No matter the industry you're in, webinars are a fan favorite.
They’re short, accessible, and educational—a triple threat of event awesomeness for busy professionals who want to learn and network, but don’t have time for three-day workshops.
But as the popularity of webinars has increased, so has the competition. With a limited number of hours in the workweek, securing registrations and then getting people to actually show up to your webinar requires intention, impact, and a highly compelling webinar email sequence.
And it all starts with that very first webinar invite email.
If it’s been a while since you’ve given your webinar invite email template a refresh, we’ve got you covered. These powerful examples of real webinar invite emails will inspire you to create (or recreate) your own impactful template for maximum attendance.
What we’ll cover:
There’s more that goes into a webinar invite email than first meets the eye.
In fact, there are a few different sends that go into a single webinar email campaign.
Each webinar invitation email has its purpose and information, but the aim remains the same — to create consistent messaging that converts the reader to register and attend your webinar.
A webinar email invitation is the first email your attendees receive when you first announce your webinar and officially open for registration. Which arguably makes it the one webinar email you really need to nail.
📆 When to send: Between two and four weeks before the event.
When a potential attendee registers for your webinar, the confirmation email immediately goes out reminding the attendee of all the key details for the webinar.
Depending on your online event platform, you can use automation so that when someone fills out the registration form on your webinar landing page, your webinar confirmation email and calendar invite are automatically sent letting them know their place has been reserved.
📆 When to send: Automated to send upon registration.
Not everyone is going to be convinced to join your virtual event the first time they hear about it. Maybe they need to check their calendar, wait for a quieter moment to register, or simply require a little more information before committing their time.
That’s why follow-up emails are crucial. You’ve planted the seed, but don’t just sit back and hope it grows into a registration — nurture it and ensure it does.
📆 When to send: two weeks before, one week before and one day before/day-of the event.
No matter how much we try, we humans forget things. Send a few gentle webinar reminder emails and treat them as you would any other lead nurturing email.
Remember, registrants aren’t attendees until they show up. Lead with value to keep the relationship warm and prospect-focused.
📆 When to send: three days before, one day before, one hour before and at the webinar start time.
Once you’ve got your webinar email templates outlined, it’s time to start writing.
There are seven key components that make up a high-converting webinar invite email. In this section, we’ll run through each one using a clear example of a real webinar invite email we love.
What is an email subject line? The first line of text your webinar prospects read when they see your invitation and quite possibly the most important element of your webinar invite email. Almost half of recipients open emails based on the subject line alone, so it’s crucial to get this part right.
Use words that draw the reader in: ‘Free’, ‘Join us’, ‘Last chance’, etc.
Turn statements into questions.
Use emojis to stand out.
Personalize the recipient’s name.
Use a clear call to action.
👋🏼 Introductory email: Make your offer clear and intriguing.
Example: Sarah, free Friday? Join our Skyrocket SaaS Sales Webinar! 💰
🥳 Confirmation email: Have fun with this one, get them excited.
Example: Great news — you’ve bagged the hottest ticket in town! 🥳
⏳ Reminder email for non-registrants: Build on the intrigue and urgency.
Example: 🚨 Last chance to save your spot and skyrocket your SaaS sales.
⏰ Reminder email for registrants: Stress the urgency and make sure this final reminder stands out.
Example: Don’t lose your spot!
What we love about this subject line example from Hootsuite:
What we love about this preview text example from The Wild Apricot:
What is the preheader/preview text in an email? Appearing next to the subject line, the preheader or preview text does exactly what it says on the tin — gives the reader a preview of what to expect when they open your webinar invite email.
👋🏼 Introductory email preheader example: Sign up to our expert-led webinar for top tips on winning at SaaS sales.
🥳 Confirmation email email preheader example: Take a sneak peek at what we have in store!
⏳ Reminder email for non-registrants email preheader example: Don’t miss out on this exclusive sales masterclass. Register now!
⏰ Reminder email for registrants email preheader example: Stop what you’re doing — learn how to level-up and cash in at Skyrocket SaaS 2023.
What we love this preview text example from BuzzSumo:
What is a header image? As the first image readers see when they open your email, this is the introduction that sets the tone for what’s to follow and keeps the reader engaged with your webinar invite email. It needs to pack a punch.
What we love about this header image example from Talogy:
What is an optional email sub-header text? This is the text that goes with your header image or replaces the need for an image.
Asking leading questions.
For the sub-header, cut straight to the key info—date, webinar title, names/headshots of keynote speaker, webinar host, etc. Reiterate what’s in it for the reader.
Include the webinar format.
Incentivize the reader to keep reading.
Explain further details about the webinar (especially if your webinar title doesn’t give much away).
👋🏼 Introductory email example: Skyrocket SaaS Sales. An exclusive masterclass by [COMPANY NAME].
🥳 Confirmation email example: Hooray! You’re ready to skyrocket your SaaS sales. 🚀
⏳ Reminder email for non-registrants example: Skyrocket SaaS Sales. Your last chance to register for this exclusive masterclass.
⏰ Reminder email for registrants example: Go! Go! Go! Don’t miss your SaaS sales masterclass!
What we love about this header text example from…us 😉:
What is email body text? The main text component of an email that shares all details, answers frequently asked questions, and gets the audience excited to attend.
👋🏼 Introductory email:
🥳 Confirmation email:
⏳ Reminder email for non-registrants:
⏰ Reminder email for registrants:
What we love about the body of this example from Aurora:
What we love about the body of this example email from…ok, us again :
What we love about the body of this example email from Logikcull:
What is a call to action? A prompt designed to inspire an action to be taken, usually in the form of a button.
Ensure your wording is clear and action-orientated.
Use the first person where possible.
Level-up the urgency factor.
Keep the CTA large enough to stand out even if you squint your eyes.
👋🏼 Introductory email: your main aim here is locking in registrations.
Example: Save my seat!
🥳 Confirmation email: you’ve acquired the registrant, but in order to get them there on the day, focus on getting the webinar date in the diary (literally).
Example: Add to calendar
⏳ Reminder email for non-registrants: as the reminder email count increases, so does the urgency, so add in some exclusivity ideas.
Example: Get VIP access now!
⏰ Reminder email for registrants: these emails are all about making it as easy as possible for your registrant to actually show up, so use magic link technology for direct CTA access.
Example: Log in now!
What we love about this CTA example from Wix:
What is an email footer? The part at the very end of your email containing an unsubscribe link, any legal disclaimers, your company’s address, etc.
What we love about this footer example from ThoughtSpot:
Ready to create your own high-converting webinar email sequence? Download our complete set of tried-and-tested templates to increase your registrations!
Winning a healthy number of webinar registrations is no small feat in today's competitive email marketing landscape.
Your success starts at the beginning, with the first very email you send.
Don’t settle for out-of-the-box email templates that offer the bare minimum. Set the right tone for your webinar and get potential attendees excited by amplifying your branding, following the latest best practices, and enticing readers to click that ‘Register Now’ button at each and every step.