Webinar Invitation Email Examples

See webinar invitation email examples from Airtable, Calendly, DigiCert, and AWS, with notes on the subject lines and CTAs that drive registrations.

Examples

[Webinar] Register for Manage projects your way with Airtable

Full email

Just the copy

[Webinar] Register for Manage projects your way with Airtable

Full email

Just the copy

[Webinar] Register for Manage projects your way with Airtable

Why we like it

Airtable sent their webinar invite email with a very clear purpose and call to action front and center. In fact, they even let this marinate a bit by putting an abstract image below it before finally getting into the specifics about what the webinar will cover. They conclude the email by letting readers know about a specific product tour, who will benefit from it, and how they will benefit. This leaves no room for attendees to be upset that the webinar didn't cover what they were originally expecting when registering.

You’re Invited: Calendly’s 2023 Product Roundup!

Full email

Just the copy

You’re Invited: Calendly’s 2023 Product Roundup!

Full email

Just the copy

You’re Invited: Calendly’s 2023 Product Roundup!

Why we like it

Calendly sent a webinar invite email to share a recap of all of the features they released in the previous year. This is a great use of a webinar because it allows Calendly to show users and potential users some of the key features that they may be unaware of or underutilizing that if they were more familiar with they would be stickier users of the product. They do a good job of giving potential attendees an idea of the topics they can expect from the webinar before officially signing up with the call to action "Count me in".

[Webinar] Unveiling the 2024 Cybersecurity Report: Digital Trust Trends

Full email

Just the copy

[Webinar] Unveiling the 2024 Cybersecurity Report: Digital Trust Trends

Full email

Just the copy

[Webinar] Unveiling the 2024 Cybersecurity Report: Digital Trust Trends

Why we like it

Digicert sent their webinar invitation email to share a report that highlights their knowledge as an industry leader and expert. They do a nice job of opening up the email by highlighting the panel of speakers, along with their headshots and position at the company. This helps establish trust with the potential attendees as they now know they will be hearing from Digicert's top executives. Finally, the invite's call to action of "Save my Seat" vs something more traditional like "Register" sounds more personal and inviting.

Last Chance | AWS proficiency is only a half-day course away

Full email

Just the copy

Last Chance | AWS proficiency is only a half-day course away

Full email

Just the copy

Last Chance | AWS proficiency is only a half-day course away

Why we like it

This email from AWS is more of a course than a webinar but the sentiment and goal remain the same. AWS highlights their AWS Technical Trainer with a headshot to build trust and let potential attendees know exactly who they will be working with. They do a nice job of having the same "Register Now" call to action in three different places throughout the email, spaced equally between information about the course and reviews from past attendees. Finally, AWS has branded their event in a fun way that makes the event stand out from others, calling it the AWSome Day.

A webinar invitation email has one job: turn an inbox skim into a registration. The examples above from Airtable, Calendly, and AWS show the format. Below: what makes invites convert, subject lines, the reminder sequence that protects attendance, and a template to copy.

What makes a webinar invitation convert

A title that promises a specific outcome, "Cut onboarding time in half" beats "Product deep dive"
Date, time, timezone, and duration visible without scrolling
One CTA: register. Save the agenda detail for the landing page
Speaker names with one line of credibility each
A recording promise, many registrants never plan to attend live and that's fine

Webinar invitation subject lines

Live on [date]: [specific outcome] in 30 minutes
[First name], save your seat for [topic]
How [Company] handles [problem] (live walkthrough)
Last chance to register: [webinar title]

The webinar email sequence

Invitation, 7 to 14 days out. The pitch above.

Reminder, 24 hours before. Short: what, when, one-click add-to-calendar.

Reminder, 1 hour before. One line and the join link, this email drives the most live attendance.

Replay, within 24 hours after. Send the recording to every registrant with timestamps for the highlights, then a single follow-up CTA. Half your value is in this email.

Webinar invitation email template

1. Invitation

Subject: Live on [date]: [outcome] in 30 minutes
Hi [First name], on [date] at [time] [timezone], [Speaker] from [Company] is showing how to [specific outcome]. In 30 minutes you'll see [point 1], [point 2], and [point 3]. Can't make it live? Register anyway and we'll send the recording. [CTA: Save my seat]

FAQ

How far in advance should you send a webinar invitation?
One to two weeks out, with a second invite to non-openers a few days before. Earlier than that and people forget, later and calendars are full.

How many reminder emails should a webinar have?
Two for registrants: 24 hours and 1 hour before. Skipping the 1-hour reminder is the most common cause of empty live rooms.

Are webinar emails marketing or transactional?
The invitation is marketing and needs consent. Confirmations and reminders for people who registered are transactional follow-through on their request.

Guides

Company

Product