Drive more registrations and attendees with a beautifully designed webinar email.

What is a Webinar Email?

A webinar email is sent to invite individuals to an online webinar event. The email will contain information like the webinar date, time, duration of the webinar, speakers, and the key theme. Webinar emails may also include subsequent reminder emails for registrations to encourage them to save the date and share the webinar attendance link.

Who uses Webinar Emails?

Any marketing team running a virtual event should consider the content of their webinar emails. Webinar emails help to invite attendees and improve event registration, but follow-up reminder messages can ensure high attendance and engagement.

What to include in a Webinar Email?

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

Email Design Element

Best Practices

Send Time

Schedule your webinar email to be sent during business hours on a weekday, avoiding weekends and holidays.


Use a recognizable and trustworthy sender name and email address.

Subject Line

Create a sense of urgency or excitement to encourage invitees to register. Consider including the topic or title of the webinar, the date, and time in the subject line.

Preview Text

Highlight a key benefit of the webinar and why the invitee should attend.

Body Content

Provide a brief introduction of the webinar topic, benefits, presenters, and include details like date, time, and webinar platform.

Call-to-action (CTA)

Use action-oriented language, such as "Register now" or "Sign up today."


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 Webinar Email

Let’s look at an example from Asana.


Webinar 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.

BounceX - Live Marketing Webinar

BounceX invites marketers to learn organic SEO strategies.

What works well:


DocuSign - Webinar Invitation Email

DocuSign invites enterprise customers to attend a webinar on the benefits of its product offering

What works well:


Zoom - Zoom Webinar Basics

Zoom invites customers to a series of webinars on using Zoom for business.

What works well:


HubSpot - Email Marketing Webinar

HubSpot invites email marketers to a webinar to learn more about its marketing automation platform and CMS.

What works well:


Asana - Customer Case Study Webinar

Asana invites attendees to learn how their customers achieved great results with their software.

What works well:


Webinar Email FAQ

How do I invite attendees to my webinar via email?

How often should I send reminder emails to invitees before the webinar?

What should I include in a reminder email for a webinar?

Are there any specific design elements I should include in a webinar email?

Should I include a calendar invitation in the webinar email?

Is it okay to send promotional emails to attendees after the webinar?

Want to learn more?

There are even more email example categories to explore.

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