Get more people to attend your virtual event with engaging invite and registration emails.

What is a Virtual Event Email?

A virtual event email is sent to invite recipients to an online event. The email will include the date, time, and software used to host the event. It may also include additional information about accessing the event, such as accessibility instructions.

Who uses Virtual Event Emails?

Any organization running virtual events should consider using virtual event emails. These emails help to support the event by allowing participants to register and share key details about the event, such as speakers, agenda, and the topics of the event.

What to include in a Virtual Event Email?

There are a lot of factors to consider when building a virtual event email. Here are some of the email elements to consider.

Email Design Element

Best Practices

Send Time

Send the email at a time when your recipients are most likely to open an email, such as weekdays during organization hours.


Use a recognizable and trustworthy sender name and email address.

Subject Line

Attention-grabbing, concise, and convey urgency to encourage recipients to open the email and register for the event.

Preview Text

Compliment the subject line by highlighting a benefit of registering for the recipient.

Body Content

The body content should be engaging, informative, and easy to read. Use subheadings, bullet points, and images to break up the text and make it more scannable. Provide all the necessary details about the event, including the date, time, platform, speakers, and topics.

Call-to-action (CTA)

Use action-oriented language, such as "Register now" or "Join the event," and ensure the CTA stands out visually.


Use the recipient's name.


Use the brand logo in recommended resolution; use brand fonts and colour scheme.


Standard branded footer with email, telephone, and full address. Provide clear contact information in case the user needs assistance with their interaction.

Anatomy of a Virtual Event Email

Let’s look at an example from the Guru 2023 Conference.


Virtual Event Email Examples

Real-world examples from some of the world’s top brands. Each example has been built in Knak, which means you can use it to get inspired for your emails.

Adobe MAX - The Creativity Conference

Adobe invites creators to register for a one-day virtual conference.

What works well:

Example-Adobe MAX

Envoy - Virtual Webinar

Envoy invites recipients to register for an ask the experts webinar session.

What works well:


Salesforce - Trailblazers DX

Salesforce promotes its annual learning event with a beautifully designed email.

What works well:


Guru Conference - Email Marketing Conference

Guru promotes the world’s largest virtual email marketing conference.

What works well:


IBM: Data and AI

IBM takes a business-centric approach to this event invitation using minimalistic design, benefit-driven copy, and clear CTAs.

What works well:

Example-IBM: Data and AI
Knak Example-Dreamforce 2023

Dreamforce 2023

Beautiful design comes together with social proof to invite recipients of this email to the largest software conference in the world. Unsurprisingly, it sells out every year.

What works well:

Creating emails - like this one - takes less than 22 minutes*


*on average for Enterprise customers

Virtual Event Email FAQ

What should I include in the body of my virtual event email?

How can I ensure my virtual event email is personalized to each recipient?

What type of call-to-action (CTA) should I include in my virtual event email?

When is the best time to send a virtual event email?

What should I include in the footer of my virtual event email?

Want to learn more?

There are even more email example categories to explore.

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