Just as a book cover is crucial for encouraging people to read it, a compelling webinar invitation is critical for getting people to register for an event.

Sure, hosting webinars and virtual events comes with a bunch of benefits – brand awareness, audience engagement, authority building, and more.

But achieving those goals is only possible when your webinar invitation email generates excitement and encourages people to sign up.

So in this guide, we share tips for high-converting webinar emails and 11 webinar invitation examples to help you get more folks to your next event.

Webinar invitation tips

First, let’s kick things off by sharing some tips on how to create a webinar invitation email that drives registrations. After that, we’ll walk through example emails so you can see how other organizations are putting all the theory into action.

Here’s the secret to creating high-converting webinar emails:

Write for your audience

To start, revisit your audience persona for a clear idea of their struggles and the language they use.

Knowing your audience inside out helps you write for them. Based on their pain points, you can easily capture the benefits of attending your event by framing it as a solution to their struggles.

And strive to err on the side of authenticity rather than formality. Knowing the language your audience uses will help you craft a relevant invite to grab their attention.For example, if you’re targeting millennials, you can easily throw in pop culture references to connect with them.The result? Your webinar invitation email resonates with its readers so they’re more likely to learn more and register.

Focus on attendee benefit

Whenever a webinar invitation pops up into your inbox, you’ve likely asked the question: ‘what’s in it for me?’ 

Your job as a webinar or event planner? Answer the question right away.

Explain exactly how an attendee can benefit from your webinar within the first lines of copy. Will they learn lesser-known copywriting formulas? Will they get a chance to win a premium subscription to your service?

It’s also important to mention here that you don’t focus heavily on talking about yourself or your webinar. Here’s an example:

❌ We’ll focus on building authority with content marketing in this webinar.
✔ Learn how to build authority with content marketing in this webinar.

Show off your speaker panel

Do you have subject matter experts joining the virtual event? Cool, talk about them in your invite. Why? Because part of the benefits your webinar offers attendees is the lure of learning from the pros. Show 👏 it 👏 off. 👏

Display the names and titles of your presenters prominently in the email to encourage folks to attend your event. Remember to share:

  • A quick intro of your presenters.
  • Why they’re a good fit for the event.
  • What they’ll teach.

Personalize your email

Personalizing your webinar email not only encourages people to open your email but also to sign up for the event.

The simplest way to personalize emails? Addressing recipients with their names. This way, you talk to them directly.

You can also segment your list and send the invite to only those who have been actively opening your emails.Another tip to personalize emails: send them out when your audience is most active. This means sharing them on Tuesdays around late morning (10 am) will likely get the most opens.

Use catchy webinar email subject lines

Subject lines are among the first things someone sees as an email hits their inbox.

To make it worth their attention, keep the subject line direct and short instead of trying something clever.Plus, work in some power words to drive action. You can share a deadline to act fast.

Trigger FOMO

Done well, Fear of Missing Out (FOMO) can help you create an attendee-attracting webinar email magnet.

So how do you trigger FOMO the right way? A couple of things help:

  • Use as little of it as possible. This keeps FOMO real. If every other webinar you host is a must-attend session, people are going to turn a blind eye to them.
  • Trigger FOMO with the right copy. Use words like ‘once in a lifetime,’ ‘exclusive,’ ‘rare.’
  • Use urgency by sharing the last date to sign up or tell readers how spaces are filling up quickly.

On a side note, to keep people coming back to attend more of your events and take you for your FOMO word, be sure to pack your event with the value you promise.

Create a trailer

Consider using a video trailer to capture all the exciting details surrounding your webinar or event. Focus on teasing out the most important message and include a highlight reel from past events, speakers, or benefits registrants should expect from signing up. Below are three examples of webinar trailers you can create and link into you webinar invitation.

Conference Trailer

If your event or webinar includes multiple speakers, topics, or sessions be sure to highlight them all in your trailer.

Event Registration is Open Trailer

A quick way to generate buzz around your webinar or event is a teaser video featuring you event title and a link to your webinar or registration form.

Design Conference Trailer

Use this trailer template to highlight the content, speakers, and engagement opportunities at your next webinar or event.

Incentivize people to join

Giveaways, surprise gifts, exclusive opportunities to learn from the experts are just some ideas for incentives you can offer people to join.

Telling invitees they’ll get the chance to ask their burning questions is also a great incentive.

But how effective an incentive is depends on your audience and what matters to them. For example, a beginner-level audience will always be more attracted to a live Q&A session than a nifty one. So if you aren’t sure what to offer, go back to the drawing board to study your audience.

Write personality-rich email copy

A personality-rich webinar email breaks the formality barrier in the invite.

People are attracted to people. They’d rather respond to an email that talks to them than one that does a formal job at listing out the venue and speakers.

