6 Webinar Invitation Email Examples & Best Practices

So you’re attempting to assist your colleagues meet their gross sales quota, and also you’ve provide you with an superior technique…

You’ll host a webinar, and invite everybody who might doubtlessly be curious about your organization’s services or products. Once the webinar’s over, your colleagues can then attain out to attendees, upsell them, and meet their sales objectives.

Now, the objective right here is to design a extremely compelling webinar invitation electronic mail – one which’ll intrigue your prospects, and get them to RSVP instantly.

In this text, we break down the totally different elements that go right into a webinar invitation electronic mail and train you tips on how to design the proper electronic mail to advertise your webinar. Let’s soar proper in!

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Email templates in GetResponse.Some of the 100+ free electronic mail templates from GetResponse

6 elements of a webinar invitation electronic mail

Great electronic mail campaigns are available in many shapes and varieties. But a webinar invitation electronic mail normally consists of 6 key elements – your topic line, banner picture, header textual content, webinar introduction, webinar particulars, and name to motion. Read on to learn to optimize every part.

1. Subject line

When crafting the topic line of your webinar invitation electronic mail, the usual guidelines apply: ensure your topic line isn’t too lengthy (and that it doesn’t get minimize off). Personalize your topic line (and see an 18% carry in your electronic mail open charges), and if potential, intrigue your subscribers.

To make it clear that you simply’re selling a webinar, you may need to put the phrase “[webinar]” or a digicam emoji 🎥 in your topic line – as an example: [Webinar] Learn How To 5x Your Number Of Leads In 24 Hours

If an trade professional or influencer is talking in your webinar, together with their identify in your topic line may assist to extend open charges: [Webinar] Sales Guru XYZ Shares How To 5x Your Number Of Leads In 24 Hours.

 To make your topic line extra intriguing, contemplate phrasing it as a query as an alternative of an announcement. For occasion: [Webinar] How Do You 5x Your Number Of Leads In 24 Hours? XYZ Shares His Tried & Tested Strategy.

Last however not least, conveying a way of urgency in your topic line can enhance your open charge and conversion charge as nicely. Try: [Webinar – Last Call] Learn How To 5x Your Number Of Leads In 24 Hours.

2. Banner picture

Here are just a few webinar invitation finest practices for electronic mail banners: be sure that your textual content stands out clearly out of your background, embody all of the vital particulars on the banner, and showcase footage of your hosts/company. You may additionally need to throw in a call-to-action in your banner.

Let’s try a few destructive examples so what to not do. If you take a look at this picture, for instance, you’ll see that a part of LaneTerralever’s emblem fades away into the background, which isn’t best…

webinar banner image.

Then there’s this different banner from Metric Insights, which I’m not an enormous fan of as nicely. The white textual content on the backside doesn’t stand out as a lot because it ought to, and the picture itself is slightly too plain; there aren’t any footage of the audio system.


In distinction, right here’s a optimistic instance:

webinar banner image 3.

This Live Content Marketing Webinar banner is clear-cut, options all the mandatory particulars, and will get us enthusiastic about who’s going to be sharing their insights. The solely factor we’d do right here is to remodel the headline of the picture in order that it’s benefits-driven.

3. Header textual content

With their header textual content, most folk merely reiterate the identify of their webinar or what their webinar is about, however this doesn’t add any worth to your prospect. Instead, attempt tapping into your prospect’s ache level, or speaking a good thing about becoming a member of your webinar.

Here are some destructive examples:

  • Live Content Marketing Webinar By Company ABC
  • Join Our Live Content Marketing Webinar
  • twenty fifth February 2023 – Live Content Marketing Webinar

And some optimistic examples:

  • Want To Skyrocket Your Content Marketing Conversions In 2023?
  • Figure Out Why Your Content Strategy Isn’t Working, Once And For All.
  • Discover Tried-And-Tested Strategies Used By Neil Patel And Brian Dean.

4. Webinar introduction

With your webinar introduction, you’re main into your pitch on why your prospects ought to attend your webinar.

Don’t simply concentrate on speaking the small print right here – as an alternative, share what your prospects can count on to achieve out of your webinar.

