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The Art of Asking: 9 Proven Email Templates for Case Study Requests
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Transform your Gmail into a Helpdesk

The Art of Asking: 9 Proven Email Templates for Case Study Requests

Aug 30, 2023
8 min read
Hiver HQ
Nidhi Lohia

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Case studies (or success stories) play a crucial role in influencing potential customers to check out your business offerings.

If you think about it, it’s powerful word-of-mouth marketing. Instead of tooting your own horn, you’re sharing with the world what people who are using product or service feel about it, in their own words.

But, here’s the challenge: how do you ask your customers for a case study in the first place? How do you convey its significance and encourage them to participate willingly?

In this article, you’ll explore 9 case study request email templates that will get you a response, with an enthusiastic ‘YES!’

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What is a Case Study Request Email?

A Case Study Request Email is a formal message sent by an organization, typically to its clients, customers, or partners, asking for permission to feature their story or experience as a case study. 

The goal of such a request is to highlight the success stories, benefits, or results achieved by a customer using your product or service. It serves as a testimonial and provides social proof to prospective customers.

Things to Keep In Mind When Creating a Case Study Request Email

Creating a case study request email involves tact, clarity, and motivation, since you’re essentially asking someone to invest their time and often share sensitive company data. Here are some things to keep in mind when crafting such an email:

  • Understand the Value Proposition: Before you send an email, know why the case study is beneficial for both parties. This will help you craft a message that’s compelling.
  • State Your Purpose Upfront: Clearly state why you’re reaching out and why you believe a case study featuring them would be beneficial. Respect their time by being direct and to the point.
  • Confidentiality: Address any concerns about data confidentiality. Assure your customers that any sensitive information will be handled with the utmost care and discretion, and that they’ll have the opportunity to review and approve the final draft.
  • Make it Easy: If any customer agrees, make the process as effortless as possible for them. This could include sending a list of questions in advance, offering to do a brief phone interview, or providing an outline of what the case study might look like.
  • Share Examples: If you’ve done prior case studies, link to one or two as examples. This not only gives them an idea of what to expect but also demonstrates professionalism.
  • Follow-up: If you don’t hear back within a week or so, send a gentle reminder. People are busy, and emails can get buried. Or, if they decline, it might be helpful to ask them for feedback on why they aren’t interested. This might help you improve case study request emails you send in the future.

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9 Effective Templates for Creating Case Study Requests

Here are some effective case study request email templates: 

Template 1: A New Client Success Story

The purpose of this case study request is to reach out to recent clients with whom you’ve had a positive experience. Creating a case study from their experience provides a mutually beneficial opportunity: while you showcase the successful implementation of your product or service, the client gets a spotlight that highlights their progressive business decisions and successful outcomes.

Subject: Invitation to Spotlight Your Success with [Your Company Name]

Dear [Client’s First Name],

I hope this email finds you well. First and foremost, I’d like to express our gratitude for choosing [Your Company Name] for [specific product/service]. 

Given the success of our collaboration, we believe that other businesses could benefit from hearing about your experience. Hence, we would like to collaborate on a case study that will showcase how our partnership has paved the way for remarkable results.

Featured on our website, social media, and other marketing channels, this case study would provide increased visibility for [Client’s Company Name].

We’ll set up a convenient time to discuss your journey, your challenges, how our solution fit into the picture, and the results you’ve seen.

You’ll have the chance to review and approve any content before it goes live, ensuring it accurately represents your company’s experience.

Once finalized, we’ll promote the case study, tagging your company across our platforms, enhancing its reach.

If this sounds like something you’d be interested in, please let us know by [specific date]. 

Thank you again for your trust in [Your Company Name]. Here’s to many more successes together!

Warm regards,
[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 2: The Long-Standing Partnership Appreciation

This case study request email is tailored to clients with whom you’ve cultivated a deep and lasting relationship. By creating a case study from their experiences, it serves as a tribute to the lasting partnership and the cumulative successes achieved together.

Subject: Celebrating Our Journey Together: Let’s Share Our Success Story

Dear [Client’s First Name],

It’s not often that we get to pause and reflect upon the remarkable journeys we’ve embarked on with our esteemed partners. Our collaboration with [Client’s Company Name] is one such partnership that we cherish deeply, having evolved and grown side by side over the years.

With this spirit in mind, we’re reaching out to invite you to co-create a case study. By detailing our collective experiences, we can provide insights that might guide others, fostering a culture of mutual growth and learning.

As always, any content that we create will be shared with you for review and approval, ensuring it aligns with both our brands.

Your trust in [Your Company Name] over the years has been nothing short of invaluable. Kindly let us know your thoughts by [specific date], and once again, thank you for being an integral part of our story.

