities and the time commitment required of participants
• Basic inclusion and exclusion criteria (eligibility criteria)

Furthermore, there are particular elements that are not permitted on recruitment flyers for ethical reasons, which include: [ 1 ][ 2 ]

• Any form of discount or coupon for the novel drug when/if it comes to market
• Any claims that imply direct benefits of the medical intervention under study
• Any claims that the device or drug under investigation is safe or effective
• Using the terms “new drug” or “new medication” without mentioning that it is an investigational product
• Using enlarged or bold print to emphasize financial compensation or incentives

Challenges faced in clinical trial recruitment efforts

When it comes to clinical research recruitment, there are several challenges faced by sponsors and sites, which together result in an estimated 85% of trials not meeting their enrollment targets (either on time or at all). These setbacks and delays represent significant monetary losses for sponsors as well.[ 3 ] This is especially unfortunate considering that surveys have shown that up to 68% of patients would be interested in participating in a clinical research study if they had more information.[ 4 ]

So why do so many studies fall short of patient accrual targets, and why is it so difficult for clinical researchers to capture the attention of eligible participants despite the general interest in participating in clinical studies? The answer involves a combination of several factors.

One significant barrier is a lack of awareness and limited medical literacy amongst the general public. The average US adult is considered to have the reading ability of an 8th grader, and, in most cases, such a person does not have the medical knowledge that would be required to fully comprehend complex research study documentation.[ 5 ] Unless a patient has a certain degree of experience dealing with a specific medical condition, medical terminology and vocabulary might go over their head.

The general lack of awareness about clinical research opportunities is backed by an NIH survey from 2020 which found that 41% of US adults did not know about the clinical trials they were eligible for.[ 6 ] There may also be a lack of awareness and diffusion within the healthcare system. The same survey indicated that only 8.9% of those surveyed had been invited to participate in a research study through a healthcare provider.[ 6 ]

Reasons why your research recruitment flyer isn’t effective

When it comes to recruitment flyers, the challenge is thus to capture the attention of eligible participants who may not be informed about or come across research opportunities otherwise. Unfortunately, lots of recruitment flyers are not designed appropriately for capturing viewers’ attention and conveying information in a clear and aesthetic manner. Some poor design choices that have hindered the effectiveness of many a research recruitment flyer include:

• Misaligned text and poor contrast (e.g., light text on light background)
• Crowded, hard-to-read text, in block paragraphs (poor use of spacing, headings, etc. to assist visual flow and summary-level comprehension)
• Unclear content that leaves too many questions unanswered
• Too much medical jargon (readers might not even understand what the study is about)
• Visually unappealing design that does not capture attention in the first place

Given the sheer volume of advertisements competing for the same spaces - physical spaces on billboards, online ads, but also space in people’s minds - minor design flaws can hinder your ad from being noticed at all. As people are exposed to more and more ads and distractions, the time they spend on any given ad is also decreasing.[ 7 ]

What makes a good research recruitment flyer?

Recruitment material needs to do more than generate interest. It needs to be effective - i.e., turn potential participants into consented participants. Research recruitment flyers should adopt a patient-centric approach, conveying essential information clearly and concisely, and with a clear call-to-action for those who determine themselves to be eligible based on the information presented.[ 8 ]

Sponsors and researchers could consider “taking off their clinical research hats” to put themselves in their target patient’s shoes, in order to best understand their motivations and then speak to their needs in a clear and direct way.

By working from this perspective, researchers will be in a better place to create more effective recruitment flyers that selectively grab the attention of eligible participants and make it easy for them to take the next steps. In the next section, we will get into specific details of recruitment flyer design.

How to design an excellent research recruitment flyer

Developing content that is relevant, understandable, and concise, and which conveys essential information about a clinical trial without being too scientific or confusing may represent a unique challenge for many researchers who may be more used to research writing.

Toning down medical language into layman’s terminology and avoiding “jargon” is a prerequisite for effectively communicating with broad audiences. There are many helpful online tools available, such as this medical dictionary , which provides plain-language alternatives for many medical terms to help you write clearer, simpler content.

With this understanding of how to approach the tone and writing style of the recruitment flyer, let’s get into the specific information that should be included in a research flyer - and how it should be included to maximize its effectiveness.

5 Questions the research recruitment flyer should answer

To understand how to recruit participants for a study, consider these five critical questions potential participants should have clear answers to after reading the research flyer:

• Who is the study for?
• What is the study about?
• Why should I care?
• What is required of me?
• How can I get more information or sign up?

