Webinar Email
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. |
| Sender | 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." |
| Personalization | Use the recipient's name. |
| Branding | Use the brand logo in recommended resolution; use brand fonts and colour scheme. |
| Footer | 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.
Why marketing teams love Knak
95%better, faster campaigns = more success
22 minutesto create an email*
5x lessthan the cost of a developer
50x lessthan the cost of an agency**
* On average, for enterprise customers
** Knak base price
Webinar Email Examples
BounceX - Live Marketing Webinar
BounceX invites marketers to learn organic SEO strategies.
What works well:
- Strong branding elements
- Compelling copy
- Unique CTA
DocuSign - Webinar Invitation Email
DocuSign invites enterprise customers to attend a webinar on the benefits of its product offering
What works well:
- CTA positioning
- Key features highlighted
- Simple, effective design
Zoom - Zoom Webinar Basics
Zoom invites customers to a series of webinars on using Zoom for business.
What works well:
- Clear CTA
- Multiple event offering
- Visual design and layout
HubSpot - Email Marketing Webinar
HubSpot invites email marketers to a webinar to learn more about its marketing automation platform and CMS.
What works well:
- Visual design
- CTA placement
- Key takeaways presented using bullet points
Asana - Customer Case Study Webinar
Asana invites attendees to learn how their customers achieved great results with their software.
What works well:
- Compelling headline
- Simple, easy-to-read design
- Clear CTA
Hootsuite - Webinar Invite
Hootsuite moves away from the standard webinar invite with this boldly designed and enticing email that leans into their brand voice.
What works well:
- Branding is unique and bold
- Key details are easily visible
- Repetition of CTA increases registration likelihood
Trailblazers DX - Dreamforce Virtual Sessions
This email shines a light on some of the best keynote sessions from Dreamforce using smart design, clear CTAs, and concise copy.
What works well:
- Dark Mode design is beautiful
- Multiple high-contrast CTAs
- Speaker section builds authority and trust
Email Camp 2022 - Webinar Confirmation
Sinch keeps things clear and concise with this webinar confirmation email that leaves the recipient everything they need to know at a glance.
What works well:
- Design is simple yet effective
- Key details are highlighted in the copy
- Personalized access within the CTA
Canva - Announcing Canva Create
Canva invites their users to attend their annual "Canva Create" event, where they announce and highlight upcoming additions to their platform.
What works well:
- On-brand, visually appealing design
- Repeated CTA increases engagement
- Uses opportunity to promote their app
Decibel - Building Optimization Teams
Decibel invites their stakeholders to attend their webinar on effectively creating digital optimization teams.
What works well:
- Webinar topics provided for context
- Viewers have an opportunity to learn more about Decibel
- Event details are prominently displayed
Zoom - Product Update Webinar
Zoom invites customers to join their upcoming webinar where they'll showcase their latest new products, feature releases, and more.
What works well:
- Clear, compelling CTA
- Offers absent registrants a recording
- Webinar details are highly visible
Create emails - like this one - in less than 22 minutes*
*on average for Enterprise customers
Webinar Email FAQ
You should include a clear subject line that indicates the webinar's topic, and include details such as the date and time of the event. Ensure the registration link is featured prominently using a button or some other visual callout. Consider including registration instructions.
It's a good idea to send at least two reminder emails to invitees before the webinar. The first reminder should be sent about a week before the webinar, and the second should be sent a day or two before the event. This will help ensure attendees remember to attend and have all the necessary information. You may also include an email an hour before the webinar goes live.
In a reminder email for a webinar, you should include the date and time of the event, a brief description of what attendees can expect, and any important details they should be aware of (such as instructions for joining the webinar or technical requirements). You should also include a clear call-to-action to attend the webinar.
A well-designed webinar email can help increase registration and attendance. Consider including images or graphics, an attention-grabbing headline, and clear call-to-action buttons. Using bold text helps to emphasize important details and makes sure the critical information is easy to find.
Yes, including a calendar invitation in the webinar email is a good idea. This will allow attendees to easily add the webinar to their calendars and ensure they don't forget about it. Ensure to include all the relevant details in the calendar invitation, such as the date, time, and link to join the webinar.
It depends on your email marketing strategy and your relationship with the attendees. If you have their consent to send them promotional emails, and if the emails are relevant to the topic of the webinar, it may be appropriate to send follow-up emails after the event. However, it's essential to avoid spamming attendees or sending them irrelevant content. Make sure to provide value in all of your email communications.
Your initial invite should be 2-4 weeks prior to the event. However, multiple invites are a must. See our blog on The Different Types of Webinar Emails to learn more about what and when you should be sending out webinar invites.
Consider answering the following questions in your announcement: What is the name of the webinar? What will it be about? When and where will it take place? Who will hold the webinar? What will attendees learn? Is there any cost associated with attending?
Create a simple and short registration form. Frame it as a learning opportunity. Promote the event right up until it takes place. Host the webinar during an optimal date and time. Consider partnerships and co-hosting.
Want to learn more?
There are even more email example categories to explore.