Here’s a destructive instance:

Join us for a content material advertising webinar on twenty fifth February 2023. The webinar will kick off at 9 am PST, and will probably be hosted by content material professional Neil Patel. We will begin off with a 20-minute sharing session, and shut with 10 minutes of Q&A from the ground.

And a optimistic instance:

Ever needed to choose Neil Patel’s mind, and be taught the particular methods that he makes use of to generate as much as 1.2M readers PER weblog publish? Now you’ll be able to. Join us at our content material advertising webinar hosted by Neil, and keep tuned for the final 10 minutes, the place we open the ground so that you can ask him all of your burning questions.

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Want to verify your subsequent webinar is a hit? Promote it in 9 straightforward steps. In this information, you’ll discover our greatest webinar promotion methods plus recommendations on tips on how to promote extra along with your on-line shows.

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5. Details of the webinar

Now, right here’s the place you comply with up with the small print of your webinar together with the date, time, audio system, and so forth.

If you’d like, you can too add in the important thing takeaways that prospects can count on from the session. Here’s an instance:

In this brief however intensive 30-minute webinar, you’ll be taught:

  • How to craft the very best weblog titles that your readers can’t assist however click on on
  • How to supply content material that’s extremely relatable, and has the potential to go viral
  • How to distribute and promote your content material to maximise its attain

6. Call to motion

Finally, finish with a Call To Action button that’s linked to a webinar touchdown web page. This is the place your prospects will RSVP to your webinar.

Interesting to notice: research have proven that calls to motion written utilizing first-person pronouns perform better than these written in second-person pronouns, so as an alternative of claiming “Reserve YOUR seat”, “Reserve MY seat” may work higher.

Here are another variants you’ll be able to A/B check:

  • Reserve my spot
  • Claim my spot
  • Save my seat
  • Save me a seat
  • I’m in!

(For extra with reference to CTAs, learn Email Calls-To-Action: Five Guidelines For Conversions)

👉 Pro tip: Consider including slightly notice that claims there’ll be a restricted area throughout your webinar. Alternatively, you’ll be able to add a countdown timer subsequent to your electronic mail CTA to enhance your click-through charges.

Best webinar invitation electronic mail examples to get impressed by

We’ve scoured the net and located among the finest webinar invitation emails which you can draw inspiration from. Time to get these inventive juices flowing!

1. This invitation electronic mail from typecast

First on our checklist is Typecast’s webinar invitation electronic mail, which packs in a ton of social proof:

best webinar invitation newsletters – typecast.

Now, put your self within the footwear of a subscriber. If you get this invite in your inbox, you’ll most likely suppose: Dang, their webinar is that well-liked? I higher register for a slot, so I don’t miss out.

Moral of the story? FOMO (the Fear Of Missing Out) is a robust factor, and you should use it to inspire your prospects to behave!

2. This webinar invitation electronic mail from Buzzsumo

Next up is that this webinar invite electronic mail from Buzzsumo:

best webinar invitation emails – buzzsumo.

Right off the bat, this invite attracts you in with a magnetic headline: Want a 50% increase in your eCommerce income?

I don’t think about Buzzsumo has any subscribers who’d go “nope, I’m making enough on my eCommerce store”, so that is an immensely highly effective hook that entices their subscribers to attend their webinar.

3. This invitation electronic mail by Copy Hackers

This subsequent webinar invite is fairly fascinating. It incorporates zero graphics, zero footage, and only a bunch of textual content:

best webinar invitation email examples – copyhackers.

Now, I do know we simply mentioned how it is best to embody a properly designed banner picture in your webinar invitation electronic mail. That stated, when you’ve acquired mad copywriting abilities (like how the oldsters over at Copy Hackers do!), you may simply be capable of get away with a plain-text electronic mail.

If you’d like to do this strategy, take into account that you’ll should make use of a extremely conversational tone. The objective is to construct a rapport along with your subscribers or prospects and to craft an electronic mail sequence that’s extremely relatable.

A couple of extra picks from the editors:

To provide help to along with your webinar planning, we’ve requested our colleagues to choose a few of their favourite webinar invitation emails they discovered of their inbox.

Here they’re.

4. This webinar reminder by SmartBug.

Message from the webinar presenter - email from SmartBug.

Take a take a look at this reminder. Even although it’s almost certainly been despatched routinely, it doesn’t really feel this fashion.

