Webinar Invitation Emails: Examples, Templates & Tips [2025]

Webinars offer more than just education. They provide a cost-effective path to connect directly with your audience, boost brand awareness, and reliably drive website traffic.

Unfortunately, even the most valuable content can fail to reach its target audience. To maximize your attendance rate and ensure viewers are present when you go live, you need to begin with a perfectly crafted webinar invitation email.

In this article, we’ll share best practices for creating webinar emails that stand out and examples to get inspired. We’ll also share pre-made webinar email templates and subject lines to save time.

How to Create Converting Webinar Emails

Sending invitations via email is the best way to get subscribers to attend your online event and ensure your guests will be there. But with so many unique webinars, there isn’t a formula that works all the time, which can make promoting these events challenging.

With these tried and tested best practices, you can craft eye-catching and persuasive invitations for your virtual events.

1. Write a compelling subject line

Subject lines can determine how many subscribers will respond to your invite. They should catch the recipients’ attention right away and be interesting enough to make them open the email.

Here are some tips for writing effective subject lines:

• Keep it clear and simple to avoid confusion
• Make it descriptive enough, e.g., by including the word webinar
• Specify the topic of your event to attract interested subscribers
• Outline the main idea of the webinar in the preview text

The purpose of your email should be evident at a glance. For example, some subject line examples include “Last chance to attend” or “Mark your calendar” to create a sense of urgency or boost attendance. You can also use questions to generate interest, but avoid using trigger spam words or clickbait.

If subject line creation isn’t your strongest suit, you can use an AI writer to give you tips and suggestions.

2. Include key webinar details

The best webinar invitations contain even the smallest details in their body. To create a detailed agenda for your upcoming events, here’s what to clarify:

• What the webinar is about: Highlight the topic of your event, as well as subtopics and FAQs.
• When the webinar will take place: Include the webinar date and time, and remember to add the timezone for international attendees if applicable.
• How long will it take: Guests need to know how long the webinar will last to adjust their schedules.
• What the guests will learn: Let your webinar attendees know what they’ll gain from participating or what they’ll miss out on to induce fear of missing out (FOMO).
• Who will speak: Add a brief introduction and description of the webinar hosts and guest speakers, such as their names or credentials to show why their experience is relevant to the topic.
• How to sign up: Ensure the process is easy for the attendees. For example, leave a registration link or boost click-through rates with a clear CTA button.

Ensure that this information is easy to find when opening your email. Think about how you want to structure your email to create easy navigation and secure an optimal user experience.

3. Keep your copy concise

The number of emails flooding our inboxes daily is hard to track. Since most people scan emails, recipients will find it hard to digest a long wall of text in webinar invitations and follow-up webinar emails.

To craft email copy that makes a difference, stick to one goal. Have an established purpose in mind so you keep your email clear and concise.

Avoid adding unnecessary fluff and cut down filler words, such as Essentially, Sort of, I think etc. Highlight essential information by using formatting, such as bullet points or bolding specific sentences. You can also use time-sensitive language, such as limited spots or join today to motivate readers to take further action.

Adjust the tone of your copy based on your target audience. Overall, a conversational tone applies to most cases, but sometimes you want to keep language more formal—if you address C-level executives, for instance.

And here’s a final pro tip: Add social proof like testimonials from previous attendees or industry experts to win trust points.

4. Optimize the webinar email design

To help recipients find webinar information easily, create an email design with smooth navigation. Enhance your campaign with images, GIFs, or videos to complement your messaging and deliver an engaging experience.

Many design and email marketing software offer professionally-made email templates to save time without compromising quality. Choose your favorite one and customize it using your service’s editor.

The right amount of FOMO can benefit your email campaign as it builds a sense of urgency that encourages people to register for this special event. A visual reminder will encourage people to take action and attend your webinar in droves.

For example, most email marketing software lets you easily set up a countdown timer in your emails. This is even more effective when the webinar date is getting closer to increase anticipation.

Try Moosend’s editor

5. Personalize your webinar invitation

Email personalization can pivot your webinar invitation success more than you think. While a bulk email seems like a sound option for this type of communications, targeting your messaging can take it to the next level.

You can start with simple tricks, such as adding the recipients’ names in the subject line and email greeting. But to make the most of this tactic, use customer behavioral data to turn these emails into highly converting assets.

For example, you can send exclusive access to prospects close to the decision stage to share more about your services and make them feel special. Or suggest different webinars to recipients based on the content they recently browsed.

While this technique may require more of your time, with the right email marketing service and strategy it’s easier to streamline. And by all means, prospects will appreciate this approach and take your emails seriously.

6. Build a webinar email sequence

Instead of sending a single webinar invitation which is unlikely to catch everyone’s attention, set up an email sequence to nurture subscribers at key dates before the event. But how?

Email automation software like Moosend or Constant Contact help you send automated, personalized emails that turn casual subscribers into frequent attendees and pull back reluctant clients.

