How to create a suggestion box form for your company

13 of May, 2025

Looking to improve your company’s suggestion box to create a more relaxed workplace? A well-designed suggestion box form will help your informants feel safe when using it.

In this article, you’ll learn how to avoid common mistakes and see examples to transform the internal communication in your company. Keep reading to find out more!

How to create a virtual suggestion box form with Sesame HR?

Sesame HR offers a straightforward tool to create your virtual suggestion box form.

With our complaint channel for businesses, you can design an online questionnaire adapted to your needs where your informants can send their comments anonymously if desired.

1. Specify the purpose of your form

On the presentation screen of the suggestion box form, clearly define your mailbox’s informative purpose.

Also define who can use it and in which cases it would be appropriate to address this platform.

Indicate the privacy policies and the legal regulation by which this tool is governed.

2. Choose between different question formats

You can include drop-down questions to identify the type of typified complaint. And open-ended questions to provide concrete and detailed information about the specific case.

Combine different types of questions to get more comprehensive answers.

3. Guarantee anonymity

Let your informants send their suggestions confidentially if they prefer. This will give them more freedom to express themselves sincerely.

However, you can also give the option to identify themselves and ask for some optional data such as:

Relation to the company.
Full name.
Email address.

In any case, the choice should be free.

4. Enable the safe upload of documents

Before launching the form, enable the attaching of documents to the labor complaints box so your informants can back up their comments.

Verify that it is possible to upload several documents to the system and that the uploads are secure.

5. Keep track

It is not enough to collect the opinions of your informants, you must show that you have listened to them by taking action. For this, you can generate an identification number.

In this way, the person in charge of managing the platform will be able to report on the progress made and how the suggested improvements have been applied. This will motivate your workers to continue participating.

With these tips, you can create an effective suggestion box form for your informants and improve their job satisfaction.

Tips for designing the suggestion box form in your company

A well-designed suggestion box form is fundamental for obtaining useful comments from your informants. Here are some tips to create a good form:

Make it easy to find. Publish the link to the form in a visible place on the company’s website. Having an attractive and easy-to-complete design will encourage informants to participate.
Customize it to your company. Adapt the form to your company’s image and make sure it reflects the culture you want to promote. You can include the logo and the company’s colors.
Ask concise questions. Formulate clear and descriptive questions to avoid error. Provide space for additional comments.
Ask for enough details to be able to evaluate the viability of the complaint. Specify what type of documents can be attached and for what purpose. They should match the types of comments you want to receive.

With all these tips, you will ensure that your suggestion box form fulfills its mission.

Examples of suggestion box forms in companies

A well-designed virtual suggestion box can make the difference between receiving useful comments from your informants or not receiving any. Let’s take an example of the sections of the suggestion box forms as inspiration:

1. Type of complaint

This section of the form must identify the nature of the suggestion or complaint.

Provide detailed options that allow the informant to accurately classify their comment, thus facilitating the subsequent management and analysis of the received information.

The drop-down options can be:

Fraud.
Irregularities.
Crime.
Data protection.
Internal corruption.
Others.

2. Complainant

In this section, information about the person submitting the suggestion or complaint is collected if they so desire. For this, they must identify themselves as:

Anonymous.
Non-anonymous.

Those data that are optional in the questionnaire must be correctly identified.

3. Description

The description section gives the complainant the opportunity to explain their suggestion or complaint in detail.

A large space is provided for the informant to express their ideas clearly and fully.

4. Documents

In this section, the complainant is allowed to attach any relevant document or file that backs up their suggestion or complaint.

This facilitates a comprehensive understanding of the problem and provides the company with the necessary information to effectively address the situation.

5. Additional information

The additional information section offers the possibility of including details that the complainant considers relevant, but that have not been contemplated in the previous sections.

This ensures that the company receives complete and varied information, maximizing the usefulness of the comments collected through the suggestion box.

By implementing a suggestion box form that encompasses these elements, you can strengthen the work environment.

Mistakes to avoid in your suggestion box form

You know it already, a well-designed suggestion box form is key to obtaining useful comments from your informants. However, there are some common mistakes you should avoid for it to be truly effective.

Lack of anonymity

Ensure your suggestion box form allows for anonymous comments and that informants know their responses will remain confidential.

In addition, you should verify that the relevant web page has an SSL certificate to keep all data properly encrypted.

Too many questions

A very long form can deter informants from responding.

Limit your sections between 4 and 6 to get the key information you need without overwhelming the respondents.

Lack of follow-up

Collecting comments, but not acting on them, is one of the worst things you can do.

Make sure the responsible person for checking the responses to your suggestion box is doing their job regularly and responds to all cases in the stipulated time.

Open-ended answer options

Open-ended questions allow informants to explain their ideas in their own words. However, you should be very precise with the information you ask informants for so they do not lose focus in their responses.

With the right tools, like Sesame HR, you can anonymously collect feedback from your informants and improve your business. Ask for a 14-day demonstration of our HR software!

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

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tiagosantos

HR Content Specialist