So what makes an invitation email conversational? It’s tone and voice. In other words, the way it’s written. Here are some top tips to follow:

  • Write to a friend or acquaintance. Before drafting your email copy, think about how you’d invite your friend. Then write like you’re inviting them to remove the stiffness from your invitation.
  • Use emojis. These are friendly, fun, and help reinforce your message. For example, adding a 🚀 emoji when you say “leveling up” makes the message more impactful. When using emojis though, remember: less is more.
  • Spell to reflect your personality. Excited about the event? Write to show people you’re excited by saying “wayy excited to meet you.”
  • Format to emphasize. Bold a key pointer. Or, share thoughts by italicizing them. It breaks the monotony of the copy to capture attention. Like with using emojis though, less is more here as well.

Embed a video

Video email is on the rise. Adding a gif or video to your email can boost click-through rates by 65% — a pleasant surprise considering the average email click rate is around 2.69%.

But what kind of video should you add to your webinar invitation? Some ideas:

  • An invitation video featuring you asking them to join
  • A clip from a successful past webinar event
  • A behind-the-scenes gif of the workings of the event

Use the community-building approach

If your business is community-centered, this tip will help.

Essentially, it works because it makes people feel a part of a group. This, in turn, makes them feel valued.

To put this into practice, consider sharing the backstory. Perhaps you polled your community and they shared they’d like to learn about X? Or, you’ve previously done a similar event but want to package it with more value – as in the case with the AnswerThePublic webinar we share below.

Whatever the case, share why you’re putting together the event. Then, dive into the benefits of attending it.

If you’ve previously hosted these events, go ahead and share social proof to earn new email recipients’ trust. Here are three ideas of social proof you can package into your webinar invitation email:

  • The number of attendees who joined your past session(s).
  • Testimonials from past attendees. These could be their words or tweets/posts they’ve shared on social media.

Pictures of attendees. This works when you’ve networked after the event and taken pictures of calls with attendees.

Make the webinar email easy to read

Most people skim-read emails. Others scan the copy for key pointers. That’s just how people read online.

Now, to share the most important details and get people to read most of your email, format for readability. This means you:

  • Use bullet points to break information down. Example: information on speakers or the perks of attending the events.
  • Add short subheadings. Example: discuss details like the events’ timings using subheadings like ‘when.’
  • Include visuals to break text monotony. Example: Speakers’ headshots or graphics on different sessions.

11 examples of webinar invitations that work

All the examples we’ve packed in here are winners for several reasons. So with each webinar email example, we’ve added a ‘what’s working’ section to highlight the key pointers.

1. WordPress’s second annual Growth Summit invite

Webinar invitation example from WordPress Growth Summit event in 2021.

Source: WordPress Growth Summit

What’s working:

  • Addresses who they’re talking to (creators, small businesses, and publishers).
  • Dives straight into what their event offers; making it about their readers.
  • Identifies the ‘when’ and ‘who’ in bullets to make it easy to scan the email.

2. Streameo workshop invite

Webinar invitation example from Vimeo's Streameo event.

Source: Vimeo Streameo

What’s working:

  • Fun and direct email subject line. “Hot off the presses! New Streameo workshops are here” tells readers the event is freshly planned and worth attending.
  • Features speaker faces in the header to win attendees. Plus, we don’t just share faces – we answer three important questions too: ‘who’ the person in the headshot is, ‘why’ they’re a fit by sharing where they work, and ‘what’ they’d teach.
  • Encourages people to take action by showing what’s involved. The invitation email example is also packed with power words like “Get ready for insightful panels, giveaways, and a few surprises” and “learn more about these 15-minute workshops you don’t want to miss.” The latter does a pretty good job at setting expectations. Readers can tell they’d need to join small sessions which won’t take much of their time.

3. Splash’s Post-Pandemic Events Strategy

Webinar invitation example from Splashthat.

Source: Splash Post Pandemic Events

What’s working:

  • Personalized message. The email starts with the recipient’s name, which is a great way to get attention.
  • It sets the stage in the first line then triggers FOMO. The following words work this magic:

Context-setting: “For the first time in over a year, the idea of returning to in-person events actually seems possible.”

Triggers FOMO (underlined): “And with the majority of events pros expecting this comeback before the end of 2021, there’s little time to spare.”

  • Like any high sign ups-driving webinar invite, this one also sets clear expectations. It answers ‘what’s in it for me’ in bullet points, summarizing what’s involved.
  • For good measure, the Splash team throws in an incentive at the end. It reads: “Attend live for a chance to win a Return to In-Person Events Package.

P.S. It’s always a useful idea to tell your audience they’ll get a recording. This is an incentive in itself as interested folks have the assurance that they can get the most from the webinar even if they miss it.

4. LearnWorlds workshop on Email Marketing for Course Creators

Webinar invitation example from LearnWorlds.

Source: LearnWorlds Email Marketing for Course Creators

What’s working:

  • The email uses emojis. This humanizes the copy, making it fun and making your message impactful. Example: the money sign in the subject leaves a ‘sell more, earn more’ impression.
  • It gets straight to what they’re offering by starting with “Registrations are open to our newest workshop…”
  • There are two action buttons in the email with one of them under the first invite call at the start – instantly after LearnWorlds makes their offer.
  • Again, there’s a solid incentive to increase attendance. Note the following words:

“We will be sharing email templates you can copy-paste and start selling immediately, written by expert copywriters and inspired by some of the top course sellers!”

5. AnswerThePublic’s webinar invite

Webinar invitation example from Answer The Public.

Source: Answer The Public

What’s working:

  • Direct subject line. Since their audience knows they host regular webinars, they use brackets to share their email as a webinar invite and include the topic next.
  • AnswerThePublic takes a community-first approach. Their copy reflects the same, making readers feel valued and welcomed. Look at these lines: “Our next free webinar is coming up and we’d love you to be there.”
  • The email spotlights the webinar’s title. The best part? The title is intriguing. Divided into two parts, the title shares the topic first (“an intro to Search Listening”) and highlights the benefit next (“Learn how to read people’s minds and make better business decisions”).
  • The email shares the backstory as well. It works pretty well with the community approach since most people are following along.

6. Bozoma Saint John’s The Badass Workshop invite

Webinar invitation email from The Badass Workshop.

Source: The Badass Workshop

What’s working:

  • It uses its audience’s language. In fact, that’s pretty evident by the name of the workshop.
  • The copy has a voice with “So let’s goooooo!!” showcasing personality and excitement.
  • It includes a video to talk about the workshop – an effective way to share what the event covers while showing personality to connect with the audience.

7. Hubspot Inbound 2021 Invite

Webinar invitation email from Hubspot Inbound.

Source: Inbound

What’s working:

  • The personalized invite addresses the what, when, and who it is for in a digestible manner. One look and the reader gets all the info they need.
  • The email delivers well-crafted FOMO by presenting one of the event’s marquee speakers, his background, and alludes to other valuable insights you can get with an event registration.
  • The email copy is conversational and witty.
  • The CTA copy is brilliant – thanks to how it focuses on a little humor “The free Starter Pass will get you access to David Chang and many other courses (get it?) at the event this October. Secure yours!”

8. Zendesk’s CX event

Webinar invitation email example from Zendesk.

Source: Zendesk’s The digital tipping point

What’s working:

  • It uses the power word “free” in the subject line. This pushes people to take action.
  • The subject line also works because it leverages the name of an industry-known business to attract its audience. “How Vimeo is creating a more connected world with technology and customer service?”

The “how” in the title also indicates attendees will learn a proven process that’s working for someone else. Such actionable content attracts registrations.

  • The email also takes a different approach by using statistics to set the context. This is an effective tactic for businesses whose audience is best convinced by research and data.

9. Ellevest’s weekly workshops

Webinar invitation example from Ellevest featuring topic focused classes in a easy-to-read format.

Source: Ellevest

What’s working:

  • The email gets straight to the point – informing readers about their workshop line-up and asking them to sign up for ones that interest them.
  • All workshops are topic-focused, very specific so people can get a masterclass on the broad topic in one week simply by taking out some time daily.
  • All workshops are listed in a reader-friendly format. Each point shares what the session will talk about or how it’s structured (words like “virtual Q&A event” help with this). The day and time, on the other hand, are shared in bold to differentiate them from the rest of the text.

10. Fairygodboss’s virtual event invite

Webinar invitation example from Fairygodboss with great graphics and a clear CTA.

Source: Fairygodboss

What’s working:

  • The visual nature of this webinar invitation email makes it an example to look up to. Each session is shared using a visually appealing graphic that features the date and time. It’s then paired with a short copy on the right side that answers any remaining questions an interested reader may have, for example, who the session is for.
  • Easy to click, clear CTA buttons for each session. This makes registration friction-free, therefore, simple.

11. Asana’s Focus and Flow Summit email invite

Webinar invitation example from Asana that focuses on well crafted copy that targets their audience.

Source: Asana Focus and Flow

What’s working:

  • The opening lines tap into storytelling to create a relatable scene for readers. The lines are focused on the pain point itself to position the summit as a solution to the problem.
  • It’s formatted for easy reading (uses bullet points) and important points are bold such as the event timing

Webinar invitation FAQ

What is a webinar invitation?

A webinar invitation is a email, video, or other communication sent to your audience informing them of an upcoming webinar. The goal of a webinar invitation is to drive registrations and attendance.

How do I write a webinar invitation?

If you’re looking to craft your next webinar invitation, we’ve got a few tips to make sure you reach your registration goals:

  1. Write for your audience
  2. Focus on attendee benefit
  3. Show off your speaker panel
  4. Personalize your email
  5. Use catchy webinar email subject lines
  6. Trigger FOMO
  7. Incentivize people to join
  8. Lean on your brand’s voice for copy
  9. Embed a video
  10. Use the community-building approach
  11. Make sure the webinar email easy to read

Write high-converting webinar invitations

So what are you waiting for? With the blueprint to writing the perfect webinar email and a list of examples by your side, you’ve got everything it takes to craft the perfect event invite today. 🙌

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