Webinars allow marketers to present information in a more digestible format to their audiences.
No geographical barriers apply for webinars, you can reach and open-up to new business opportunities around the world.
Turning your webinar registration into attendees and leads isn’t easy. That’s why it’s crucial to create a solid webinar email campaign from day one.
In this article, we’ll help you create the best webinar email sequence by:
- Learning what to Include in the webinar invitation email
- Learning from 14 webinar email examples (webinar invitation, confirmation, reminder, and thank you emails)
- Having a look at the 19 inspiring webinar email subject lines
- Guiding you through the webinar announcement email sequence creation
- Learning about the best time to hold a webinar
Follow my lead.
What to Include in The Webinar Invitation Email?
Webinar invitation emails are all about making it easy for people to say yes and see what the value is for them.
Here are all the must-include ingredients in your webinar invitation email:
- WHAT: Your webinar title
- WHEN: Time of the webinar (date, time and duration)
- WHO: Introduce the people presenting, guests, hosts, etc.
- HOW: Calls to action to register (buttons, links, etc.)
- WHY: What value and learning outcomes are you offering your attendees.
Yes, you need to mention all the smallest details you have about the webinar:
- Required skills,
- If there will be a Q&A or not,
- Speakers biography and their achievements,
- And any relevant information you want to provide.
14 Best Webinar Email Template Examples
Here I collected for you the 14 top-performing webinar email template examples to inspire you.
You copy your favorite one, and you can register to Automizy and benefit from our already built email templates for webinars.
Webinar event invitation emails
1. Short copy webinar invitation
A two-column layout for this training invitation email. Showing the topic, time and a CTA on one side and the presenter on the other.
Followed up by sharing extra information and a second different color call-to-action button.
Actually, that can be a good element to A/B test for the upcoming webinar email reminders.
2. Animate your webinar invitation emails with GIFs
Today, GIF is the language of choice for any millennial. Most marketers speak the new ‘GIF Language’ to draw attention to their emails and boost click-through rates.
Animated Gifs add an element of delight to a campaign that isn’t possible with static email designs.
Adweek uses a perfect animated GIF to their webinar invitation email template. They use red call-to-action buttons in their email design.
3. Include question to resonate with your audience
Listrak used a colorful webinar announcement email template. In the email, they included questions that they will answer during the webinar.
Your audience can relate to one of the questions in the email and that triggers interest to take part and get the value you are providing in your webinar.
4. Use different call-to-action buttons
Short & minimalist copy. The title, time and date are well placed.
What is remarkable in this B2B training invitation email is the CTA at the bottom of the email ‘will you attend’. It’s a nice alternative to repeating the CTA ‘register now’ without feeling repetitive.
5. Do not leave any useful information behind
Like the GDPR topic, this webinar registration email design from Leanplum is a bit sharp too.
It is not colorful or attractive, although the structure of the invitation was right on target.
The information in the email makes the webinar invitation a complete package. Well-used high contrast CTA buttons are exceptional.
6. Add a unique logo for your webinar
B2B conference invitation email sent by Unbounce stands out because of its distinctive brand logo. Unbounce hosted a B2B workshop to cover various marketing topics.
The logo of the brand confirmed that the workshop would present a long-lasting impact on the readers’ minds.
In short, Unbounce subscribers won’t forget about this email template. That is the takeaway from this webinar email sample.
7. Include video in your webinar invitation email
No matter if you are using a full online course platform or doing smaller educational webinars, the popularity of online training and video content is through the roof.
Facebook training webinar email invitation example, from Billy Gene, makes good use of a funny video they used as their email image.
The webinar information they include in the email is consistent as well.
- Capture your attention with a funny pop-culture
- Mention the exact date and time of their webinar
- Add two call to actions (check out the video or register)
By adding these components, you’ll create a sense of urgency and excitement that translates into an increase in signups.
Webinar confirmation email
8. Confirm webinar registrations
As soon as the attendee signs up for the webinar, you should send a webinar confirmation email to inform them that the reservation is successful.
Make sure to include a:
- Add “to calendar” link
- Refer a friend’ link
- Cancellation link in case an attendant changed his or her mind.