It incorporates a personalised message recorded by the presenter and quite than simply saying “Hey, we’re going live soon” it focuses on how the recipient can get probably the most worth.

And what approach is that? By asking the organizers a query earlier than the occasion begins in order that they will ensure to incorporate it throughout their presentation.

The header picture is price mentioning too. The presenter’s smile and the very-contrasting play button make you need to click on them!

5. This webinar electronic mail from Agency Scaling Secrets

Webinar invite - Agency Scaling Secrets.

There are two issues that you simply discover instantly on this electronic mail; the humorous t-shirt (clearly) and the blurry fingers.

They each seize your consideration and shift it proper all the way down to the central a part of the e-mail – the copy.

So how’s the copy? It’s brief, humorous, and makes just a few fairly good makes an attempt to persuade you that you simply’re higher off registering.

It factors out precisely what you’ll get when you attend, what you’ll miss out on when you don’t, and the way all of this may influence your small business.

In brief: In our opinion, it’s superior!

6. This electronic mail we determined to do a bit in another way

Personalized webinar email reminder from GetResponse.

You understand how they are saying, “Practice what you preach”?

We determined to check one of many ways we, for some purpose, stopped for some time – personalization.

The outcomes? Not too shabby.

This webinar invitation electronic mail you see above generated a 42.41% open and a 3.67% click-through charge. It additionally acquired us a good variety of private replies.

The electronic mail requested whether or not you’re going to hitch the webinar later that day. It additionally talked about how many individuals registered already (social proof) and what they’ll take away from the occasion (worth).

The most vital factor, nevertheless, is that this webinar reminder was private.

We’ve despatched it from Irek (our presenter) utilizing his electronic mail handle and his signature.

No rocket science there, proper?

The open charge and CTR weren’t the one issues we seen after this marketing campaign. We additionally noticed an uplift within the attendance to registration charge.

We normally get it at about 10% (our registrants largely know we’re sharing the webinar recording after the occasion).

This time we scored 15%, whereas the general variety of registrants stayed at an identical stage to what we sometimes observe.

We’ve examined the identical strategy just a few instances afterward (every time the webinar’s run by one in all our staff members) and thus far we’ve seen the identical sample.

promote webinars.

How to Promote Your Webinar in 9 Easy Steps

Want to verify your subsequent webinar is a hit? Promote it in 9 straightforward steps. In this information, you’ll discover our greatest webinar promotion methods plus recommendations on tips on how to promote extra along with your on-line shows.

Download information

BONUS: Sending a collection of webinar invitation emails

A single webinar invitation electronic mail, crafted completely, can work wonders. But when you ship a SERIES of emails (or an electronic mail sequence) that’s even higher – your take-up charges will shoot by the roof.

Don’t fear – I’m not asking you to manually comply with up with every individual that’s ignored your first electronic mail. It doesn’t make sense to do something fairly that tedious.

Instead, merely arrange an automatic electronic mail marketing campaign to set off emails to the oldsters who didn’t open your first electronic mail (or those that opened your first electronic mail, however didn’t click on/RSVP).

Use automation to easily follow up with people who didn't click through to your webinar pageUse automation to simply comply with up with individuals who didn’t click on by to your webinar web page

If you need to goal the previous (individuals who didn’t open), you should use the EXACT similar content material to your physique electronic mail, and simply swap up the e-mail title. Pretty easy, proper?

If you need to goal the latter, you’ll must get a bit extra inventive. I like to recommend utilizing some humor right here, as an example:

Email title: [Webinar] Don’t maintain us hanging, as a result of another person needs that seat…

Email copy: Hey, {Name} – are you continue to curious about attending our webinar, the place you’ll learn to do X, Y, and Z? Slots are filling up quick, and when you don’t need that seat, someone else does!

A closing phrase on designing the proper webinar invitation electronic mail

Your gross sales colleagues must generate sufficient leads, they usually’re relying on you to avoid wasting the day.

Which of our above-mentioned webinar invitation finest practices was your favourite?

Are there any ideas that we missed out on? Let us know within the feedback beneath!

Additional studying

Here are some extra assets you’ll need to learn if you wish to run a profitable webinar advertising marketing campaign: