Webinar invitation email: Examples, best practices

Did you know that the average attendance rate for a webinar is only 40% to 50% of all the registrants, including those who watch videos on demand? However, some companies reach the 90% level. 

If your webinar participation rates aren't that great, it's time to examine all the components that affect this tool’s effectiveness, one of which is the webinar invitation emails you send to your existing subscribers. In this article, we share the greatest webinar invitation email examples and best practices to help you reach the maximum number of participants.

What’s a webinar invitation email?

A webinar invitation email is a targeted message designed to invite your audience to an online event, such as a presentation, workshop, or panel discussion. Its primary goal is to inform recipients about the webinar, spark their interest, and motivate them to register.

Timing plays a crucial role in your webinar invitation emails’ success. It's recommended that you send the first email about two weeks before the event to give recipients enough time to consider attending and adjust their schedules. This initial email serves as an announcement and creates awareness. A reminder email should be sent a week before the webinar, highlighting key benefits and including a CTA for those who have yet to register.

Data indicate that 21% of webinar registrations occur on Tuesdays, making it the most effective day to send out invitations. Furthermore, 54.7% of registrations happen within seven days of the event, emphasizing the importance of timely reminders.

A final reminder email can be sent 24 to 48 hours before the event for maximum impact. This email should emphasize urgency by using phrases like "Last chance to register" or "Don't miss out." If the webinar requires specific preparation or materials, including a brief mention in the reminders ensures that your audience is ready to participate. Furthermore, spacing out these emails keeps the event top-of-mind without overwhelming your audience.

Importance of creating a good webinar invitation email

A well-crafted webinar invitation email informs and persuades attendees by showcasing the value that attendees will gain, such as learning new skills, gaining insights, or networking with industry experts.

Crafting an effective webinar invitation email is crucial for maximizing attendance and engagement. 95% of marketers view webinars as vital to their strategy, and 73% of B2B marketers have identified them as a top method for generating high-quality leads. Thus, the initial invitation sets the tone for your event's success.

What you’ll gain by creating great webinar invitation emails:

• maximize attendance because the email invitation grabs attention and convinces recipients of the value of attending, which increases registration and participation rates;
• build trust in your brand by demonstrating your expertise and encouraging trust in your content;
• increase engagement so subscribers register for the webinar and actively participate.

Maximize attendance with effective webinar invitations

To increase attendance with effective webinar invitations, you first must consider what information about the webinar and its participants will attract your subscribers' clicks to the “Register” button. Include this information in the first email.

1. Valuable insights into specific problems in your webinar invitation email

We can find a lot of information on the web, but sometimes we need more details. Promise a deep investigation of the problem. 

If you are about to hold a webinar for newbies in your industry, be sure to mention that in your webinar invite email.

(Source: Email from Similarweb)

2. Problem-solving approach in your webinar invites

Not only do we need an insight into a certain problem, but we’d also love to get to know the solution. 

(Source: Email from Pinpointe)

Promise to share your experience or experience of your client whom you’ve recently helped (of course, you need to have their consent for it) and all the obstacles on your way. Tell us how long it took you to get over it or how much effort it cost you to turn the situation for the better. 

But if you have not experienced it, do not lie about it.

Do not exaggerate your results. People appreciate honesty. 

3. A compelling webinar topic that attracts attendees

You may either provide a deep insight into a problem or a new topic to consider. Be cutting-edge, and if your topic is really desired subject, you will reach the top in a short time. Clients cherish new trends and innovations.

4. Industry leader as a panelist in your webinar announcement email sequence

With famous speaker(s) it will be a complete package. This will be a great opportunity to get a bigger audience to come.

(Source: Milled)

It is a well-known fact that millennials trust people over brands.

5. The key learnings for attendees in your webinar invitation email template

Be sure to enumerate what your participants will learn in your webinar and how this knowledge may affect their business.

(Source: Email from GetResponse)

How to write a webinar invitation email

Since most email marketers start their campaigns with the copy, consider the copy for your email. You already know what information to include, so let's walk through writing the key copy elements.