Warmest regards,
[Your Full Name]
[Your Position] 
[Your Contact Details]

Template 3: The Feedback Loop Request

This email is directed at clients who have already conveyed positive feedback, either verbally or informally. The premise is to transition their spontaneous commendation into a structured case study that captures the essence of their experience. 

Subject: Turning Your Kind Words into a Success Story

Dear [Client’s First Name],

First and foremost, I’d like to convey our heartfelt gratitude for the positive feedback you recently shared about [specific aspect they praised or general experience with your company]. 

We deeply value insights like yours, as they not only motivate our team but also offer prospective partners a glimpse into the tangible benefits of our collaboration. 

We wish to take your feedback and give it a broader platform, showcasing the positive impact our collaboration has had on your operations.

It’ll be great to have a short conversation to delve deeper into your feedback and experiences, ensuring we capture the essence of your journey with us.

We’ll draft the case study and share it with you, ensuring you’re completely satisfied with how your insights are presented.

Once you give the green light, we’ll feature the case study, celebrating our shared success. Please let us know if you’re open to this, by [specific date], and we can take the next steps.

Best regards,
[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 4: The Joint Marketing Opportunity Pitch

This email template centers on the proposition of co-marketing via a case study. Essentially, instead of framing the case study as a testimonial or review of your service/product, it is presented as a collaborative marketing initiative that benefits both parties equally. 

Subject: Exploring a Joint Marketing Adventure: Let’s Chronicle Our Success Together!

Dear [Client’s First Name],

I trust this message finds you well. As we reflect on our collaborative milestones, it’s evident that our partnership embodies a success story waiting to be told. 

With this vision in mind, we’re excited to propose the creation of a joint case study. Let’s engage in a collaborative brainstorm, identifying the highlights of our partnership and the messaging we wish to convey.

Once the draft is ready, we’ll collaboratively review, ensuring it aligns seamlessly with both our brand narratives.

Upon finalization, we’ll strategize a launch plan, ensuring maximum visibility and engagement across both our networks.

Please let us know if this proposition resonates with you. We’re hopeful of setting things in motion by [specific date] and embarking on yet another successful joint endeavor.

Warm regards,
[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 5: The Problem-Solution Narrative

This case study request is centered around customers for whom your product or service has been a game-changer, directly addressing a substantial challenge they faced.

Subject: Sharing Our Success Story: From Challenge to Triumph

Dear [Client’s First Name],

I hope this message finds you well. Looking back at our journey together, it’s remarkable to see the transformation that’s taken place. 

The challenge [Client’s Company Name] faced was one that many organizations grapple with, and the solutions we co-created have brought about profound changes.

Hence, we’d love to chronicle our shared journey in a case study. This would not only highlight the challenges and the strategies but also inspire other businesses facing similar obstacles.

We wish to have a focused conversation to unpack the problem’s nuances, the strategies we deployed, and the resulting transformation.

Upon your approval, we’ll share the case study, hoping our journey will inspire and guide others.

If you’re as excited as we are about sharing this transformative story, please let us know. It would be fantastic to initiate this project by [specific date].

[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 6: The Value Proposition Reminder

This case study request is about the tangible benefits and outcomes a client has achieved from using your product or service. By listing these achievements or reminding the client of the value they’ve gained, you’re reinforcing the positive results of your collaboration.

Subject: Reflecting on Our Successful Journey Together

Dear [Client’s First Name],

As we periodically review our partnerships and their outcomes, it’s evident that our collaboration has been a resounding success. We couldn’t help but marvel at the tangible benefits [Client’s Company Name] has reaped through our services.

A Quick Recap of Our Milestones:
-Increased Efficiency: Witnessed a [specific percentage] rise in operational efficiency since our engagement began.
-Cost Savings: Saved [specific dollar amount or percentage] in costs, optimizing resource allocation and streamlining operations.
-Enhanced Performance: Your team’s productivity saw a commendable jump of [specific percentage], testament to the efficacy of our solutions.

Given these remarkable outcomes, we believe there’s a compelling story to be told, one that can inspire other businesses and highlight our fruitful collaboration. With your permission, we’d love to craft a case study, focusing on the transformative impact our services have had on [Client’s Company Name].

If you’re aligned with this vision, let’s embark on this storytelling journey together. We’re aiming to kickstart the process by [specific date], and your green light would be the perfect starting point.

Warm regards,
[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 7: The Niche Specificity Approach

This case study is focused on clients operating within highly specialized sectors or industries. Given the unique nature of these sectors, solutions that work are often hard to come by, making successful collaborations even more notable. 

Subject: Celebrating Our Unique Collaboration in [Specific Niche/Industry]

Dear [Client’s First Name],

Navigating the [specific niche/industry] landscape presents its own unique set of challenges, nuances, and opportunities. 

