Webinar Invitation Email Examples (And Why They Work)

7 Webinar Invitation Email Examples (And Why They Work)

Webinars are a great way to offer immense value through sharing knowledge, building connections, generating leads, and pitching your product/service. Email marketing plays a crucial role throughout the whole process with webinar invitations, reminders, and conversions.

However, the first step – the webinar invitation email – is crucial for the overall success of the whole campaign. A well-crafted invitation email for your webinar can help you get more people to register and attend. The more people register the higher the chance of getting more attendees, and the more attendees you have, the more opportunity you have to achieve your campaign goals.

Today, we will explore 7 different types of webinar invitation emails so that you can learn the best ways to attract more people to your webinar using emails.

So let’s begin.

Why Use Webinar Invitation Emails?

A webinar invitation email helps you promote your event to the right audience. Using the right email, you will be able to

  • Create awareness of this upcoming webinar event.
  • Generate excitement and interest in the webinar.
  • Highlight the key benefits attendees will receive
  • Effectively showcase what makes this webinar worth their time.
  • Trigger more registrations into your webinar.

If you are able to take a targeted, personalized approach, then it will result in high engagement and help you get more potential prospects to register.

Key Components of An Effective Webinar Invitation Email

Certain elements help make a webinar email more persuasive and successful.

1. Catchy Subject Line

An engaging subject line can help to pique the interest of recipients and urge them to open the email. You may optimize it using “power” words and benefit-driven statements to create curiosity and make people open your webinar email.

For instance, “Join Us To Learn How To Stop Wasting 70% of Your Marketing Budget!” or “Exclusive Webinar Access: Uncover New Trends in Tech Innovation” are examples that hint at valuable insights, making recipients open the email for more information.

2. Personalization and Relevance

You may personalize the email content by addressing recipients by using their names and tailoring the email copy to their interests. This will help to connect with them better and make them want to join your webinar.

To do so, you may use merge tags (or personalization shortcodes) to place customer information into the email subject line or body

Besides this, you may also address local events or culture, which will add an extra touch to emotionally connect with the prospect.

Overall, the customer will feel important and consider registering for your webinar.

3. Clear and Concise Content

Your main purpose with a webinar invitation email is to get prospects excited about the event and register. But, you don’t want to get them bored with a long email copy.

Keep the email brief. Address the pain points your webinar will help with and the benefits the attendees will get out of it, in clean short paragraphs or bullet points.

Avoid adding a long story or too much information. This email is not there to explain a topic. It’s to invite them to learn about the topic.

If you want to share your expertise to gain credibility, add a small section with key reasons that define your expertise.

The overall idea is to make the prospect want to register, not ask questions. Your focus should be to clearly make the recipient realize the core benefits and then register.

4. Call-to-Action (CTA) that Drives Action

It should be prominently displayed, using actionable language like “Register Now,” “Reserve Your Spot,” or “Join the Session” and contract color. Make the CTA button visually appealing and ensure it stands out within the email to encourage immediate action.

5. Webinar Time & Details

Make sure to include the essential details like the webinar date, time, and duration, along with instructions on how to join.

Clear and accurate information will remove any confusion and ensure attendees are well-prepared.

Consider time zone conversions and provide a link for easy calendar integration to handle attendance scheduling.

7 Compelling Webinar Invitation Email Examples To Get High Attendance

Let’s see some real examples of high-converting webinar emails that will work.

1. The Webinar Teaser Email

A teaser email helps to spark curiosity about your webinar without revealing the complete good stuff.

In this email, you may give partial information about what’s in store but then urge the recipient to register and join to find out.

You may use a smart question or an interesting scenario that will pique interest and make people want to attend the webinar to find out more.

2. The Value-Oriented Invitation Email

You may design a webinar invitation email where you focus on conveying the value this webinar will convey.

Focus on the main topics that will be discussed and state the benefits of attending.

This will help to convince people to consider registering.

3. The Speaker Spotlight Email

You may leverage the reputation of the speakers in the webinar to drive registrations.

If a well-known influencer in the industry will be part of the webinar host, then putting him/her to the spotlight will help increase the credibility of your webinar, resulting in high registrations.

Design the email to highlight the speakers and who they are, while keeping the description part short and concise. People who know them will consider joining the webinar as they know the immense knowledge these expert speakers will be able to convey.

4. The Countdown Webinar Email Series

Prepare a series of emails as the webinar date approaches, building momentum and urge last-minute sign-ups.