Craft a strong webinar invitation email subject lines

We all know that every email starts with the subject line. Persuade recipients to open your newsletter. Make the subject line clear and simple yet descriptive enough. 

Be sure to specify the topic of your email in the subject line.

(Source: Gmail)

Put some pieces of required information right in a pre-header as a preview text.

Your subject lines need to comprise:

• the word “webinar” per se;
• the topic of your webinar;
• preheader where you outline the main idea of the webinar.

Note! The webinar invitation subject line also depends on the No. of your invitation emails (in case it's a webinar email sequence). For the last email, it can be something like “Take your chance to…”, “Last offer…” or something like that.

Include an engaging introduction

Introducing your webinar invitation email immediately should grab attention by addressing a specific problem or opportunity that resonates with your audience. For example, start with a bold statement, for example, “Struggling to increase email engagement? We’ve got the solution!” or “Discover the top strategies to boost your ROI in 2024.”

Follow this with a clear value proposition, such as what attendees will learn or achieve by joining, for example, “In just 30 minutes, you’ll walk away with actionable tips to enhance your marketing campaigns.” A strong, benefit-driven opening sets the tone and motivates readers to continue engaging with the email.

Outline a detailed agenda for your upcoming webinar

You need to mention all the smallest details you have regarding the upcoming webinar:

• problem/theme you are about to highlight. Here, you should also specify what subtopics and questions you are about to cover;
• required skills/knowledge — optional. If you are preparing a webinar for newbies, please mention it in your invitation; 
• the things attendees will learn — we said more about it above;
• date and time, including the timezone. The latter is important for those who are running an international company or are working in/for the US market;
• duration — let your attendees know how long the webinar will last. If the webinar is going to last longer than 2 hours, then add the meeting plan;
• speakers. Add links to more detailed information about them if they are guest speakers.

(Source: Milled)

Optimize your webinar description with relevant keywords

Concentrate on the webinar description also. Make sure it's informative enough.

(Source: Email from Eryn, Pinpointe On-Demand)

Use jargon and slang carefully in your webinar invitation emails 

Yes, newsletters should be polite and use formal English; however, jargon is a good thing to use in emails that use professional language, particularly if your target audience comprises experienced people in a particular field. 

As philosopher Étienne de Condillac noted, every science requires its unique language. Furthermore, it can indicate that you have deep knowledge on the subject.

However, slang is a separate topic. Younger generations tend to prefer informal words. For example, some use “sexy” to convey “good” or “excellent”:

However, we should use slang carefully and only when appropriate. I can hardly imagine a politician saying, “Our legislation is sexy.”

Use humor appropriately in your webinar invitation emails

Avoid overusing humor, lest your email come across as stand-up comedy that isn't meant to be taken seriously. However, we all appreciate a good sense of humor. As comedic pianist Victor Borge once said, "Laughter is the shortest distance between two people." So, a little humor in your webinar invitation email means your webinar won't be boring.

Creating webinar email invitation: best practices

Considering the results of our research and judging from our own experience, we want to enumerate what a customer will like in your webinar invitation emails.

1. Design an informative and visually appealing webinar banner

Banners are perhaps the most noticeable part of the email. Be sure to put the main idea/subject of the online event, panelists, and time on them.

(Source: Email from GrowthHackers)

Building such banners with Stripo is simple; it can be done in literally no time:

• drag the Banner block into your webinar email template;
• upload a necessary image file;
• click the “T” button above the template in the settings panel;
• left-click anywhere on your banner image for activating the text panel;
• enter your CTA text;
• wrap it in any of the 40+ decorative fonts that Stripo offers;
• if you want to put a “button” over your banner, in the settings panel, click the “Additional picture” button;
• add a link to your banner.

2. Ensure your CTA button stands out in your webinar invitation emails

When sending out a webinar invitation email, you expect or at least want to get as many registrants as possible. Of course, you need to add a CTA button for that purpose. Make sure it's bright, noticeable, pretty big, and says “Reserve my seat,” “RSVP,” “Save my spot,” etc.