Webinar reminder email
9. Include your presenters’ photos
By providing photos of the people involved in a webinar, Typecast makes appealing the design of this webinar announcement email template. The way they’ve formatted their email is also helpful — everything you need to know at a glance, right at the start.
Including the image of your webinar presenter can influence the decision of your audience.
This can result in higher webinar registrations.
10. Create a sense of urgency in your reminder email
If the thought of writing a webinar email gives you lost thoughts, the following email template example should inspire you.
He starts out by sharing when the webinar is and creates a sense of urgency (a few seats left).
From there, the reminder email contains a short description of what attendees can expect.
He follows this up with a reminder that there are limited places. And follows up with this statement:
“It’s time for you to start living life on your own terms.” That is a bold statement and it caught my attention too.
11. Send a last webinar reminder email on the moment you’re LIVE
Some webinar attendants might turn up for your webinar at the moment it starts, and others might get caught in something else and forget about it.
Sending a last webinar reminder email when your webinar starts, works as a last-minute reminder to increase the number of your attendants.
The whole point of this last webinar reminder email is to drive attendants, so make sure you include your live webinar link.
Post-webinar follow up emails
12. Present your product/service through a post-webinar email
SamCart in their post-webinar follow-up email used a plain text design.
Your marketing qualified leads (MQL) are probably sales qualified leads (SQL) after your webinar. Use post-webinar follow up emails to present your product and invite your attendees to take action. Here is an example to see how SamCart did it.
The first part of the webinar email design is plain text. More marketers tend to use plain text emails because it is faster to load, casual, friendly and motivates contacts to reply.
Right after, a screenshot of the webinar with Brian’s face so the webinar attendees recognize him.
13. Send webinar replay link
Segment your webinar email list to divide your webinar registrants into groups based on their activities. It will help you deliver different content for all segments.
This means that you can send an email to those who watched your webinar live with an offer. Or instead, you can email those who missed your webinar with a link to the replay.
Sorry we missed you email template example from Mindvalley Academy Masterclass sending their webinar replay, including 4 call-to-action embedded links and a video.
Thank you for attending emails
14. Send appreciation email to your webinar attendees
People signing up for your webinar or event is one thing, but attending it is another.
According to the webinar benchmarks report, the average webinar attendance rate is 46%. For that, you want to show appreciation and send thank you email to those who offered their time and attended your webinar.
Vishen Lakhiany included a recap of the webinar in his thank you email, and displayed a call to action button to enroll in his next masterclass.
Now that you know what to include in your webinar invitation email, have a look at some winner subject lines to get people to read your email content.
19 Webinar Email Subject Lines
293,6 billion is the expected number of sent and received emails per day in 2019. Wow right? For that, you must make sure that your webinar email stands out in the crowded inbox and you can do this by writing an enticing subject line.
Since your email subject line is your primary source of open rates, here are 19 best subject lines for webinar email invitations.
- “Don’t miss out on this month’s webinar”
- “Don’t get lost on (date)”
- “Your Instagram feed will be full of this in X days”
- “This webinar will have your LinkedIn circles talking”
- “5 things to prepare to (webinar name)”
- “Join all major influencers of (topic)”
- “Meet the speakers of (some really desired subject)”
- “Almost sold out”
- “Last chance:”
- “First out: (speakers’ names)”
- “Have a 1-on-1 with (speaker)”
- “Are you ready for (event name)”
- “Find out all of (speaker)’s secrets!”
- “Did (performer) just put (performer B) to rest?”
- “They smashed it last time, want to be part of something great”
- “Reminder, join us at (webinar name)”
- “Don’t miss out this (month)”
- “Meet us at (webinar name)”
- “Reserve your seat for (webinar name)”
Or if you want to stand out with a unique subject line, you can try Automizy’s free email subject line generator which writes you subject lines based on the copy of your email.
- Step 1: Copy & paste your email content.
- Step 2: Let Mizy read and analyze it.
- Step 3: Copy, like and use the subject lines you prefer.
That’s it, 3 easy steps to further increase your open rates.
How to Create Webinar Announcement Email Sequence
To send personalized messages to your webinar attendees on a scale. You’ll have to create an automated email sequence.
The best part?
You can create an email sequence in 5 steps.
