Webinar Invitation Email

Webinar is not just a good way to learn something new and to get a piece of fresh information really fast, but also a good opportunity to take a look at a problem from other people’s perspective and to hear about their personal experience in solving those issues.

But we all receive dozens of webinar invitation emails per day. Even if we wanted to, we would not be able to attend them all. Besides, we value our time highly enough to watch/read/listen to the things that might not be useful to us. We tend to choose only the best educational webinars.

Then how do we decide whether a webinar is worth attending? We judge by what the invitation email looks like and what it offers.

As the main goal of these emails is to convince people to attend our event, webinar invitation email templates should be appealing, informative, and promising.

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What encourages recipients to attend your webinar

In a nutshell:

1. A deep insight into a problem

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.

2. A solution to a certain problem

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

Promise to share your experience (or experience of your client whom you’ve helped, in case you have his or her consent for it) and all the obstacles that were on your way. Tell us how long it took you to get over it. How much effort it cost you to turn the situation for the better. But if you have not experienced it, do not tell us you have.

Do not exaggerate your results. People appreciate honesty. You may clarify that you have helped hundreds of people who faced the same problem as us. Or even that you have analyzed the topic, and now you will try it out with us.

3. A new topic for the webinar

You may either provide a deep insight into a problem or a new topic to consider. Be cutting-edge, and if your topic is interesting enough, you will reach tops in a short period of time. The clients cherish new trends and innovations.

4. An opinion leader as a panelist

The more famous speaker, the higher chances to get a bigger audience to come.

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

5. The things attendees will learn

Be sure to enumerate the things your attendees will learn in your webinar and how this knowledge may affect their business.

Webinar email invitation best practices

Considering the results of our investigations, and judging from our own experience, I want to enumerate the things which a customer will really like in your webinar invitation emails.

1. Make the subject line meaningful

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

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

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

To sum it up

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 subject line also depends on the No. of your invitation emails. For the last email, it can be something like “Take your chance to…”,  “Last offer…” or something like that.

2. Put all necessary information on a banner

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

Building such banners with Stripo is not rocket science. 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.

For more details on how to build banners for your webinar invite templates, please watch our video.

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3. Provide a complete agenda of your webinar

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

• problem/theme you are about to highlight. Here you should also specify what subtopics and questions you are about to cover;

• required skills — 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.

Important to note:

If you are afraid that your email may get way long, feel free to “group” data into respective sections of your AMP accordion. More and more people now can see AMP in their inboxes, even on mobile devices.

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4.  Make your CTA button noticeable

When sending out a webinar email invitation, you expect or at least you want to get as many registrants as possible. Of course, you have added a CTA button. Make sure its bright, noticeable, pretty big and says “Reserve my seat”, “RSVP”, “Save my spot”, etc.

Please remember that Stripo allows setting “full-width” buttons to your webinar invite emails to make it possible for recipients to register on mobiles.

If you’d like to apply a hover effect to your buttons, like Litmus always does, you only need to toggle the “Highlighted button color” button and set the alternative color to your CTA.

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5. Promise to share slides and a recording

Sometimes we know in advance that we wouldn’t be able to attend a webinar no matter how much we’d like to.

Notify recipients they will get a recording which they will be able to watch at any time.

6. Build a series of webinar invitation emails

Building a series of webinar invitation emails is quite reasonable as we often just do not notice nor have time to check all emails in our inbox.

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. 

7. Make the right focus

Last but not least.

Don’t focus on the webinar email design. Make it simple. Instead, focus on data, subject and CTA buttons. The fewer images and colors you use the better.

Speaking of the design, we strongly recommend that you start designing your emails before you fill them in with content. In this case, all the parameters that you set in the Appearance tab will be applied to your entire webinar email template. No need to set the same font sizes, colors, etc. for every part of your emails.

It does save time on email production.

In the aforementioned tab, you can also choose if your links are underlined, set what your emails will look like on mobile devices, and do many other things.