(Source: Email from MarketingProfs Resources)

3. Offer to share presentation slides and a recording in your webinar invite

Sometimes, we know in advance that we won’t be able to attend a webinar no matter how much we’d like to. Take care of your participants and help them out in such a situation.

(Source: Email from MarketingProfs Update)

Notify recipients they will get a recording that they can watch at any time.

4. Add countdown timers in your webinar reminder emails

Apart from saying the date, adding timers to the webinar announcement email sequence is important. Recipients don't need to count how soon your event starts.

(Source: Email from Pinpointe)

You can easily add timers to your emails with Stripo. For the manual, please watch a short how-to video:

5. Build a series of webinar invitation emails

Building a webinar email sequence is quite reasonable as we often do not notice nor have time to check all emails in our inboxes. Flyers and banners are also a good way to attract as many attendees to your event as possible.

The more emails you send, the more chances one of your emails will be noticed. But please do not send more than 3 invitations in order not to annoy your audience.  

6. Include an "Add to calendar" link for easy scheduling

Users registering for your webinar certainly means they want to attend it. But they all are busy people. So they can forget, as we've established before. Help users attend your webinar at the right date and time by adding the "Add to calendar" link.

(Source: Email from Stripo)

As you can see, we even added a link to YouTube, where the webinar will be hosted. We organize it on YouTube because users can set a webinar reminder there, as well.

Features to add to your webinar invitation emails

The features listed below are optional. But for sure, they will spice up your emails. 

Use video in your email marketing efforts

A verbal message is sometimes better than a dozen emails.

Don’t hesitate to add informative videos when working on your webinar email invitation.

(Source: Email from Wistia)

Keep email signatures concise and informative

A signature in the footer of an email invitation will make it more personal.

If you are writing an email on behalf of a speaker, be sure to put their photo at the end of the email.

(Source: Email from GetResponse)

Note! You can add your real handwritten signature. This will make you stand out!

Building a seamless webinar email sequence

An invitation email is just the beginning of a whole series of messages.

1. Send a registration confirmation email for your online event

When your recipient finally signs up for your webinar, a registration confirmation email should be sent.

This email's goal is to summarize the webinar's details and confirm that the registrant has their spot saved; so they can visit your event without any problems.

(Source: Email from Stripo)

Let webinar attendees ask questions, leave comments, and add this event to the calendar.

When should you send this email? Immediately! We expect to see confirmation right away.

2. Schedule reminders for the upcoming webinar

In a world where everybody is busy and has lots to do, we might forget about certain events. That is why we do rely on reminders.

Include a webinar subject and a webinar date along with the “Add to calendar” option when building reminder emails.

(Source: Milled)

You can work on a webinar invitation email sequence: two weeks before a webinar, a day before, and on the webinar date.

3. Follow up with thank you emails after the virtual event

Yep, it’s very important to thank everyone for their time.

(Source: Stripo email template)

In this email, you may also ask recipients to participate in your short post-webinar survey.

4. Share the webinar recording and additional resources

Send a recording of the webinar to those who made it and those who couldn’t make it to your webinar.

(Source: Email from Email on Acid)

As we said above, all recipients will appreciate doing so. Ensure that you only send the recording to those who registered for your event or requested a recording.

Best webinar invitation examples

We’ve put together a bunch of our favorite webinar invitation emails from our inbox and resources with email collections.

Duplicating CTA buttons in your webinar email invitations

(Source: Email from the dotdigital team)

Adding two or even three CTA buttons in your emails is good practice. One goes at the beginning of your email — you may even put it on a banner next to the webinar title. The second one should be placed at the end of your email after all the details and benefits are provided.

A good option to use for the P.S. link, which always attracts attention:

(Source: Email from MarketingProfs)

Offer options to attend the webinar live or watch the recording later  

If you are interested in your webinar, recipients will watch it when they have time. Be sure not to send the webinar reminder to those people.

(Source: Email from Practical Ecommerce)

Include a brief video with highlights of the upcoming webinar

You will surely share the ideas and goals of your webinar in written form.