1. Who is the study for?

To target the right audience right off the bat, your research recruitment flyer needs to clarify who the study is for, and the best place to do that is in the heading, the most prominent space in almost any flyer. Let’s take a look at two examples - one poor example and a better example.

• POOR: Research study investigating diabetes

This heading is not direct, as it doesn’t call out to anyone in particular. It feels more like a general announcement and may be ignored. What about diabetes is being investigated?

• BETTER: Is your type 2 diabetes under control?

In this example, it is obvious that the flyer is addressing people with type 2 diabetes. The flyer may jump out for a person with diabetes, who would then be more likely to take a moment to review the rest of the information.

2. What is the study about?

Following the heading, the flyer should explain why the clinical trial is being conducted. This should be clearly summarized in 2–3 lines maximum, and must explicitly state that it is a research study. Consider the following examples:

• POOR: We are conducting an explanatory clinical trial to try to determine if biweekly administration of the new drug AB2377 may contribute to lowering levels of biomarkers of liver inflammation in people with advanced liver cirrhosis.

Although this description is complete and only occupies three lines, it is overly wordy and contains a lot of information that is irrelevant at this preliminary contact, such as the specific experimental drug name and details about the exact health endpoints being measured. The wording is far from straightforward, and you may have also noticed that it doesn’t specify that AB2377 is an investigational drug!

• BETTER: We are conducting a research study to find out if an experimental treatment improves signs of liver health in people with cirrhosis.

By simplifying the language to make it straightforward, and removing extraneous/complicating information, this sentence is now much clearer in describing what the clinical trial is researching, in who, and how.

3. Why should I care?

From the perspective of the person reading, the flyer should provide some indication as to why they might care to actually follow the call-to-action and participate in the study.

To answer this question, it’s helpful to consider common motivations people state for participating in clinical trials, such as access to novel therapies or wanting to help others. For more ideas about why people enroll in clinical research, refer to Enrollment in Clinical Trials: Statistics and Patient Recruitment Strategies .

It’s important to remember not to promise any personal benefits or positive outcomes, as this is both misleading and unethical (such materials will not get IRB approval).

If there is any financial compensation involved, this should be mentioned without highlighting it in any special font or formatting. Let’s examine the examples below:

• POOR: By participating, you will receive access to a cutting-edge treatment that could cure your diabetes, and you will receive $500 for participation!

This line alludes to a positive outcome for participants and highlights a monetary incentive, further without clarifying stipulations, and is thus misleading and unethical.

• BETTER: By participating, you can help us in trying to find a new treatment for people with diabetes worldwide, and will be compensated $500 for your time and commitment to the entire study.

The potential benefit stated is realistic and taps into the desire to help others. Furthermore, it clearly explains that the compensation is only awarded upon completion of the entire study, and this information is not made to stick out in any way from the rest of the text..

4. What is required of me?

When potential participants make a well-informed decision to enroll in a clinical trial (i.e., they are fully aware of what it involves), they are less likely to drop out. A strong factor in this decision-making process is what is expected from them throughout the trial, including expected time commitment, travel requirements, and mandatory procedures. This information should be laid out clearly in your recruitment flyer.

Aim to capture the entire picture; focus on what is most relevant, but make it complete. Again, keep the language clear and simple, as illustrated by the contrast between these two examples:

• POOR: The study lasts 3 years, and you will undergo numerous tests and procedures at specific intervals, plus follow-up appointments.

While certainly concise, this information is far too vague, which can create confusion or even suspicion and distrust. The lack of clarity leaves room for participants to make assumptions about the research protocol, which can deter them from enrolling or lead to drop-outs when they realize it’s not what they expected.

• BETTER: You will attend one study visit at the central location every 3 months, for 3 years (12 visits in total). At each visit, your blood will be drawn, and you will be asked to answer a short (5 min) survey. After the 3-year period finishes, there will be a single follow-up call (by telephone) 4 months later.

This description eliminates confusion as it states the exact frequency of trial site visits, so participants can accurately gauge the travel requirements. It specifies what the visits involve as well, which can help build trust as study details are presented transparently right from the beginning.

5. How can I get more information or sign up?

Finally, an effective research recruitment flyer will include a clear call-to-action that guides eligible participants to contact details where they can get more information or sign up. This should be direct and avoid ambiguities.

To help people reach you and your team, provide multiple contact options, such as a phone number, email address(es), website URL(s), QR code(s), and in some cases, even tear-offs.

Consider the following examples:

POOR: For more information and to sign up or to contact the study’s principal investigator Dr. Michaels for any questions or doubts you may have, please call +1(311)999-8888 or visit https://www.participateinmycomplexclinicalresearchtrialnow.com/vjisp984rhkls8yg3khro88ysdg37778934-?khgouesef=true0[9tiwjh4

This is a run-on sentence with subpar grammar that is not entirely clear to follow. The contact information consists of only one phone number (calls only), and a very long URL that is too difficult (or even impossible) to copy accurately. Importantly, the call-to-action is not overtly clear, indicating that readers should call “for more information” “and to sign up” “or to contact the PI.”

BETTER: For further information or to sign up, call or send an SMS to Dr. Michaels at +1(311)999-8888 or visit http://www.bit.ly/3ff5

Here you have the same information but written more concisely, and with a clearer call to action (to get more information, or to sign up). The URL is shortened so that it can be written down easily, and the phone number is set up to receive text messages as well as calls.

Design: What makes a flyer look professional yet captivating?

A research recruitment flyer that clearly and concisely answers all the questions mentioned above, but which lacks attractive or magnetizing design elements will not stand out amongst other flyers. Visual cues may be the first thing that calls a reader’s attention toward the flyer. Therefore, it is important to give the flyer’s design due attention as well. Some ideas here include:

• Format text with readable fonts and uniform font sizes. Good design practices dictate a maximum of two font styles on one flyer. Check that the fonts look good, either matching closely or complementing one another in contrast.
• Use contrast wisely, by using light text colors on darker backgrounds and vice versa to improve readability.
• Separate blocks of text with empty space. A single paragraph with all of the information jammed together is not visually appealing, and is harder to skim through.
• Use images that are appealing and that relate to the content and resonate with the target audience - a picture of a cookie is not a good match for a blood sugar control study in people with diabetes.
• Leverage elements of graphic design - use well-matched color themes, shapes and lines to separate text blocks or sections, and make use of contrast, empty space, and subconscious visual cues* to create eye-catching layouts with good alignment, symmetry, and balance.

For more information about visual design elements, take a look at this resource , starting from slide 14. *To understand what we mean by visual cues, see slide 22 of the same resource.

With all these design points in mind, you can create a visually balanced research recruitment flyer that stands out and grabs viewers’ attention, but which is subsequently easy to read as well. In terms of the actual text, make sure the call to action stands out clearly, and consider using a catchy hook or clever wordplay to grab readers’ attention in the heading.

A quick word on images - Images are a vital visual component, but can be distracting if there are too many or if they are not relevant. They can even be off-putting if they are poorly edited, skewed, or of poor resolution. It is important to obtain the rights to reproduce an image, or to use royalty-free images. Popular sites for finding royalty free images that allow commercial use include Pexels , FreeImages, and FreePik.

Consider hiring an expert to design the study recruitment flyer for you

With all of these considerations in mind, designing a research recruitment flyer might seem overwhelming, especially for sponsors who are already tied up with other duties. In some cases, it may be worth contracting an expert to help in the design of your recruitment materials (or to design them for you entirely). This could be an individual or an agency who specializes in clinical trial marketing in general, or with expertise focused around design.

Outsourcing the design process allows you to focus on core responsibilities, while bringing benefits of the expertise and experience of a professional to optimize the recruitment materials. In some cases this can save you time and even money, and you could end up with a streamlined partnership you can count on for future trials and even other pieces of study material. However, it’s also worth considering whether it would be more advantageous in the long-term to work on developing this skill internally, learning and improving your ability to develop effective recruitment flyers quickly.

Don’t forget the IRB!

Don’t forget that all study material must pass IRB approval before being distributed. Ensure your research recruitment flyer follows IRB guidelines, has all the relevant information, and that you are happy with the design before submitting it for approval.

Once your flyer is IRB approved, you cannot modify it in any way without subsequent approval. If you determine that it is under-performing and decide to make changes, you will need further IRB approval.

With that in mind, it’s a good idea to consider creating a couple of versions of your recruitment flyer, submitting them as a package for approval. That way you can swap them out quickly without waiting for subsequent approval. These versions might use different images, different headings, alternative color schemes, or have entirely different designs. That’s up to you - with practice, experience, and measurable performance indicators you can monitor, you will be better able to understand what tends to work and what doesn’t work so well for your target populations.

Sample research recruitment flyer templates

There are some online resources where you can download templates and examples of good flyers, such as the websites of the University at Buffalo , University of Florida’s CTSI , and Northwestern University .

Remember that these research recruitment flyer templates are just starting points. Build on the ideas or concepts that you feel stand out using the writing and design tips we explained above, and you will be able to design good flyers that resonate with your patient population and encourage them to enroll by providing clear descriptions that empower them to make an informed decision.

