Do you find yourself struggling to create an email template for your next webinar? Creating a great webinar isn't difficult! Simply follow this step by step guide and you're guaranteed success.
The webinar email is the gateway to your webinar. If you don't get enough webinar attendees, it won't matter how well-designed your webinars are.
The good news is that designing a great webinar email template doesn't have to be hard - all you need are some basic ground rules and a few tricks of the trade!
Join us in this article for an overview on webinar invitation emails best practices, including what content should go into them and how to make sure they're inviting (and not spammy).
We'll also show you how our drag & drop editor can help with design so you'll never have trouble creating professional invitations again.
Create an Eye-Catching Header
A webinar invitation email is your chance to make a good first impression, so you'll want to start with a strong header.
This can be anything from a simple logo to a full-blown graphic design - just make sure it's something that stands out and catches people's attention.
Here's an example webinar invitation header from HubSpot:
Check out this webinar email template on Capterra . What do you think? Does it make you want to click and find out more about the webinar content?
It does for me!
The first thing I notice is the bold graphics- they immediately draw my attention and make me want to explore the email further.
The use of color is also very eye-catching, as are the large CTA buttons.
Keep it Short
People are busy, and they don't have time to read long emails - especially if they're not even sure what the webinar is about yet!
Keep your webinar email invitation as short and concise as possible, using clear and easy-to-read language.
Here's an example from MarketingProfs:
This webinar email template is only three sentences long, but it manages to pack a lot of information into that space.
The headline is eye-catching and the use of bullet points makes it very easy to skim.
Use Short Paragraphs
Paragraphs should be short and sweet, no more than five sentences each (and ideally even shorter).
You'll need enough information to let webinar attendees know what you're talking about, but not so much that it becomes boring or overwhelming.
Here's an example webinar email template from HubSpot:
As you can see, this email template is written in very short paragraphs that are easy to read and scan.
The use of bullet points also makes it quick and simple to skim the content - no one wants to spend more time writing an invitation than they have to!
Experiment with Colors
Everyone has a different preference when it comes to colors, so you'll want to experiment a bit to see what works best for your webinar invitation email.
Bright and bold colors can be eye-catching, while softer shades can create a more calming effect.
Here's an example webinar email template from Litmus:
This email template uses muted colors to create a calm and inviting feel.
The webinar image at the top is also subtle, but still catches my attention because it's unique and interesting (and of course relevant).
In this article, we will be discussing about the best practices for creating a webinar email template.
First of all, you should focus on the content that you want to share in your email. This includes any information that is related to your event and not just the general text on the subject line.
You should also consider what your favorite color is and use it as a background color throughout your email.
The recipient has already shown interest in joining so make sure you give them some good reasons to come along.
Use short sentences and paragraphs as well as clear bullet points to break up long paragraphs into smaller chunks that are easier for people to read through quickly.
Lastly, make sure you include a call-to-action at the end of the email in order to encourage people to join your event or take a certain action.
In webinar invitations, you should also use graphics and images to make the email look more interesting.
You can do this yourself by using an image editing tool or choose from our list of webinar invitation templates that already have custom webinar designs built into them. A truly bespoke look can be achieved easily and affordably with a zero-cost pic editing solution. Even if you don’t have extensive skills, modern tools make it a breeze to adapt templates.
There is a wide variety out there so just take your time in finding the right one for you and your webinar. In fact, the best webinar platforms allow you to create and customize a landing page with all the necessary webinar info and an attractive CTA.
Now, let's move on to webinar reminder emails.
Reminder Emails
As the name suggests, reminder emails are sent to people who have already registered for your webinar but may have forgotten about it or need a little nudge to remember to attend.
This type of email should be sent a few days before the webinar, and it's important to make sure the content is relevant and useful.
In this section, you will see the steps for an email template that needs to be sent out for a webinar.
The following are the steps for an email template that needs to be sent out for a webinar:
1. Do not address your recipient by name because it is not necessary.
2. Provide a person's name in the subject line only if they request it, otherwise omit it.
3. Start off with "Hi" or "Hello," followed by their name and company/organization, then your personal introduction and why you’re inviting them to the webinar/event.
4. Include your contact info at the bottom of the email (name and contact information) in case they have any questions later on down the line.
5. Include a webinar/event time and date as well as the webinar/event link that they can follow for more information.
Webinar emails are an effective way to reach potential customers and secure new leads. Here is a brief outline of some of the benefits these emails can provide.
A webinar template can be used to establish an email connection with your audience and inform them about upcoming events that you are going to have.
It increases the chances for your next event or product launch by creating anticipation for it.
Lead generation is one of the most important aspects of any business marketing strategy, so it always pays off to use webinars as a lead-generation tool.
Webinars allow you to speak with customers directly and get valuable feedback on what they like and dislike in your products and services, so that you can improve them in future launches.
Examples of the Best Webinar Email Templates
Here are some examples of top-performing email templates to get you started.
You can either copy your favourite or sign up for Automizy and get started with a webinar-specific email template.
Email invitations to a webinar
1. A one-page invitation to a webinar
This training invitation email has a two-column structure. On one side, the topic, time, and a CTA are displayed, while on the other, the presenter is displayed.
Following that, additional information was shared, as well as a second distinct colour call-to-action button.
Actually, for the future webinar email reminders, it could be a good aspect to A/B test.
2. Use animated GIFs in your webinar invitation emails.
For today's millennials, GIF is the language of choice. To grab attention to their emails and increase click-through rates, most marketers use the new 'GIF Language.'
Animated Gifs give a level of excitement to a campaign that static email designs can't match.
Adweek's webinar invitation email design features a beautiful animated GIF. In their email design, they use red call-to-action buttons to give enough contrast against the white background.
If you're looking to add more movement and excitement to your webinar invitation, consider using animated GIFs.
3. Include a query that will pique your audience's interest.
A bright webinar announcement email template was utilised by Listrak. They included questions in the email that they will address at the webinar.
Your audience will be able to relate to one of the questions in the email, which will pique their interest in participating in the webinar and receiving the value you are offering.
4. Make use of a variety of call-to-action buttons.
Short and to-the-point copy. The title, time, and date are all in the right places.
The CTA 'will you attend' at the bottom of this B2B training invitation email is very noteworthy. It's a nice way to avoid feeling like you're repeating the CTA'register now.'
5. Don't forget to save any essential information.
This Leanplum webinar registration email design is a bit harsh, just like the GDPR topic.
Although the structure of the invitation was correct, it is not colourful or appealing.
The webinar invitation becomes a full bundle thanks to the information in the email. High-contrast CTA buttons that have been well-used are excellent.
6. Create a one-of-a-kind logo for your webinar.
Unbounce's B2B conference invitation email stands out because to its distinctive company logo. Unbounce held a B2B session to discuss a variety of marketing themes.
The brand's logo ensured that the workshop will leave an indelible impression on the minds of the audience. Ensure your logo design is featured. A free animated logo maker provides accessible tools for creating lively and visually engaging logos without incurring any cost, ideal for businesses and individuals on a budget.
In summary, this email template will stick in the minds of Unbounce subscribers. This is the main point to remember from this webinar email sample.
7. Include a video in the email that invites them to the webinar.
The popularity of online training and video material is skyrocketing, whether you're using an online teaching platforms or delivering smaller educational webinars. In addition to that, to promote your online english speaking courses offering start taking your webinar. But the first step is advertising your webinar, including videos or finding other tactics.
Billy Gene's Facebook training webinar email invitation example makes fantastic use of a hilarious video as their email graphic.
They also include consistent webinar information in the email.
Grasp your audience's attention with a humorous pop-culture reference.
Mention their webinar's precise date and time.
Two calls to action should be added (check out the video or register)
Email invitation to a Billy Gene webinar with a video example
By using these elements, you'll create a sense of urgency and excitement, which will result in more signups.
8. Confirm registrations for webinars.
Send a webinar confirmation email as soon as the registrant signs up for the webinar. This verifies that their reservation was successful. In your email, include the following:
If you’re using an event ticketing software to collect webinar registrations, this confirmation email will be triggered automatically. We recommend that you take this route to save time and better track customer information. You still have the option to customize your confirmation email and when you do, make sure to link your customers to a frequently asked questions (FAQ) page.Webinars are excellent for knowledge sharing and introducing new products and services to your market. So when you have the chance to get your messaging right and wow customers with an email, just pull out the guide we’ve outlined for you in this article.