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Features to add to your webinar invitation emails

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

1. Jargon or slang

Yes, newsletters should be polite, with the formal English used. But jargon, as a professional language, is a good thing to use in emails. Especially, if your target audience is experienced people, professionals. Étienne de Condillac, philosopher, mentioned that every science required its unique language.

Besides, it can be an indicator that you have deep knowledge of the theme.

Slang is a separate thing to talk about. The young generation prefers using informal words. For example, now some say “Sexy” instead of “good” and "excellent”.

However, we should use slang carefully, only when it’s appropriate.

I can hardly imagine the President saying “Our legislation is sexy”.

2. Video

A verbal message is sometimes better than a dozen emails.

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

Some companies that used videos in their invitation emails claim that about 60% of registrants showed up for their event.

Important to note: 

When adding videos to your emails with Stripo, you do not have to enter alt text and video name — we’re on it. And you can upload a custom thumbnail image to make preview images even more appealing and meaningful. It can be anything, even GIF.

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3. Jokes

We all appreciate a good sense of humor. As Victor Borge said, “Laughter is the shortest distance between two people”. Besides, a little joke in your email invitation means that the webinar will not be boring.

4. Signature

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 his or her photo at the end of email. 

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

Please read our blog post “10 Best email signatures for emails”. 

Follow-up emails

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

1. Registration confirmation email

When your recipient finally signed up for your webinar, be sure to send a registration confirmation email.

This email is to sum up the details of the webinar, and to confirm that the registrant has his or her spot is saved, consequently, they can visit your event.

Let 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. Reminders for webinar

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

Be sure to add the “Add to calendar” option when building a reminder email for the webinar.

This can be a series of reminders.

For more information on how to build effective reminders, please refer to our respective blog post.

3. Thank you for attending emails

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

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

4. Sharing a recording

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

Like we said above, doing so will be appreciated by all recipients. Make sure you send the recording only to those who registered for your event or requested a recording.

Recommendations to follow when building a webinar invitation template

Did you know that the average attendance rate for a webinar is 25% of all the registrants? While some companies reach 60%.

I sincerely hope that following some of our recommendations will help you increase the attendance rate:

• prior to sending out invitation emails, create a strategy;

• include the subject line;

• make the preheader informative;

• specify the date, timezone, and duration of the webinar;

• create bright CTA button;

• add the “Invite my friend” button;

• introduce speakers to the target audience;

• add your individual features. Be creative;

• include your personal signature;

• be sincere with your attendees.

Best webinar invitation examples

We’ve put together a bunch of our favorite webinar invitation emails from our inbox.

1. Duplicated CTA buttons

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

Important to note:

Like we said above, you can set button size and color in the Appearance tab before building your webinar email so the button design stays consistent. 

Also, you can just copy the button you’ve just designed and move it to a necessary part of your email. Do this to any element of your email.

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2. Two options: to attend, or to watch the recording later  

In my opinion, this is just great. Interested in your webinar recipients will for sure watch when they have time.

Plus, there’s no need to reach out to those who choose “Send me the recording” with reminders. 

3. Video with details on a webinar

For sure, you will share the ideas and goals of your webinar in a written form.

However, let the speaker introduces him/herself. Besides, personal communication like this drives more attendees.

4. Highlighted key features as a summary of invitation

This webinar invitation email sample by Marketing Profs 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

Be sure to add a CTA button below this box.

5. Links to a landing page with details

Techopedia briefly explained what their webinar was supposed to be about. 

However, they added a link to their library of blog posts on this topic.

All attendees will be prepared for this webinar.

6. Webinar invite template with all necessary data

This email was designed by our coders and email marketers. It contains fields for data, agenda, banner, logo, two CTA buttons, places for the photos of panelists.

You can use it right away — just replace our content with your data.

Use this template

We’ve built many more webinar email templates that are at your service. Examine them all now to find the one you like best.

Regarding any questions, please leave a comment below, or connect with us via Facebook.

I sincerely wish you the best of luck in all your future endeavors.