The goal of effective recruitment materials is for interested prospects to contact you, after they make a personal, preliminary judgment of their own interest and eligibility. Step into your participants’ shoes to understand their needs and design a flyer that resonates with them and makes them feel empowered to embark on a new adventure in their health journey. Focus on the use of clear, direct, and simple language, laid out in a visually appealing way that facilitates comprehension and engagement.

While creating an effective research recruitment flyer requires an initial investment of time and money, it has the potential to boost recruitment numbers and help you get your study off the ground faster. As with all things, practice makes perfect, so it may take a few attempts to get it right. If you are pressed for time or feel overwhelmed, consider outsourcing the design to a professional designer who can bring their unique expertise to the table.

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Five Tips to Improve Clinical Trial Recruitment Flyers

03 Mar Five Tips to Improve Clinical Trial Recruitment Flyers

In his 15 years as a research coordinator, the Institute of Translational Health Sciences’ Mike Donahue has spent a lot of time analyzing and designing study recruitment flyers. He recently shared with us his tips for creating a flyer that attracts potential study participants.

1. Design and write with your target audience in mind.

Before you create your recruitment flyer, you need to identify your audience. Who are you targeting? What are their interests and how do they spend their time? What images and copy will get them to look at your flyer? Ask yourself this question: why would they want to participate in your study?

If the study includes a broad age range, remember that the answer to these questions can vary by age, health history, ethnicity, and other demographic levels. Taking a moment to define your audience will make all the difference in the success (or failure) of your flyer.

2. Make it eye-catching and easy to read from a distance.

Think about the posters you see for theater or performance events. They catch your eye with color and imagery. The text is concise—a quick scan of the poster offers the major points.

This recruitment flyer from the Vaccine Trials Unit has a clear hierarchy and bold colors.

Typical content includes: name of the event and theater or performance group, a short description of the event, venue location, dates, and where to buy tickets and find more information. Your recruitment flyer should follow a similar design format.

Not a Photoshop expert? Check out Canva , a free online graphic design program. This drag-and-drop software makes it easy to create a professional-looking flyer.

Some general design tips to keep in mind are:

• Keep typefaces limited to a maximum of two per flyer.
• Use color to attract your audience and highlight the key messages.
• Use images that will resonate with your target audience. Avoid Clipart and overly posed stock photography. This list of free stock photography sites should get you started.

3. When you are writing copy, less is more.

When creating recruitment flyers, we can be tempted to write down everything about the study. But that can lead to a crowded, difficult-to-read flyer.

The goal of the flyer is to pique enough interest that interested participants call the recruitment coordinator to learn more. Then the coordinator can answer questions and fill in the blanks. Being on the phone with a potential participant is the best recruitment tool we have.

Here are some basic copy tips:

• Create a short, eye-catching headline that ties back to the study. For example, the headline “Are You Allergic to Me?” in this CATNIP study grabs attention.
• Use the words “research study” somewhere in the text. If the study involves a drug or device, the flyer should indicate that it is investigational.

The headline for this CATNIP study flyer quickly grabs readers’ attention.

• Use bulleted text to list basic participant eligibility criteria and what participation will involve, i.e., frequency of study visits, and what participants will be asked to do, and if there is compensation.
• When writing inclusion/exclusion criteria, consider how a potential participant would interpret it. You do not want eligible participants to self-select out. For example, the wording “must not be taking any medications” could cause people taking vitamins or an occasional ibuprofen to self-select out. Changing the wording to “must not be taking any prescribed medications” would help clarify this.
• Use plain language to improve readability and understanding. The PRISM Readability Toolkit can help you develop study materials that are easily understood by the general public.

What your copy should not do:

• Make unreasonable claims, such as promising health benefits.
• Mislead potential participants.

4. Write a Call to Action.

After you have explained the study, you need to add a Call to Action. What do you want the reader to do? Give them an action step. “For more information, call, email, or visit…”

If your study is posted on the recruitment site Participate In Research , you can also direct participants to that link, in lieu of having a study-specific website.

5. Create several versions of your recruitment flyer.

To reach different demographic groups within your target population, swap out the photos, try a new headline, and ask yourself the key question, “What aspects of this study will be most interesting to this audience?”

Looking for Recruitment Support?

Our Research Coordination Center staff has a wealth of experience troubleshooting recruitment challenges at the University of Washington and beyond. Our staff can help you to:

• Design effective strategies to increase enrollment and retention
• Advance a lagging recruitment timeline
• Offer flexibility for the research team and participants
• Find eligible patients quickly by engaging nurse coordinators to support screening

To learn more about hiring a part-time recruitment specialist to support your study, please visit the ITHS Research Coordination Center web page .

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ITHS manages Participate in Research, a recruitment site that allows research teams to connect directly with potential participants and volunteers. Visit ParticipateInResearch.org to learn more or get started.

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Research & Me can host your study for free. Use the custom link to send participants to your dedicated study page, where you can customize a questionnaire to screen candidates. Streamline the entire recruitment process with our management and collaboration tools - all for free. Your study is only available through the links you provide, unless you choose to use optional recruitment services from Research & Me.

Your Research & Me hosted study page and custom URL will be generated once you create your flyer. If you provide an organization code, your hosted study will be added to your organization and you'll have immediate access to organization features and discounts.

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Your Research & Me hosted email address will be generated once you create your flyer. If you provide an organization code, your hosted study will be added to your organization and you'll have immediate access to organization features and discounts.

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Select the contact method to use for the QR Code and it will be generated once you create your flyer.

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Recruitment of Research Participants

This guidance document defines the standards and parameters for utilization of advertisements and other recruitment materials in research studies.  The main purpose of such materials is to inform and invite potential subjects to participate in a research study.  Advertisements and recruitment materials targeting research participants should be thought of as the beginning of the informed consent process.  These materials should be limited to the information prospective subjects need to determine their eligibility and interest.

Advertisements and Recruitment Materials

Prior to posting and/or distribution, the IRB must approve the final content of any and all advertisements and recruitment materials for studies that are conducted under the purview of the IRB.  This includes but is not limited to recruitment via flyers, telephone (verbal guide), SONA, email, social media, and internet*.

This information should be submitted to the IRB with the initial application or project revision.

The IRB reviews the material to assure that it is accurate, not coercive or unduly optimistic, and not creating undue influence on the subject to participate; this includes but is not limited to:

a) Statements implying a certainty of favorable outcome or other benefits beyond what is outlined in the consent document and protocol

b) Claims, either explicit or implicit, that the activity, intervention, drug, biologic or device is safe or effective for the purposes under investigation

c) Claims, either explicit or implicit, that the activity, intervention, or test article is known to be equivalent or superior to any other drug, biologic or device

d) Use of terms like “new test,” “new treatment,” “new method,” or “new drug” without explaining that it is investigational

e) Promises of “free tests,” or “free treatment” when, in actuality, the participants will just not be charged for taking part in the investigation

f) Emphasis on compensation (e.g., bold type, larger font, etc.)

g) Inclusion of exculpatory language

Recruitment materials must include:

a) Title of the study

b) Name of the PI

c) Clear statement that this is research or a study

d) Contact information for interested individuals

When appropriately worded, the following items may be included:

a) Condition being studied and/or the purpose of the research

b) Primary criteria that will be used to determine eligibility for the study. Consideration should be given to whether the method of recruitment and the presentation of eligibility criteria could result in additional risk. For example: email: "We are contacting you because you attended a support group for..." vs. email: "Researchers would like to learn more about people who...".

c) Time or other commitment required of the subjects

d) Location of the research

e) Potential direct or societal benefits

Recruitment materials and compensation plans cannot include:

a) coupons or discounts on the purchase price of the study product, if marketed

Once approved by the IRB, recruitment materials cannot be manipulated or altered without review and approval. For exempt and FLEX studies there are certain exceptions to this policy. Please see the project revision guidance for more information.

*Recruitment using social media ads that are size limited (e.g Facebook, Twitter, etc.) must be linked to a page or document that contains all required recruitment elements.

Recruitment Email

Recruitment Flyer with Pull-tags

Recruitment Business Cards

Bad Flyer Sample

Good Flyer Sample

Guidance Version Date: January 19, 2018

Human Research Protection Program, Institutional Review Board B308 Kerr Administration Corvallis, OR 97331-2140 [email protected] Phone: (541) 737-8008

• Education and Advising
• New Applications
• Post Approval
• Ethical Principles, Regulations, and Policies
• Guidance for Researchers
• Informed Consent Guidance and Templates

Contact Info

Division of Research and Innovation A312 Kerr Administration Corvallis, OR  97331-2140 Phone 541-737-3467

Our research

Recruitment posters, flyers and videos

People often find out about research by seeing posters or flyers asking participants to take part in a study. This page has examples of posters and flyers that have been used to recruit participants into studies. Top 5 tips for creating a recruitment flyer:

• State who can participate. Clearly state the details of those who can take part. Sometimes this can be made clearer using bullet points or a series of questions for participants to check if they are eligible.
• Make it visually appealing. Use few words and simple language. Avoid visual clutter.
• Check accessibility. Use a font that is easily readable and make it large enough to read. Use colour blind safe colours and ensure high contrast against the background.
• Print or digital? If you are making a flyer to print out and distribute, within the flyer include the text and any relevant links for participants to get more information or to sign up to take part. If you are making a flyer to post on social media or in an email campaign, do not include too much text or any links in an image file - instead place them in the main body of the social media post or the email so they can be clicked on.
• Include one call to action. Provide one clear action you want prospective participants to take, for example, to send an email to express interest, to complete an online expression of interest form or to take part in the online study.

Download example documents

Recruitment flyer.

Created by Dr Sarah Bargiela and colleagues at UCL

Recruitment poster

Created by Dr Maggi Laurie at DART, The University of Edinburgh

Study information video

Created by Jana Brinkert et al. at CRAE UCL

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You are here, recruitment flyer.

(Word) General outline to create and post a flyer seeking participation in a human subjects study.  Includes instructions.

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Initiatives and Committees

Plan your research, join a study, language and image guides for recruitment flyers.

Language can encourage or discourage research participation by diverse communities. Language used in application and study materials should reflect and speak to the preferences of people in the intended audience.  Please note: The language written into the grant is the same language you must use in the flyers.

Racial and economic disparities create significant health risks to our communities and nation as a whole. Increasing diversity of participants in research is critical for equitable care. Researchers must consider how language can encourage or discourage participation in diverse communities and build trust with the community. Language used in communication materials should reflect and speak to the needs of people in the intended audience. 

Below are resources to support the use of culturally appropriate language in research design and recruitment flyers. Note that preferred terms change over time and vary across specific communities. Take into consideration that the average American has a readability level equivalent to a 7th/8th grader (12 to 14 years old) ( Center for Plain Language ).   

Helpful Recruitment Language and Terminology

Simple language alternatives for medical terminology  Examples: adverse = bad, catheter = tube, exhibit = show 

Word search function to find plain language recommendations.  Examples: nephrologist = kidney doctor, glucose = sugar, facilitate = help 

Preferred Terms for Select Population Groups & Communities 

Non-stigmatizing language for diverse groups Example categories: Gender & Sex, Disability, Age, Mental Health, Ethnicity & Race, Substance Use 

Flesch Kincaid Calculator - Readability Score

Quickly check how readable your text is This tool rates text on a 100-point scale. The higher the score, the easier it is to understand the document. Text intended for the general public should aim for a score between 70 and 80. 

Framing Health Equity- Avoiding Stigmatizing Language

Advancing Health Equity: A Guide to Language, Narrative and Concepts  Providing physicians, health care workers and others a valuable foundational toolkit for health equity.

Resources & Style Guides for Framing Health Equity & Avoiding Stigmatizing Language   Links to references, other resources, and style guides to frame health equity and disparities.

How to use images and icons 

Make sure images are: 

• Relevant to your study and represent your target audience (e.g., includes older adults if recruiting for an aging study) 
• High-quality, do not use content that is out of focus  
• Authorized for use and all copyright regulations are approved 
• Note: Graphics can be used and sometimes are more universal than a photo 

Consult Columbia University's Branding and Identity Guides and Resources

Image and Icon Libraries 

CUIMC Logos and Images

The CUIMC Brand Center is a digital asset management tool for the entire medical center. There you will find logos, images, templates, and other digital assets for all your communications and marketing needs. 

The websites below offer free images and icons that may be helpful.   Always check copyright restrictions and licensing information before using photos.

• CDC - Public Health Image Library  
• NIH - National Cancer Institute Visuals Online  
• Library of Congress Photos on flickr  
• Flickr Creative Commons Search  
• StockSnap  

Consult Columbia University's Branding and Identity Guidelines

• [email protected]

• Current Trials We are currently recruiting participants for over 250 active studies. Click here to see if you are eligible.
• The Recruitment Guaranteed Method Discover our unique process that has helped to guarantee recruitment for over 600 studies.
• Articles Discover how to optimize your recruitment with our approachable article library.

Use This Sample Recruitment Email for Your Next Research Study

• Facebook Messenger

Whether you’re a seasoned researcher or new to the field, clinical trial recruitment is hard. There’s no doubt about it.

Most researchers focus on creating recruitment flyers, radio and TV advertisements, maybe even trying their hand at online advertising as well. As a result, they don’t realize they already have an invaluable recruitment asset – their participant database.

Participant databases are full of people who have already expressed interest in participating in a research study. All too often, this tool gets overlooked and in the end, this can lead to dire consequences for your study.

Want access to a free downloadable template for your recruitment emails? Click here.

The answer to research recruitment woes: Maximizing your participant database

As they prepare for a new clinical trial or health research study and begin planning for recruitment, most researchers immediately gravitate toward “traditional” recruitment methods of putting up flyers, buying radio and TV ad spots, or relying on word-of-mouth. What they fail to realize, however, is that they often have an invaluable tool already at their disposal: Email.

When anyone signs up for something these days, they’re asked for an email address. This seemingly insignificant line on your intake form is arguably the most valuable piece of information you have about your study participants or clinic patients.

Table of contents

Why emailing your participant database works How to write effective recruitment emails Sample recruitment email for research study Email can positively impact your recruitment Getting help from the experts

Why emailing your patient database works

Email is potentially the single most valuable piece of information you have about potential participants. All too often, researchers overlook this fact or assume they don’t actually have a database to pull from.

You may think you don’t have an email database or that you don’t have access to one, but chances are you do. If you’ve completed previous studies, you surely have a list of your participants in your files with contact information including their email addresses. 

Even if you don’t have your own list, you likely have somewhat easy access to someone else’s. Perhaps you work with a clinic that has a patient list or your university is willing to include information about your study in a newsletter. 

If you stop and think for a moment, you may suddenly realize you have access to more email inboxes than you’d imagined.

Here’s why obtaining email addresses matters and why emailing your database works for study recruitment.

You have complete control over your list of email addresses.

First, unlike your followers on social media or other external platforms, you literally own your email list. Your patients and study participants have willingly given you their email addresses for free and you are in control of how you use that information. 

This means you can email at any time without any specific restrictions or requirements made by online or traditional advertisers and – here’s the best part – you can do it essentially for free.

You’re reaching out to a group of individuals who likely know or recognize you.

Secondly, your email list is a group of what advertisers and marketers call “ warm leads. ” This means they know you or your work. Therefore, they’re more likely to stop and look at whatever it is you’re sending. 

Even in an inbox full of emails, when your participant candidates recognize your “from” name or something in the subject line of your email, they’re more likely to open the message and take a look.

When you’re advertising to a “cold” list of leads on social media or via traditional recruitment methods, you lose out on this attention-grabbing phenomenon.

How to write effective recruitment emails

Your most valuable recruitment asset is your email list database – hands down. That being said, in order to connect with your participants, you need to think like them.

To maximize the effectiveness of your email, use the Participant Perspective Model to craft your message. 

Here are 4 important key elements to include.

1. A catchy subject

The first place you’ll catch your participants’ attention is in your subject line. If your study doesn’t already have a catchy title, take a little more liberty to try crafting a more clever subject line for your email. 

After all, this is the smallest component of your message. You don’t need to include a lot of information here – that will come later.

2. Need-to-know details about your study

To get started, make a list of points to explain your study, what’s involved, and why someone might participate. 

We’ve found the best way to do this is to sum up your study in approximately 20-50 bullets that describe your trial. As you create your list, do your best to avoid jargon when possible and try to write in a conversational tone. Remember that you’re writing this to communicate with people outside your field, not other clinicians. 

Be clear about who, specifically, is eligible to participate. Moreover, help candidates understand why they should participate if they’re eligible and the greater impact their participation will make in the long-run.

Finally, revisit the Participant Perspective Model to improve those bullet points and descriptions.

3. Clean up your letter

Use your list of cross-checked bullet points and reformat them into a letter. This will be your email body. 

For clarity, you may choose to leave some bullets in your letter so candidates can see participation eligibility points at a glance and quickly determine if they’re right for the study. However, the majority of your email should be an actual letter.

If you have one, attach a digital copy (PDF or other image-format file) of your recruitment flyer or information sheet. This will help you make your case for why participants should join the study if they’re eligible and may also help explain the study procedures.

4. Conclude with a clear action

Finally, include a link (again, if you have one) to your online prescreening questionnaire. Make it as easy as possible for your recipients to get in touch if they’re interested. 

If you don’t have a link, be very specific about what action recipients should take to get involved in your study. There should be a single action to avoid any confusion.

Sample recruitment email for research study

Subject Line: Do mealtimes matter?

Subhead: You can contribute to Diabetes Research

Our team has been working on a new research study and we need your help.

Our goal of this new study is to see if consuming food within a smaller window of time during the day can help regulate glucose levels in people with Type 2 Diabetes.

If we are able to regulate the glucose levels with diet, managing the symptoms of Type 2 Diabetes will be a bit easier and could also potentially reduce the risk of future disease development for people across the globe.

Would you like to help? To see if you are eligible, please read the requirements below.

Why You Should Participate:

• You may experience an improvement in type 2 diabetes symptoms.
• You will be reimbursed $250 in supermarket vouchers.
• You will receive individual results from glucose monitors worn for the six-week study.
• You will be provided a detailed dietary analysis that could be helpful in managing symptoms of diabetes.
• You will be helping to advance medical research.

Who Can Participate?

• Men and women aged between 35-65 years old
• Those who have been diagnosed with Type 2 Diabetes and are taking up to 2 medications (not including insulin)
• Those who are NOT currently on a strict diet regimen (i.e. vegan, coeliac/gluten-free, ketogenic)
• Those able to attend 8 study visits at the research site over approximately 7 weeks

If you fit these requirements and are interested in helping, sign up for the study by clicking the link here.

Please let me know if you have any questions we could answer. Thank you for helping to improve the lives of people with Type 2 Diabetes.

Best, Dr.Alyson Kellar ABC Health Sciences

If you need some help crafting your message, download our fill-in-the-blank email template .

BONUS: Test different emails and follow up

In the world of email marketing, there’s also consistent research happening. It’s common knowledge that some emails perform better than others. This is why email marketers engage in something called “ split-testing .”

Get into the habit of split-testing. Create two different emails by altering either the subject line or the information in your letter. Then send each of your two emails to opposite halves of your list (one email to 50% of your list and the other email to the other 50%) and compare your results. Look for your open rate and response or click-through rate if you’ve linked to your prescreening questionnaire. 

If you have a large database, you can test your emails even further. Start by sending both email versions to 10-20% of your list and determine which one is performing better – either by open rates or, ideally, click-through rate (to your prescreening questionnaire) or next-step responses. Then, send the version that’s performing better to the rest of the database. This can also be a nice way to space out your responses so you can follow up with them all promptly.

If you’re not already set up with one, using an email provider platform like Mixmax will help you track all your statistics. In many cases, these services can be used for free. Avoid platforms like MailChimp and Mailerlite to get better open rates and avoid your email being pushed into the “promotions” inbox in email service providers like Gmail.

Using email platforms like Mixmax allow you to track and optimize the emails you send to your participant database.

Finally, make sure to follow up with your email recipients if you’re able to send more than one initial email. This crucial step is often overlooked or under-appreciated by researchers. Remember how many views you need just to get a single participant enrolled to a study? Following up with a second email will help you get one step closer to full enrollment.

Email can positively impact your recruitment

So many studies – more than 85% of them – are delayed due to poor enrollment . It’s not difficult to see why when you consider that many researchers are using ineffective recruitment methods and forgetting the value of their own databases. 

While the “old school” methods of creating recruitment flyers and using traditional media to run advertisements used to work, it’s actually been outdated for years. With the growing competition of studies and the fight for all consumers’ attention – not to mention the amount of time and effort these advertisements require to create – the old methods simply aren’t effective anymore.

If you have access to a database of potential candidates that have expressed interest in participating in research, you have an invaluable tool at your disposal. Don’t wait – use it!

With so much competition for our attention, it’s also hard to stand out. Whether you realize your advertising shortcomings or not, leveraging the expertise of marketing specialists will lead to a better study with higher recruitment rates and stronger results.

Effective promotional material, like emails to your patient and participant database, will give you more time to focus on your research, keep your study on track, make progress and finish on time (or even ahead of schedule!), develop a better track record, and ultimately do more important and novel research.

Alternatively, if you’re dead-set on doing recruitment yourself, be sure to consult the Participant Perspective Model. This will help you ensure you’re on the right track and communicating effectively with your candidates.

Getting help from the experts

Looking for some help? We’re here! Researchers are often surprised that our recruitment service is within their budget and, in the long run, actually saves them both time and money. 

No matter the size of your study, we’ll put together a solid recruitment plan for your trial. There’s never any cost or obligation for your plan – it’s our gift to you. 

Leave your trial promotion to the experts so you can focus on your world-class research. Don’t waste any more time (or funding) trying to go it on your own.

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Recruitment samples

Door-to-door.

Door-to-door survey recruitment letter (DOC)

Door-to-door interview recruitment letter (DOC)

E-mail recruitment script (DOC)

Sample E-mail (Interviews)

In-class recruitment script and contact cards (DOC)

Organizations

Organization recruitment letter (DOC)

Recruitment poster

Recruitment poster for Student Life Centre (SLC) (DOC)

School board recruitment letter (DOC)

School recruitment letter (DOC)

Telephone recruitment script (DOC)

Telephone recruitment script for PsycPool or Waterloo Research Aging Pool (WRAP) (DOC)