(Source: Email from Mailerlite)

However, let the speaker introduce themselves. Besides, personal communication like this drives more attendees.

Highlighted key features as a summary of invitation

This webinar invitation email sample by Restaurant Business shows how to end your email effectively — they add key features just as a summary of the entire invitation to the bottom of their emails.

(Source: Email from Restaurant Business)

Be sure to add a CTA button below this box.

Webinar invitation email template with all necessary data

Our coders and email marketers designed this email. It contains fields for data, agenda, banner, logo, two CTA buttons, and places for the photos of panelists.

(Source: Stripo email template)

Webinar email about new product features

Conduct webinars for clients to discuss the product and how to use its new features. Look at this example below. It has a nice, light design and blocks that include all the necessary information.

(Source: Email from the Airtable Team)

Webinar invitation as part of digest email

Include a banner with all the key webinar details in your regular digest to attract those who read your helpful materials.

(Source: Email from G2)

Webinar invitation email about an upcoming event

The invitation below is a great example of an announcement of an upcoming event that focuses on the experts who will host it. The inviting photo and detailed information will attract attention.

(Source: Milled)

A workshop invitation email that takes a storytelling approach

Here's an example of a perfect email structure that starts with a catchy paragraph that hits the audience's pain points. The bold design grabs attention and leads to a call-to-action button.

(Source: Email from HubSpot)

Invitation email for webinar series

You can display all scheduled webinars simultaneously so readers can choose which topic interests them.

(Source: Milled)

Webinar invitation text templates

After a comprehensive examination of email design and composition, let’s explore further examples of text templates,which are provided with our email templates and can serve as inspiration for your own creations.

Text template 1: 

This template is excellent for generating excitement around a cutting-edge topic or a new approach, emphasizing the exclusive and innovative nature of the webinar.

Introducing a Groundbreaking Webinar

Subject line: [Webinar] Unlock the Secrets of [Topic] with Our Exclusive Webinar!

Dear [Recipient's Name],

Are you ready to experience a revolutionary webinar that promises to change the way you think about [Topic]? Join us on [Date] at [Time] for our exclusive live webinar: "The Future of [Topic]: Exploring New Horizons."

Reserve your spot now: [Registration Link]

In this powerful and engaging session, our expert speaker, [Speaker's Name], will reveal the latest trends and insights on [Topic]. You'll discover:

1. [Key Benefit 1]
2. [Key Benefit 2]
3. [Key Benefit 3]

Don't miss this opportunity to gain a competitive edge in your field. Register now, and we'll see you on [Date]!

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 2: 

This reminder email template effectively creates a sense of urgency, prompting recipients to act quickly and secure their spot before registration closes.

Last Chance Reminder

Subject line: Last Chance to Register for Our [Topic] Webinar – Don't Miss Out!

Dear [Recipient's Name],

Time is running out to secure your spot for our upcoming webinar, "Mastering the Art of [Topic]." This is your last chance to join us on [Date] at [Time] and learn from an industry-leading expert, [Speaker's Name].

Register now before it's too late: [Registration Link]

During this insightful session, you'll discover:

1. [Key Benefit 1]
2. [Key Benefit 2]
3. [Key Benefit 3]

Don't miss out on this game-changing event. Register now and unlock your full potential in [Topic].

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 3: 

Catering specifically to those new to a topic, this template showcases an accessible and welcoming approach, making it an ideal starting point for those seeking foundational knowledge.

Webinar for Beginners

Subject line: New to [Topic]? Join Our Beginner-Friendly Webinar and Get Started!

Dear [Recipient's Name],

Are you new to [Topic] and eager to learn the ropes? We've got you covered! Join us on [Date] at [Time] for our beginner-friendly webinar, "Getting Started with [Topic]: A Comprehensive Guide."

Sign up today: [Registration Link]

Our expert speaker, [Speaker's Name], will walk you through the fundamentals of [Topic], covering:

1. [Key Benefit 1]
2. [Key Benefit 2]
3. [Key Benefit 3]

Register now and kickstart your journey towards mastering [Topic]!

