Until late in the 20th century, the primary resource for discovering new information was the local public library, which was a place for classes and seminars as much as a repository of books. But now, in the twenty-first century, we rely on the internet for the latest up-to-date information, and instead of public talks, we tend to attend online webinars. Many people like attending webinars.

Webinars are not just an excellent way to learn new things but require you to consider the subject from someone else’s perspective and follow their line of logic. To prepare for a webinar and make it happen is not a big deal anymore. Some services can help you write your speech, just like when I pay someone to write my essay. Webinar hosts send out invitations every day, but not all of them are successful at reaching guests and assuring their attendance.

Image credit: fizkes/Shutterstock

Prospective guests’ willingness to attend a webinar is largely based on the related invitation email they receive. Different approaches and techniques for webinar invitation emails resonate with different people, but there are some universal features you should always consider when constructing your invite.

Webinar Invitations Features

How does an individual decide whether the webinar is worth attending or not? It is primarily in accordance with the approach of the webinar invite. As the main purpose of all the invites is to ask, report email model ought to be appealing, fascinating, promising which arouse the curiosity or interest to the receiver. Webinar invites email are all concerned about creating it simple for individuals to mention affirmative and see what the worth is for them.

The key features your webinar invite should have the classic Ws and H (Who, What, When, Why, How):

  • The subject line of the email which is the first step to attract for the webinar invitation
  • A title for webinar including the date and time
  • Introduction about yourself or the professional speaker
  • Knowledge about the problem
  • How that problem would solve
  • What they will learn after attending the webinar
  • How to register for the webinar

Webinar Invitation Subject Lines

The first step is definitely the subject line of your invitation email to convince your audience your webinar worth their precious time. Getting the attention and email opens a hard feat nowadays but with a little help everyone should able to write a good subject line.

For a faster start let me help with some thought-starter:

Webinar Invitation Subject Line Examples

  • Don’t miss out this month's webinar
  • Your Instagram feed will be full of this in X days
  • This webinar will have your LinkedIn circles talking
  • Join all major influencers of [topic]
  • Meet the speakers of [some really desired subject]
  • Almost out of free places
  • Almost sold out
  • Last chance:
  • Grab your VIP ticket and watch the official
  • First out: [speakers’ names]
  • Have a 1-on-1 with [speaker]
  • 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?

The Webinar Email Sequence

Sending only the invitation is not enough, of course. Your desired attendees need friendly nurturing. You may need to send them additional emails, and of course, you can automate them. While a nice confirmation and a last reminder is a must have in your webinar's email sequence, you can come up with more type of messages - I suggest to send a warm reminder at night before or on the morning of the webinar to ensure your attendee knows what is the topic and they can tune in their mind.

Webinar Confirmation Email

As soon as the attendee sign up for the webinar, you should send a webinar confirmation email immediately letting the person know that a seat is reserved for that person. In addition, you could also add the option of “refer to a friend” and “submit your question”, which could lead more participants to attend the webinar.

It's nice to insert a calendar link or calendar file to the confirmation email, and also technical pieces of information. Don't let your audience start thinking about those little things, make everything clear and simple for them. What kind of software needed for attending the webinar? How to download and set it up.

A sweet note about the way of conversation, questions and length of the webinar always warmly-welcomed. Remind people to check their video and audio capabilities before the webinar if want them to speak throughout the conversation or you want them featured like in a video chat. In my experience in most cases, the event organizer allows only text-written chat questions, and the performers are answering at the end of the session. Mention it in your confirmation email, please.

Webinar (or Event) Reminder Emails

What is the difference between an outstanding and a "good-enough" webinar reminder email? The length and exceptional design. You only need to remind your attendees, that you did not forget them, your webinar will be held as you promised. This a simple reassuring that the unfamiliar occupied spot in the calendar still important and you have the chance to generate some buzz also.

Try to remind your attendees as short as you can. You can see ChimpEssentials' webinar reminder below. They sent it an hour before the webinar. Another smooth, yet powerful move to make sure your invited attendees will show up.


Image source: reallygoodemails

The Best Webinar Invitation Email Examples

Before starting any marketing campaign for webinar invitation, you first have to compose a good webinar marketing strategy about how many persons you want to attend your webinar and what is your target audience. Following are a few of the best webinar invitation emails from my inbox:

1. Bizzabo: Three choices – one action

The webinar invites from Bizzabo gave CTA in 3 ways. Fit and the primary option is within the header of the email, the next was in the body text, and the last option is finally the CTA button. Although using multiple options could look unnecessary as all the CTA will finally take to the same landing page. However, this repetition during can solely focus more on the aim of the email and create an additional option for the webinar registration.


