title: Mail merge can be used to create personalized questionnaires in complex surveys.
abstract: BACKGROUND
  Low response rates and inadequate question comprehension threaten the validity of survey results. We describe a simple procedure to implement personalized-as opposed to generically worded-questionnaires in the context of a complex web-based survey of corresponding authors of a random sample of 300 published cluster randomized trials. The purpose of the survey was to gather more detailed information about informed consent procedures used in the trial, over and above basic information provided in the trial report. We describe our approach-which allowed extensive personalization without the need for specialized computer technology-and discuss its potential application in similar settings.
  
  
  RESULTS
  The mail merge feature of standard word processing software was used to generate unique, personalized questionnaires for each author by incorporating specific information from the article, including naming the randomization unit (e.g., family practice, school, worksite), and identifying specific individuals who may have been considered research participants at the cluster level (family doctors, teachers, employers) and individual level (patients, students, employees) in questions regarding informed consent procedures in the trial. The response rate was relatively high (64%, 182/285) and did not vary significantly by author, publication, or study characteristics. The refusal rate was low (7%).
  
  
  CONCLUSIONS
  While controlled studies are required to examine the specific effects of our approach on comprehension, quality of responses, and response rates, we showed how mail merge can be used as a simple but useful tool to add personalized fields to complex survey questionnaires, or to request additional information required from study authors. One potential application is in eliciting specific information about published articles from study authors when conducting systematic reviews and meta-analyses.
authors.affiliation: Clinical Epidemiology Program, Ottawa Hospital Research Institute, Ottawa Hospital, 1053 Carling Avenue, Civic Campus, Admin Services Building, C409, ASB 2-004, Civic Box 693, Ottawa, ON, K1Y 4E9, Canada. mtaljaard@ohri.ca.|Department of Epidemiology and Community Medicine, University of Ottawa, Ottawa, ON, Canada. mtaljaard@ohri.ca.|Rotman Institute of Philosophy, Western University, London, ON, Canada. mtaljaard@ohri.ca.
authors.forename: Monica
authors.initials: M
authors.lastname: Taljaard
authors.affiliation: Department of Epidemiology and Community Medicine, University of Ottawa, Ottawa, ON, Canada. schau082@uottawa.ca.
authors.forename: Shazia Hira
authors.initials: SH
authors.lastname: Chaudhry
authors.affiliation: Department of Epidemiology and Community Medicine, University of Ottawa, Ottawa, ON, Canada. jbrehaut@ohri.ca.|Clinical Epidemiology Program, Ottawa Hospital Research Institute, The Ottawa Hospital, General Campus, 501 Smyth Road, Box 711, Ottawa, ON, K1H 8L6, Canada. jbrehaut@ohri.ca.
authors.forename: Jamie C
authors.initials: JC
authors.lastname: Brehaut
authors.affiliation: Rotman Institute of Philosophy, Western University, London, ON, Canada. cweijer@uwo.ca.|Department of Medicine, Western University, London, ON, Canada. cweijer@uwo.ca.|Department of Epidemiology and Biostatistics, Western University, London, ON, Canada. cweijer@uwo.ca.
authors.forename: Charles
authors.initials: C
authors.lastname: Weijer
authors.affiliation: Rotman Institute of Philosophy, Western University, London, ON, Canada. jgrimshaw@ohri.ca.|Department of Medicine, University of Ottawa, Ottawa, ON, Canada. jgrimshaw@ohri.ca.|Clinical Epidemiology Program, Ottawa Hospital Research Institute, The Ottawa Hospital, General Campus, 501 Smyth Road, Box 711, Ottawa, ON, K1H 8L6, Canada. jgrimshaw@ohri.ca.
authors.forename: Jeremy M
authors.initials: JM
authors.lastname: Grimshaw
mesh_terms: D032882:Comprehension; D003625:Data Collection; D006801:Humans; D007258:Informed Consent / Q000941:ethics / Q000523:psychology*; D000068241:Personally Identifiable Information / Q000941:ethics; D016032:Randomized Controlled Trials as Topic; D011795:Surveys and Questionnaires; D015443:Word Processing / Q000379:methods*