How to write your questionnaire and analyse the results

What to include

Your questionnaire should state:

a purpose: why the survey is being conducted and what it aims to achieve
the use of data: how the responses will be used, including any analysis or reporting
any data sharing: whether responses will be shared with other organisations, and under what circumstances
contact information: who is conducting the survey, with clear contact details for questions or concerns
submission instructions: how to complete and submit the survey (e.g. online, by post, or in person) and the deadline for responses

Use a mix of closed and open questions

Closed questions (e.g. tick boxes) are quick to answer and easy to analyse

Open questions allow people to explain their needs in their own words

Tip: Follow one or two closed questions with an open one to gain both measurable data and personal insight

Examples:

Closed: Which transport services do you use?
Open: What difficulties do you face when travelling?

Decide whether you want responses from individuals or households:

Household-level responses, use “tick all that apply” questions
For individual responses, offer extra copies or a link to complete the questionnaire online

Use tables to gather structured information

For example:

Example table:
Where is it important for you to travel?	Why do you want to travel to this destination? (e.g. social, health, shopping, leisure)	How do you get there?	Any difficulties or concerns?

Respondent profiles

When designing transport questionnaires, it's important to consider who is responding, not just how many.

Why it matters:

Inclusive planning: different groups may have different transport needs. For example, older residents might rely more on public transport, while younger people may prefer cycling or walking
Fair representation: gathering demographic data helps identify if certain voices are missing, allowing you to adjust outreach and ensure everyone has a chance to be heard
Legal and ethical duty: under the Equality Act 2010, public bodies and community groups have a responsibility to promote equality and avoid discrimination. Inclusive surveys support this by highlighting barriers faced by underrepresented groups
Better decision-making: knowing who your respondents are helps interpret results more accurately and design transport solutions that work for all.

Keep demographic questions optional and respectful and explain why you're asking. This builds trust and encourages participation.
Please ensure that you comply with data protection laws including understanding the differences in types of personal data (see data protection section).

Ensure that you comply with data protection laws including understanding the differences in types of personal data. For more details, refer to the data protection section.

Questionnaire design tips

Designing a good questionnaire is key to collecting meaningful and usable data. You should:

use plain language for all audiences – avoid jargon or technical terms
keep questions short, clear, and focused
avoid leading or biased questions
include space for additional comments where relevant
use a large, easy-to-read font and ensure good contrast (avoid background images or colours behind text)
include clear branding and contact details to build trust and encourage participation
ensure every question has a clear purpose and contributes to your overall objectives
plan ahead for analysis – consider how you’ll interpret and present results, as this can influence question structure

These principles align with the Questionnaire design guidance recommended by the Government Analysis Function (part of the Office for National Statistics). The guidance emphasises clarity, accessibility, and relevance.

Questionnaire format

Online

Consider using free tools like Google Forms or SurveyMonkey. Ensure compatibility with screen readers and mobile devices. Share via your parish website, email lists, or social media. Include a QR code on printed materials for easy access. Online formats are easier to manage, analyse, and share.

Paper

Ensure your paper questionnaire can be aligned with online results, some tools support this. Distribute via newsletters or on request. Be prepared to offer alternative formats such as large print or translated versions. Provide Freepost return options or set up collection points. Manual data entry will require additional time and resources.

Face-to-face or phone

Volunteers can assist those who find written surveys difficult. This can increase responses from older adults or those with additional needs. Depending on your setup, assisted surveys may reduce the need for paper copies.

Parish plan consultations

Ask your parish council to include transport questions in wider community surveys.

Boosting response rates

To boost response rates, consider offering incentives such as a prize draw, but be clear about the terms and ensure the process is fair.

Explain how the feedback will be used to shape future transport services. Promote the questionnaire through local networks, including social media, and make it easy for people to return paper questionnaires by providing collection boxes or Freepost options.

Ethics and consent

Make sure participants understand that taking part is voluntary. Provide a privacy notice that clearly explains how their data will be used. For more details, refer to the data protection section.

Test before you launch

Pilot your questionnaire with a small group to check:

completion time: is it reasonable?
clarity: are any questions confusing or ambiguous?
usefulness: do responses provide the insights you need?
feasibility: can you manage the data with your available resources? Consider the time needed to process free-text responses and paper copies.

The DfE’s Survey Design Guidance stresses the importance of testing to avoid misinterpretation and ensure data quality.

Example questionnaires

Questionnaire templates

Transport Access questionnaire
This questionnaire template helps you to collect consistent data on local transport access. It uses a tick-box and structured response format, reducing ambiguity and making it quick and easy to complete. For online use, dropdown options can also be included to make responses easier to select.
The template can be used in both paper and online formats (such as SurveyMonkey) and can be adapted to reflect local services.
Survey on transport needs

Analyse your questionnaire results

After your travel questionnaire has closed, the next step is to turn the responses into clear, actionable insights.

This guide walks you through the process, from organising your data to using it to support transport planning and funding applications.

Step 1: Check your response rate

A strong response rate helps ensure your results reflect the wider community, not just a small or vocal group.

Why it matters: low response rates can lead to biased results and misinformed decisions. Knowing how many people responded helps you judge how representative your findings are.

How to calculate it:

Use the formula: Response Rate (%) = (Number of responses ÷ Estimated population) × 100

Example:

If your parish has 1,200 residents and you receive 180 responses:
180 ÷ 1,200 × 100 = 15%

Aim for a response rate above 15-20% for small communities, and consider targeted follow-ups if certain groups are underrepresented

Step 2: Organise your data

Export your survey results into a spreadsheet programme like Excel or Google Sheets. This allows you to sort, filter, and analyse responses easily.

Useful tools are:

Percentages: Show how common a response is (e.g. 60% travel weekly)
Comparisons: Cross-tabulate responses (e.g. compare age groups with travel habits)
Charts: Use bar or pie charts to visualise trends.

AI tools like Chat GPT and Microsoft Copilot can help with tasks like this.

Example summary table:

Insight	What it tells you
45% rely on lifts from others	High dependency on informal transport
30% of people aged 60+ struggle to reach GP appointments	Need for medical transport
50% would use a community minibus on weekday morning	Strong case for scheduled service

Step 3: Interpret the results

Look beyond the numbers to understand what they mean for your community.

Identify unmet needs by understanding who is currently underserved and why. It's important to examine travel patterns, such as peak times and common destinations, and to explore the barriers that prevent people from travelling. Additionally, consider where a new service could have the greatest impact by addressing gaps and creating new opportunities.

Be cautious when interpreting percentages. 60% sounds high, but if only 5 people responded, it’s not reliable. Present both percentages and actual numbers to give context.

Step 4: Respect privacy and ethics

When sharing results, especially in small communities, avoid publishing any data that could identify individuals. Best practice is to:

not publish combinations of demographic details (e.g. age, gender, and postcode)
keep demographic questions optional and explain why you're asking
follow GDPR guidelines and store data securely

Step 5: Use your findings

Turn your insights into action. Use the evidence to shape transport proposals, support funding applications, and engage with local authorities and service providers.

Tip: Include key findings in a short summary report with charts and quotes to make your case more compelling

Quick checklist for survey analysis

Calculate your response rate
Export and organise your data
Identify key trends and unmet needs
Present both numbers and percentages
Protect respondent privacy
Use findings to support planning and funding

Once you have completed your audit and analysed your survey results, you can begin exploring transport solutions.

Section 2: Access and transport solutions