How to Craft an Effective Webinar Invite Email

Crafting a Webinar Invite Email

It’s nearly time to host your webinar…

The registrants have signed up, you’ve created some amazing webinar slides, conducted a webinar dry run, and now you’re ready to go.

There’s just one more thing you have left to do: craft an effective webinar-invite email.

What we’re referring to is the email you send to registrants to get them to click and attend the webinar.

Your registrants have busy lives – and sometimes, without an effective webinar-invite email to remind them on the day of the webinar, they might forget to attend.

It doesn’t have to be a long email – in fact, it shouldn’t be. Aim for something short, sweet, and to the point.

With this in mind, here’s a simple, yet effective way to craft a webinar invite email…

Provide an Introduction

Here, you just give them a simple reminder that the time is finally here – and that the webinar is about to begin. You should repeat the title and the time and date of the webinar for clarifty.

Benefit Bullets

They’ve already registered for the webinar, so they probably recall some of the benefits of attending.

However, it doesn’t hurt to remind them about all of the great content they’re about to uncover. They’re likely to have forgotten about the specifics, so repeating the highlights is a wise move.

You can lay out these benefits in 4-5 compelling, well-crafted bullet points.

Create Urgency

Urgency is one of the most powerful marketing tactics – you should leverage it in your favor as much as possible.

There are a number of effective ways to use this concept for a webinar. For example, you can create urgency by reminding people that there are a limited number of spots available, and that the webinar is going to fill up fast. Or, that there won’t be a recording (if that’s true). Or that there will be a special bonus or deal for those who attend.

Work urgency into your webinar. And then work it into your email.

Include a Link/Button to Attend

Once you’ve reminded people about the benefits and created a bit of scarcity, you just need to finish up with a simple call to action – in the form of a link.

Your call to action can be something like, “Click here to join the webinar” followed by a link to the webinar. Or, simply a bright eye-catching button like this:

Join Webinar Button


There’s nothing worse than when you queue up your webinar and realize you have a lot less attendees that you expected. It’s happened to all of us at some point or another. But you can help avoid this by sending an effective webinar invite email.

Overall, email is a powerful tool with webinars. If you haven’t yet checked out our post about how to craft an effective email to promote your webinar, give that a look now. You can use that email at the beginning stages to get more registrants, so that the webinar-invite email outlined here is even more effective.

What other strategies have you used to increase webinar attendance? Let us know in the comments below!

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