USA
Mexico
Colombia
Costa Rica
Chile
Peru
Brazil
Spain
France
UK
Italy
Germany
Netherlands
PortugalInternal Communication
Suggestion box format: which one to choose?
The format of the suggestion box will vary from one company to another. Want to know what is the best usage option? Read us on the blog!
Marcos Lopez
HR Consultant
19 of May, 2025
The suggestion box format is very important, as success will depend on the structure, style and design. In addition, it must be consistent with your company, that is, with the values that it tries to transmit.
Moreover, it needs to be intuitive and easy for the user because otherwise, it won’t be used, and its function of stimulating the company’s internal communication will be lost.
You will find numerous models and formats on the Internet, however, we will explain to you what is the simplest format.
Also, considering that we’re in the digital transformation era, it’s advisable that you maintain both a physical and a virtual box. This is because there are still people who don’t know how to navigate the Internet.
Format of the physical suggestion box
Do you wonder how to manage the suggestion box? Well, the physical suggestion box format should be completely visible to the user. Also, the worker must be informed about it to facilitate it to the customer when requested.
Now, what software can you use to design the template? An Excel or a Word is more than enough.
We also recommend that you install a small box or urn for clients to deposit the form, thus maintaining the confidentiality of the process. You can purchase boxes and urns with various styles from any e-commerce website.
Header
What should be the format of the suggestion box?
In the header of the form, specifically on the right side, you need to insert the company name along with the logo.
For this, we recommend that you do not make modifications regarding the company’s brand. That is, insert the name and the symbol of the company as it appears elsewhere.
Use a font and size that highlight the company’s name, as this conveys professionalism and seriousness.
Then, add the document name. For example: “Suggestion Sheet”. It would be worthwhile to add a phrase like: “Help us improve!” or “We need your opinion to improve!”.
Afterwards, there should be a small introduction explaining what this document is for and how to use it. This includes the content of the suggestion, where to deposit the suggestion, the objective, etc.
Body of the text
The middle of the form should be reserved for the user or client to expose the suggestion they wish to make.
At the beginning, you may indicate the position to which the claim is directed (department or area of the company, manager, director, etc.). Draw some lines in Word so that the customer making the suggestion can write with ease and simplicity.
At the end of this space add a thank you for the collaboration and the time the person has taken to complete this form. Examples: “Thank you very much for your collaboration!” or “We appreciate your collaboration in order to keep improving”.
But what should the end of the suggestion box format be like?
End of the form for physical suggestion box format
At the end of the physical form for suggestions, you can ask the customer for their contact details so that you can respond if necessary.
The tone of this last part must be very friendly. That is, you should not force the customer to leave their contact details, it should be an invitation.
Remember that the customers need to be encouraged to make their suggestions. And, possibly, having to leave their contact details may be a deterrent for them.
Regarding the contact details, add fields for the name and surname, phone number, and email.
Another field must be allocated to add the day and time that the suggestion was made.
Also remember to provide the customer with your contact details as a company: customer service phone number, email, and postal address. This way you increase the transparency and trust that the customer can have towards your company.
Finally, they should print it and leave it in the physical box.
Format of the online suggestion box
The online suggestion box format should be the priority channel. Moreover, in many companies, it is already the only one available. This is because there are many companies that no longer have physical space and only conduct their business activities on the web.
In addition, the customer will feel more comfortable when making the suggestions they deem appropriate. They can do it from their cell phone or from their home computer, thus reinforcing the confidentiality of their proposals.
All companies’ suggestion boxes are on their websites, specifically on the contact tab. For this, you will need to have a specialist or computer technician to help you insert the suggestion box on the website.
Don’t you have a suggestion box installed on your company’s website yet? Maybe using external software could also be helpful. Another option would be to implement open climate surveys for suggestions. We encourage you to keep reading.
Header
Did you opt for this internal communication channel? The digital suggestion box format will also require a header.
On the left side of the page insert the company name along with the logo. However, some companies also position it in the middle to maintain the form properly structured. Then, add a title to the page like: “Suggestion Channel”.
We also advise you to add a brief description of the mandatory fields for the sen to be possible. That is, the ones marked in red, those with an asterisk, etc.
Contact details
In the middle of the form, the customer will have to leave their details. At least the essentials must be mandatory, such as: name and surname, phone number, email, etc.
The details relating to the postal address or alternative telephone numbers should be optional.
Keep reading to know the last section of this suggestion box format.
Facts and suggestion
At the end of the online form, there must be two fields:
- Facts. Here the customer needs to explain what motivated them to make the suggestion. That is, what aspects can be improved when they were contracting the service or buying the product.
- Suggestion.
Both fields must have sufficient extension for the user or customer to develop the text they deem appropriate.
In conclusion, the suggestion box format is vital for it to operate normally. And for it to be successful and your customers to feel identified. Do you enjoy reading posts of this type? If so, stay in the resources section of Sesame HR, your reference HR software.
Need help?
I'm Marcos López, HR consultant at Sesame HR. Book a meeting with my team to help you.