For example, you can send a webinar invitation email two weeks before the webinar and a follow-up to non-openers. Also, set up confirmation emails to reassure registrants that their subscription is successfully completed and a reminder email to boost attendance.

The last step of a great webinar email sequence is a post-webinar follow-up to thank everyone for their time. You can ask participants to complete a short post-webinar survey to make your next event even better based on their feedback. Finally, your subscribers will greatly appreciate a recording to those who didn’t make it or requested it, so make sure to please them.

Extra reading: Find the best days and times to send emails to maximize performance in this guide.

7. Improve the sign-up process

Since the primary objective of an effective webinar invitation email is to encourage subscribers to attend the event, a strategically-placed CTA button ensures you get as many registrations as possible.

Make them clear, concise, and captivating. Play with their placement by adding CTAs at the start, middle, or end of your email, ensuring that your “RSVP” button is noticeable and brightly colored.

Keep in mind that most recipients won’t have time to waste on a long sign-up process. Simplify your sign-up forms and ask only for essential information to avoid losing people out of boredom or busyness, or worse, raising privacy concerns.

8. Insert an “Add to calendar” option

So, you received many registrations, but only a few people actually showed up at the event. What went wrong? Sometimes, it’s easy to forget appointments or other events when life is hectic, even if people meant to attend your webinar.

If you want subscribers who registered for your webinar to show up at the correct date and time, you can include an “Add to calendar” button or link in your email body.

With this feature, your guests can add the events to their calendars for easy scheduling, allowing them to set their own reminders.

10 Webinar Invitation Email Examples to Inspire You

What does an effective webinar email look like? Here are ten examples from notable brands and why they work:

1. Zapier

Subject line: [Webinar] How Zapier’s GTM leaders are using AI – Don’t miss out!

Let’s start with a clear and straightforward webinar invitation email from Zapier.

Why it works:

• The subject line introduces the topic of the webinar with a “Don’t miss out” statement to trigger FOMO.
• The email body includes the agenda in bullet points to enhance readability.
• They provide people who cannot attend with the option to receive a recording after the webinar.
• The CTA buttons are placed at strategic positions to attract more click-throughs.

2. Stripe

Subject line: [You’re invited] Scale with Tap to Pay on iPhone

Stripe crafted a straightforward webinar invitation with all the elements a person might need to attend.

Why it works:

• They placed the main information of the event at the top for higher visibility.
• The benefits of the webinar are presented with bullet points to grab attention.
• The headshots, names, and titles of the speakers add credibility to gain subscribers’ trust faster.
• The email footer includes a preference center to let subscribers update their preferences if they wish.

3. Asana

Subject line: You’re invited to Asana’s virtual workshops

Asana shared an email with upcoming workshops to let people choose based on their interests.

Why it works:

• The subject line has a personal, direct tone that makes the recipient feel special.
• They displayed four different workshops with all the information needed to help people choose their favorite ones.
• The “Save my spot” call-to-action buttons are easy to spot, driving more conversions.

4. Vimeo

Subject line: Join us for a webinar with Asana

Source

Vimeo announced their webinar with Asana with a simple yet powerful webinar invitation email:

Why it works:

• The main focus of the webinar is on the speakers to maximize authority and gain recipients’ trust faster.
• The headline is strong, motivating the audience to attend to reap the benefits of the event.
• The clear call-to-action button stands out in blue, attracting readers to sign up for the webinar.

5. Zoom

Subject line: [Live Webinar] What’s New at Zoom?

Zoom shared a visually-appealing webinar invitation that gets readers straight to the point.

Why it works:

• The main event information is placed below the headline to drive instant conversions.
• This webinar is part of a series, which keeps Zoom’s users engaged and encourages them to learn more about its new features.
• The social media buttons invite users to follow them on other platforms to expand their reach.

6. Headspace

Subject line: See you tomorrow

Here’s another outstanding webinar reminder email from Headspace.

Why it works:

• The subject line draws people in by kindly reminding them to join the meditation training.
• They encourage attendees to invite more people if they wish to boost brand awareness.
• The “Save your spot” CTA copy leaves no room for confusion.

7. Miro

Subject line: Live Sessions for the Lifelong Learners

Miro wanted to include every single detail about the webinars and courses they offer to indulge subscribers.

Why it works:

• The subject line clearly outlined the purpose and content of the email invitation.
• They divided the campaign into three different sections surrounded by white space to enhance readability.
• The short webinar descriptions help prospective attendees find what suits them best based on their needs.

8. Wildist

Subject line: A Free Webinar with Alex Strohl and Charly Savely

Source

Wildist’s webinar invitation is unique and truly stands out as an example.

Why it works:

• Recipients can find essential details about the free event, such as the date, time, and key speakers.
• They added beautiful images to motivate recipients to join and meet their photography goals.
• As a bonus, they offer an incentive for all webinar attendees: 50% off for one of the speaker’s workshops.

9. People Data Labs

Subject line: You’re invited: Deconstructing Fintech (Live Webinar)

Source

People Data Labs’ webinar announcement is a standard invitation that works well in any situation.