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 4: 

This template targets experienced professionals, offering advanced strategies and tactics, which makes it stand out as a valuable resource for those looking to elevate their skills.

Webinar for Advanced Users

Subject line: Master [Topic] Like Never Before with Our Advanced Webinar

Dear [Recipient's Name],

Ready to take your [Topic] expertise to the next level? Join us on [Date] at [Time] for our advanced webinar, "The Ultimate [Topic] Masterclass: Strategies for Success."

Secure your seat now: [Registration Link]

This exclusive session, led by [Speaker's Name], will cover:

1. [Key Benefit 1]
2. [Key Benefit 2]
3. [Key Benefit 3]

Elevate your [Topic] skills and stay ahead of the competition. Register today!

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 5: 

By highlighting the interactive nature of the webinar, this template encourages engagement and conversation, making it appealing to those who have specific questions or seek personalized advice.

Live Q&A Webinar

Subject line: Have [Topic] Questions? Get Answers at Our Live Q&A Webinar!

Dear [Recipient's Name],

Do you have burning questions about [Topic] that you've been eager to ask an expert? Now's your chance! Join us on [Date] at [Time] for our live Q&A webinar, "Ask the Expert: [Topic] Uncovered."

Register here: [Registration Link]

During this interactive session, [Speaker's Name] will be on hand to answer your most pressing questions about [Topic]. You'll have the unique opportunity to:

1. Gain expert insights on [Topic]
2. Discover best practices and tips
3. Network with fellow professionals in your field

Don't miss this chance to get your questions answered by an industry leader. Register now and submit your questions in advance to make the most of this valuable session!

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 6: 

This template promotes an ongoing series, allowing participants to dive deeper into a subject through multiple sessions, providing a comprehensive learning experience.

Webinar Series Announcement

Subject line: Announcing Our [Topic] Webinar Series: Expand Your Knowledge!

Dear [Recipient's Name],

We're excited to announce our upcoming [Topic] Webinar Series, designed to help you master every aspect of [Topic]! Join us for these insightful sessions, starting on [Date] at [Time].

Save your spot now: [Registration Link]

This comprehensive series, featuring expert speaker [Speaker's Name], will cover:

1. [Key Benefit 1]
2. [Key Benefit 2]
3. [Key Benefit 3]

By attending these webinars, you'll gain valuable insights and stay ahead of the curve in your industry. Register now and transform your [Topic] expertise!

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 7: 

This follow-up template ensures that attendees can access the content after the event, fostering ongoing engagement and reinforcing the value of the webinar.

Post-Webinar Follow-Up

Subject line: Thank You for Attending Our [Topic] Webinar – Access the Recording Now!

Dear [Recipient's Name],

Thank you for joining us for our recent webinar, "Exploring the World of [Topic]." We hope you found the session informative and valuable.

In case you missed anything, or if you'd like to share the content with your colleagues, we're pleased to offer you access to the webinar recording: [Recording Link]

We also invite you to provide feedback on the session and let us know what other topics you'd like us to cover in future webinars.

Stay tuned for upcoming events and additional resources to help you continue your [Topic] journey.

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 8: 

This template positions your company as a collaborator, inviting industry experts to contribute their knowledge, ultimately enhancing the quality and credibility of the webinar.

Webinar Collaboration Invitation

Subject line: Let's Collaborate on a [Topic] Webinar – Join Forces with Us!

Dear [Recipient's Name],

We've admired your work in the field of [Topic] and believe your expertise would make a fantastic addition to our upcoming webinar series. We would be honored if you could join us as a guest speaker on [Date] at [Time].

The webinar, titled "Unlocking the Power of [Topic]: Expert Perspectives," will bring together industry leaders to share their insights, experiences, and best practices. Your contribution would be invaluable in making this event a success.

Please let us know if you're interested in participating, and we'll be happy to provide further details and discuss your involvement.

We look forward to the possibility of working together.

