Did you know that the average attendance rate for a Webinar is 40% of all the registrants, including those who watch videos on-demand? However, some companies reach the 60% level. In this post, we'll share the greatest webinar invitation email examples and best practices to help you reach the maximum number of attendants.

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.

(Source: Email from Similarweb)

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. 

(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 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 really desired subject, you will reach the top in a short time. Clients cherish new trends and innovations.

4. An opinion leader as a panelist

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

(Source: Email from Litmus)

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

5. The things webinar attendees will learn

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

(Source: Email from GetResponse)

Webinar email invitation best practices

Considering the results of our research and judging from our own experience, I want to enumerate what a customer will 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.

(Source: Gmail)

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 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.

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 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.

Please watch our video for more details on building banners for your webinar invite templates.

3. Provide a complete agenda of your 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: Email from Restaurant Business)

4.  Make your CTA button noticeable

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)

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. 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.

6. Add timers to webinar invite emails

Apart from saying the date, adding timers to 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:

7. 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.  

8. Include the "Add to calendar" link

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.

9. Work on the webinar description

Don’t focus on the webinar invitation email design only. Concentrate on the webinar description also. Make sure it's informative enough.

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

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

Besides, it can indicate that you have deep knowledge of the subject.

(Source: Email from eSputnik)

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 email invitation.

(Source: Email from Litmus)

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.

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 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 an email.

(Source: Email from GetResponse)

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

To learn more about the signature read our blog post “14 Best email signatures for emails”. 

Webinar email sequence

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

1. Registration webinar confirmation email

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 his or her spot saved; so they can visit your event without any problems.

(Source: Email from Litmus)

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. Reminders for the 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: Email from eSputnik)

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

3. Thank you for attending emails

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

(Source: Email from Litmus)

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.

(Source: Email from Email on Acid)

As 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.

Best webinar invitation examples

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

1. Duplicated CTA buttons

(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 — and the second one should be placed at the end of your email after all the details and benefits.

Important to note:

As we said, 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.

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

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

(Source: Email from Practical Ecommerce)

Be sure to not send the webinar reminder to those people.

3. Video with details of a webinar

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

(Source: Email from Mailerlite)

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 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.

5. 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.

Final thoughts

To sum it up, I'd like to share the webinar invite best practices for effective email marketing:

• Write a concise invitation subject line with the webinar topic.

• Specify the date, timezone, and duration of the webinar.

• Create a bright CTA button.

• Add the “Add to calendar” button.

• Introduce speakers to the target audience.

• Add your customized features; be creative.

• Include your signature.

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