2. Typecast Webinar - Brand colored masterpiece

This webinar invitation email has maintained the consistency in the color pattern and kept the value scheme in lowercase format. This selection was made to mirror the small form of the company’s real name. However, the email which was used in the invitation remained consistent with the brand. Readers are habitual of reading capitalization in the first word of a sentence, so this change of using lowercase letter would be an eye-catching strategy to catch the attention of readers.


3. Sumo Webinar - Masters of catchy headline

When you talk about attending a webinar the worthiest share which comes in mind is not the cash but the time which is the core investment. It’s important to clearly describe exactly what the attendee will gain if they attend that webinar. The message is delivered on point than the outcome would be speedier and more effective. Such kind of webinar invites is worth ready when the actual benefit if mentioned on the first sight that after attending the strategies could help in increasing the eCommerce revenue by 50%. As soon as the reader get the information about their benefit, the chances are higher for them to respond to their decision about participating in that webinar.


4. Facebook Developer Conference - The shortest invitation

Facebook composed a webinar invitation email simple yet effective by focusing on clarity. A total word count of 47 words in the complete invitation email, the purpose, and message of the entire webinar was straightly delivered on point without any irrelevant information. This webinar invitation was an example of simplicity and subtlety, all the necessary info was mentioned with a unique font and color combination which made it eye-catching and encouraged the potential readers to join that event.


5. Inbound – Humor & Urgency

HubSpot’s Inbound webinar invitation email contained humor Gif, giving a message for registering webinar before it crosses the deadline. Rather than making urgency through simple and boring text, the gif created humor and fun for the readers. The gif of BBC interview Robert Kelly created a buzz without distracting the original message of the webinar email. In this entertaining way, the reader was informed, and it became one of the best examples of webinar invitation.

You can read more about GIF-s and other animations and the possibility of embedding videos in an email in this article.

6. Litmus Webinar - Simple, yet efficient design

Company’s name in the header, plain yet light background with bold fonts, bright banner, and simple design, all these things made the litmus webinar invitation endearing with simplicity. Details of the webinar along with the pictures and schedule of the webinar were explicitly mentioned in this webinar invitation email.


The webinar invitation email sent by Unbounce stand out owing to its distinctive brand logo. This catchy logo was a memorable one because of its unique design. It showed the importance of the brand itself. This workshop was hosted for a week by Unbounce and covered various topics. Moreover, the logo of the brand confirmed that the workshop will be presented simply and decently and created a long-lasting impact on readers mind.


8. Livefront Augmented Reality Demo: Less but more

Making the invitation simple doesn’t mean that it should lack the necessary information. The call to the webinar should contain all the general information which attracts the reader to participate. The bubble theme used in this webinar invitation email makes it complete and remarkable. Hiding a bit of information encourages the user to click the CTA button to explore more about the webinar.


9. WistiaFest: Story Teller

It is not necessary that for sending the invites of webinar the message and details should be mentioned. Conveying the message through a story would be worthy enough to achieve the goal. Telling a story which delivers the related message of the purpose of the proposed webinar is a clever style to attract the ready and leave a memorable impact.
Videography is an entertaining way to grasp the attention of readers who indulge them in curiosity to further move to the landing page.


10. GDPR Webinar - Information over artistic design

The webinar proposed by Leanplum is not colorful or attractive although the design and the structure of the invitation made right on target. Sometimes the exceptional design presents a more serious way of delivering the message. Some details about the webinar, posting necessary and informative knowledge and design makes this webinar invitation a complete package — the well-used high contrast CTA buttons are exceptional. It had to be taught in school.


10+1. ClickMeeting Default Template

They are one of the biggest webinar platforms. They have only 2 invitation email templates - that could be a problem in the long run. One of their templates is focused and straight to the point. You can get inspired how much useful information could be stuffed in a few rows.

If you want more people to show at your event, I suggest using a more artistic, better-designed approach. Don't forget: people love to interact with beautiful things.


Wrapping Up

Putting in a nutshell, a good webinar invitation is necessary to make your webinar successful because it’s the first step towards attracting readers and convincing them to participate in the event. The packing shows what’s inside the box — unique header, webinar or company logo, plenty of details, webinar content, description, schedule of a webinar, color scheme and design. TADAAA and you are done with a complete package.

Emily Watts

Emily Watts

Emily Watts is an experienced writer and editor. She also spends a lot of time doing research on email marketing trends and what influences changes in the marketing industry.