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 9: 

This template keeps the conversation going by providing a recap of the webinar's content and promoting future events, nurturing relationships with participants and fostering a sense of community.

Webinar Recap and Next Steps

Subject line: Missed Our [Topic] Webinar? Here's a Recap and What's Next!

Dear [Recipient's Name],

We recently hosted our insightful webinar, "Diving Deeper into [Topic]," featuring expert speaker [Speaker's Name]. If you missed it, don't worry! We've prepared a recap for you, along with access to the recording: [Recording Link]

During the session, we covered:

1. [Key Benefit 1]
2. [Key Benefit 2]
3. [Key Benefit 3]

But that's not all! We're planning more webinars on [Topic] in the near future. To stay informed about upcoming events and ensure you don't miss out, subscribe to our newsletter or follow us on social media.

Stay connected, and we'll see you at our next webinar!

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Text template 10: 

This template seeks feedback from attendees, emphasizing the importance of their opinions, and ultimately helps improve future webinars while collecting valuable testimonials for promotional purposes.

Webinar Testimonial Request

Subject line: Share Your Thoughts on Our [Topic] Webinar – We Value Your Feedback!

Dear [Recipient's Name],

Thank you for attending our recent webinar, "Mastering [Topic]: A Comprehensive Guide." We hope you found the session informative and engaging.

As we strive to improve our webinars continuously, we'd be grateful if you could share your thoughts on the event. Your feedback is essential in helping us create even better content for future sessions.

Additionally, we'd appreciate it if you could provide a brief testimonial about your experience. With your permission, we'd love to feature your comments on our website and promotional materials.

To share your feedback and testimonial, please click here: [Feedback Link]

Thank you for your support, and we look forward to hearing your insights.

Best regards,

[Your Name]

[Your Company]

(Source: Stripo template)

Common webinar email mistakes and how to avoid them

Creating an impactful webinar invitation email requires avoiding common pitfalls that can undermine your efforts. Here are some frequent mistakes and strategies to overcome them:

1. Overloading the email with information: Bombarding readers with too many details can overwhelm them and reduce clarity. Instead, focus on the essentials: webinar topic; date; time; speakers; and a compelling CTA. Use brief, engaging language and link to a landing page for additional information.
2. Neglecting the email subject line: A generic or uninspiring subject line can result in low open rates. Craft a subject line that’s clear, intriguing, and benefit-driven, such as “Learn How to Boost Your ROI in 30 Minutes.” Testing different subject lines through A/B testing also can improve performance.
3. Failing to highlight value: If the email doesn’t clearly communicate what attendees will gain, it’s unlikely to drive registrations. Avoid generic statements and instead specify tangible takeaways, like “Discover 5 actionable tips for optimizing your email campaigns.”
4. Ignoring mobile optimization: With over 50% of emails being opened on mobile devices, failing to optimize your email for mobile can lead to poor user experiences. Use a responsive design and concise content, and ensure that CTAs are easy to click on smaller screens.
5. Skipping follow-ups: Sending just one email and expecting results is a missed opportunity. Plan a sequence of emails, including reminders, to keep the webinar top-of-mind and nudge undecided recipients to register.

By addressing these common mistakes, you can create webinar invitation emails that resonate with your audience, encourage registrations, and ultimately drive your event’s success.

Wrapping up

Creating an effective webinar invitation email isn’t just about sharing event details — it’s about engaging your audience and inspiring them to take action. By applying best practices, such as writing a concise subject line that reflects the webinar topic and specifies essential details — such as date, time zone, and duration — you ensure that your invitation is informative and appealing. A bright, prominent CTA button and an “Add to calendar” option make it easy for recipients to commit to the event, removing potential barriers to registration.

Understanding your target audience is key to crafting a personalized and impactful invitation. Introduce your speakers in a way that resonates with your audience, highlighting their expertise and relevance. Don’t shy away from creativity — add customized features such as unique visuals or interactive elements to set your email apart. Finally, include your signature to give the invitation a personal touch. These best practices will help you create webinar invitation emails that capture attention and drive results.