Step 1: Choose when to trigger your emails
- Gets added to your webinar email list,
- Submits a registration form on your website,
- Clicks a link in an email, or
- Gets a tag.
First thing first, you need your choose your triggers and select when you want to send your emails.
Triggers allow you to start email automation and apply actions to your subscribers.
Use triggers to follow-up to previous engagements from contacts and achieve your webinar goals.
Step 2: Create an automated webinar email sequence
Email marketing automation allows you to send personalized email messages on autopilot.
Apply waiting periods between your email series. You don’t want to send all 3 or 4 emails in the first 24 hours.
Step 3: Apply conditions to save your time
Suppose you triggered to send the first email of the webinar sequence when a contact fills a form. You send them a confirmation email to confirm their registration within 48 hours.
That helps you segment your contacts based on confirmed registration and who did not. Then automate the rest of the webinar email series based on it.
Important: Apply a “wait period” before you set your condition.
Give your contacts some time to interact with your email. It will also help you to be more accurate when it comes to segmentation.
After the promised confirmation period, apply the condition “Has clicked a link in email” and split your automation for the two branches, “Yes” branch and “No” branch.
After the first email that includes a CTA to confirm the registration, apply a condition to segment those who confirmed and those who didn’t.
Users go on the “Yes” branch if they’ve clicked on the confirmation CTA in the first email. In this branch, contacts receive a webinar confirmation email with further information.
Also, a reminder email on the day of the webinar to make sure they attend it.
Contacts who did not confirm registration, receive a different email with dates of the upcoming webinar.
That is one simple webinar email sequence from Automizy. It is completely customizable and you can always adjust it to your webinar goals.
Step 4: Segment your email list with contact tagging
When creating your webinar email workflow use contact tagging to segment your contacts.
Contact tagging is the behavior-based information you add to your contacts data such as:
- Attended a specific webinar,
- Downloaded a specific ebook,
- Subscribe for an email course,
- Became a lead, etc.
Here are some use cases on how to use contact tagging in email automation software.
To avoid spamming your subscribers create a tagging action that puts an “active” tag on the contacts when they are triggered.
At the end of the automation, remove the “Active” tag and apply two different tags for contacts who attended and who didn’t.
Tagging helps you:
- avoid spamming your subscribers,
- know what type of content interests them,
- segment them according to their behavior,
- and identify their life-cycle stage.
So now after applying all the 4 steps. The webinar email sequence from Automizy should look like the following.
Step 5: Use website tracking to send email to non-registrants
When your subscribers visit your webinar registration landing page and successfully register, they’ll be redirected to a thank-you page.
Use Automizy’s website tracking emails to send registration confirmation emails to webinar registrants.
A confirmation email will be automatically triggered for every subscriber who registers and reaches your webinar thank-you page.
Here is how to send webinar confirmation emails to your registrants.
Create new email automation in Automizy, and use “Visit a URL on your website” as an email trigger.
Enter the link of your webinar thank-you page that you created for your webinar registrants.
Lastly, you add your webinar confirmation email that you want to send to your webinar registrants.
Now every time a subscriber successfully registers to your webinar, they’ll immediately receive a confirmation email to confirm they’re in.
Best times to hold a webinar
Like television, webinars have its “prime times” and its slow periods. Knowing when your audience is most likely to “tune in” is crucial and can define the success of your webinar.
There is no ‘one and only’ perfect timing to host a webinar for the entire world with its different time zones.
According to Webinar Ninja, the best time to host a webinar for audiences in the United States with a 39% average attendance rate, is between 11 AM and 2 PM.
And the same time applies to audiences in Australia mate.
Yet, for audiences around Europe and the UK, you’d want to start a little bit earlier than the US. Between 8 AM and 11 AM is the recommended time to hold a webinar. And for Asia between 2 PM and 4 PM is the optimal time.
It’s energy-consuming to handle your email marketing while you’re busy cooking the best webinar.
You can save time and resources and depend on how email marketing automation can support you make the best out of your webinars.
Automizy helps you send personalized messages to people on different lifecycle stages. Since it is behavioral email marketing, you can move your leads in the funnel and keep your ROI positive.
Your turn now to create your webinar emails, and it’s okay to invite us, we’re friends now 🙂