Recognizing this, we’re eager to spotlight our partnership through a niche-focused case study that delves into the intricacies of our collaboration.

By sharing our experience, we offer a roadmap for similar entities navigating the complexities of our niche.

Such a case study positions both [Client’s Company Name] and [Your Company Name] as thought leaders in [specific niche/industry], enhancing credibility.

We wish to have a discussion focused on the unique challenges and victories within our niche, ensuring we capture the essence of our journey. We’ll draft the narrative and collaboratively refine it, guaranteeing it resonates with industry-specific audiences.

Leveraging both our networks, we’ll ensure the case study reaches the right stakeholders. If you share our enthusiasm for creating this case study, please let us know by [specific date].

[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 8: Gentle Reminder for Pending Requests

This email is for situations where a client hasn’t responded to your initial case study request. The tone should be considerate and non-imposing, acknowledging the busy schedules of your customers.

Subject: Friendly Reminder: Invitation to Share Our Success Story

Dear [Client’s First Name],

I hope this message finds you well. Understanding the hectic pace at which we all operate, I wanted to send a gentle reminder regarding our previous email about collaborating on a case study. 

Given the positive impact of our partnership, we believe that sharing our journey can inspire others and further solidify our brands’ credibility in the industry. 

If you’re in agreement, a simple nod from your end would set the wheels in motion. And if now isn’t the right time or if you have any reservations, please do let us know. Your feedback is invaluable, and we’re always here to adapt according to your preferences.

Best wishes,
[Your Full Name] 
[Your Position] 
[Your Contact Details]

Template 9: The Anonymity Assurance Approach

This email is crafted for clients who may be hesitant about sharing specific details due to concerns about confidentiality, industry competition, or other sensitive reasons. It’s essential to emphasize that their concerns are valid and respected. 

Subject: Sharing Our Success Story with Guaranteed Anonymity

Dear [Client’s First Name],

We deeply value our partnership and the significant strides we’ve made together. Over the course of our collaboration, the successes and learnings we’ve amassed present a compelling narrative that could benefit many in our industry.

We’d like to propose crafting a case study that highlights our collective achievements while ensuring complete anonymity for [Client’s Company Name].

All specific data, names, or identifiers will be changed or generalized to ensure no direct association can be made. Also, before any publication or dissemination, we will share the draft with you for a thorough review, ensuring all sensitive information is well-guarded.

The case study will be shared only across channels agreed upon by both parties, giving you control over its visibility.

If you feel comfortable with this approach or have any additional stipulations, please let us know. We’re committed to proceeding only with your full confidence and approval.

Thank you for considering this collaboration, and as always, for your trust in our partnership.

Warm regards,
[Your Full Name] 
[Your Position]
[Your Contact Details]

Hacks to Improve Response Rates of Case Study Request Emails

Here are some strategies to enhance the effectiveness of these emails:

  • Use a Clear CTA: Have a clear and compelling call to action. “Share your story” or “Tell us about your experience” can be more engaging than just “Respond.”
  • Limit the Number of Follow-ups: Two or three follow-up emails are usually sufficient. More than that can come across as pushy or desperate.
  • Test Different Email Subject Lines: The subject line is the first thing recipients see. A/B testing can help you determine which one grabs attention.
  • Vary the Content: Try different formats, lengths, or tones to see which resonates best with your audience.
  • Analyze and Adapt: After sending variations, review the open rates, click-through rates, and response rates. Use this data to inform your future emails.
  • Avoid Mondays: People usually have a lot on their plate at the start of the week. It’s better to avoid Mondays when sending out request emails. Tuesdays, Wednesdays, and Thursdays often have higher open rates as people are more settled into their work routine.
  • Time of Day Matters: Many studies suggest sending emails in the late morning (around 10-11am) gets good open rates. However, this can vary based on your audience, so it’s worth testing.
  • Post-purchase Window: If you’re reaching out to customers for case studies based on a purchase or an interaction, time your email appropriately. It shouldn’t be immediately after purchase, but also not too long after when the experience isn’t fresh.

Elevating Customer Relations through Case Studies

Asking for a case study can be daunting, but it doesn’t have to be. By using the right email templates and following the tips in this blog post, you can increase your chances of getting a positive response.

Remember to be clear, specific, and timely in your request. Be sure to offer something in return such as a discount coupon or offer. By following these tips, you can increase your chances of getting the case studies you need to elevate your customer relations.

A passionate content marketer, Nidhi writes value-driven, actionable content for various teams such as customer service, finance, IT and HR. Her expertise lies in helping these teams engage, collaborate, and manage their workload better - by shedding insights on best practices and industry trends. When not working, you'll find her tuning in to marketing and support-related podcasts, while also planning her next vacation.

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