The email sequence may start a few weeks before the event date with a simple webinar invitation email with details on the topics and benefits included. It will gradually build urgency with countdowns and timers. You can add words like “limited seats”, and “stock limited” to create FOMO in the attendees.

The common element in these emails will be a countdown timer to indicate when registration closes or when the webinar will start.

The timer will help create time sensitivity in the prospect, urging him to sign up before time runs out.

5. The Social Proof Email

You may use social proof, past work achievements, or testimonials on the webinar invitation email to build trust.

If you are hosting the same webinar multiple times, then you may collect positive testimonials from your past attendees as proof that your even is valuable.

But if this is your first webinar on a similar topic, then you may highlight your achievements to prove your expertise on the topic.

Here’s an example:

You can see, here they added some accolades of their past work in the copy to highlight their expertise on the topic.

6. The Interactive Webinar Invitation Email

Find an interactive approach to pique the interest of your prospects.

To do so, instead of making a direct invitation, you may send an initial email with an interactive element such as a survey, pool, topic submission, etc., insisting that their input will help define the next webinar topic. Make sure to add a deadline to make a submission, and also promise when you plan to host the webinar.

This will add an extra layer to help you understand how you can attract certain attendees.

Based on the data, you may then decide on interesting topics and send an official invitation email.

So, this approach will include two webinar invitation emails – one to invite interaction, and another to invite to the event.

Here’s an example:

7. The Last-Call Reminder Email

While you may think the invitation email has to be the first email sent, every email you send to request registration is in fact a webinar invitation email.

And the least number of emails you can send for invitation is 2.

Yes, after the initial invitation, you at least need to seed a last-call reminder email to get some final registrations.

The urgent call before the registration date closes is a great way to make prospects make a sign-up, up in case they forgot about it or missed the previous email (although, simply mentioning the registration deadline is enough to create urgency).

But, in case someone won’t be able to make it, you may invite him to more upcoming webinars in the future. This will do a favor to people who may be late to see your webinar emails.

You can see how they kept it simple and casually suggested more interesting webinars in the future.

How To Craft An Effective Webinar Invitation Email?

To run and webinar and initiate invitation email, you will need effective tools that will allow you to host the webinar and run email marketing automation to drive registration.

The email marketing tool should allow lead segmentation, targeted email campaigns, and email automation workflows. The automation feature should allow the setting up of a conditional drip flow based on whether an email was opened or not.

For example, if you are using WordPress, you will be able to Mail Mint to carry out email marketing.

Using Mail Mint For Webinar Invitation Emails

Mail Mint is one of the easiest email marketing automation tools in WordPress that comes with a visual email automation workflow along with conditional actions.

The plugin allows you to set up delays and design emails with a visual drag-and-drop customizer.

Following are quick steps you can follow to create your webinar invitation email workflow:

  • Create a new list called “Invitees”
  • Set up an email automation workflow so that it will be triggered when a contact is added to the list of “Invitees”
  • Add 3 emails to the workflow along with a fixed date delay – one to be sent 15 days before the event, one to be sent 7 days before the event, and one to be sent 1 day before the event.
  • Design the email copies and include a link to the registration form of your webinar tool in the CTA buttons of the emails.
  • Add all the contacts that you want to invite, to the list of “Invitees”

And that’s it. Your webinar invitation email series is ready with Mail Mint.

Mail Mint Webinar Invitation Automation Workflow

You can then further optimize it by setting up individual drips using the conditional action based on if the recipient opened the email or not, or if he clicked on the link in the email or not.


As you saw, there can be many ways to craft a webinar invitation email. You may use any of the tactics shown in the examples above. As long as you have the right components in the email and a relevant audience targeted, your emails will deliver high registrations.

So go ahead, and make your next webinar a success using email marketing the right way!

Frequently Asked Questions (FAQs)

1. How early should you send webinar invitation emails?

It’s best to start sending webinar invite emails at least 3 to 4 weeks in advance to generate sufficient buzz. Initial emails can create interest and get early sign-ups, while later ones stuck with last-minute registrations.

2. What makes a good webinar invitation email subject line?

Using benefit-driven language, intriguing curiosity triggers, exclusivity cues, or urgency builders makes subject lines more clickable. Keeping it short and personalized also helps.

3. How to make webinar emails more personal?

Using merge tags to include first names, content places based on user attributes, and segmented communication tailored per customer groups or interests helps make webinar emails more personalized.

Samiha Nawar

Works as a technical content writer at Get WPFunnels.

Samiha Nawar

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