Why it works:

• The CTA button is placed at a prominent place to yield more click-throughs.
• The “You will learn” section focuses on key benefits and pain points offering a resonant experience to subscribers.
• The head shot and brief description of the host add credibility to the event invitation.

10. Kiwi Wealth

Subject line: Reminder! Our webinar is on tomorrow

Source

Kiwi Wealth creates an excellent follow-up email that reminds people to attend the webinar.

Why it works:

• The subject line grabs readers’ attention at a glance.
• They provided a recap of the webinar’s content, such as date, time, speakers, and topic.
• The terms and conditions at the email footer clear out any related confusion that may rise.

Pre-made Webinar Invitation Email Templates

Now that you know the secrets of creating compelling webinar email invitations, here are some example templates that can act as the base for your own emails; two HTML and four plain text ones. To get Moosend’s templates, sign up for an account or request a 30-day free trial.

1. Pop webinar email template

Customize this webinar template with your brand’s logo, colors, and fonts and invite recipients to your next event.

Customize this

2. Simple webinar event template

Tailor this minimal template and update the event information and host’s description to increase your attendance rate.

Tailor this

3. General invitation template

The following template is a more general webinar invitation that’s easy to use and customize.

Hello,

We’d like you to join us on [date and time] to learn more about [topic].

In this webinar, [guest speaker(s)] will discuss the following:

• [Subtopic 1]
• [Subtopic 2]
• [Subtopic 3]

Register for our webinar today!

[CTA button or registration link]

Save your spot

 4. Personalized invitation template

Personalization is key to boosting customer engagement and conversions. Simply adding the recipient’s name in the email subject line or copy can do the trick.

Here’s how to do it:

Hi [first name],

Are you interested in finding out more about [topic]?

Then we have the right content for you. We’re excited to invite you to our next webinar on [date and time].

Join [presenter name], [presenter title] at [company name] in this webinar, where you’ll learn:

• [Subtopic 1]
• [Subtopic 2]
• [Subtopic 3]

Register now!

[CTA button or registration link]

Save a seat

5. Webinar reminder template

Here’s a template that uses urgency to prompt subscribers to act quickly; before they lose a spot and registration closes.

Dear [first name],

Have you had the chance to register for [title] yet?

Since it’s starting in only [x] [hours/days], we’d like to extend that invitation again and remind you that only a few spots are still available.

Take advantage of the chance to learn more about [topic] on [date and time].

Sign up quickly!

[CTA button or registration link]

Register now

6. Webinar series invitation template

If you want to promote an ongoing series that dives deeper into a subject during multiple sessions, then you need a suitable template.

Hey [first name],

We’re thrilled to announce our upcoming [topic] Webinar Series, where you’ll gain valuable insights to help you stay ahead of the curve.

Join [guest speaker] in this insightful journey on [date and time] and discover:

• [Subtopic 1]
• [Subtopic 2]
• [Subtopic 3]

[CTA button or registration link]

Mark your calendar

20 Effective Webinar Invitation Subject Lines to Try

A compelling subject line will improve your email open rates and encourage people to attend your events. Here are some first-class invitation subject line examples you can use to save time:

• Mark your calendars: [title] is here!
• Register to [title] today.
• Join us to learn all about [topic]!
• Learn the top tips for [topic] in our webinar.
• The best-kept secret to [topic].
• Introducing the [title] series!
• Meet the speakers of [title].
• What’s happening today? [title].
• [First name], become a [topic] expert on [date].
• One hour until [webinar title], [first name].
• Will you be there? Let’s talk about [topic].
• Upcoming webinar and Q&A with [presenter].
• Become a master of [topic].
• Coming soon: [title].
• Grab your VIP ticket and join [title].
• Are you ready for [title]?
• Last day to register for our [title] webinar!
• Only a few spots left available for [title].
• Reminder, join us at [title] with [presenter].
• Don’t miss our webinar this [month]!

Now Over to You

Are you ready to create converting webinar invitation emails? With these valuable tips and tricks, you can start building awesome content that resonates with your audience and convinces them to participate in your events frequently.

Plus, share your webinar invitations on your website and social media to reach your target audience where they usually hang out. This way, your webinars will get the attention they deserve.

FAQs

Here are some frequently asked questions regarding webinar invitation emails:

1. When should you send webinar invitations?

Start sending a few weeks before the actual date to give subscribers time to register, and schedule follow-up reminders and a last call one or two days before the event. If travel arrangements are required, start mailing them months earlier.

2. What information should be included in a webinar invitation email?

Webinar invitation emails should contain the webinar’s topic, date, time, the presenters’ names, and the value proposition. You should also share a registration link, what platform you’ll use, and how to join the session.

3. How can you craft an effective CTA for a webinar invitation email?

Create a clear CTA button that stands out from the rest of the text. Combine with actionable copy, such as “Save your spot” or “Register now” to boost conversions.