This article is part of the Woodpecker webinar conversion guide.

5 Webinar Invitation Email Templates + Best Practices

by Meg Kawalkowska

August 6, 2020

As you polish up your webinar presentation, it’s time to spread the word about the upcoming event and send out the invitations. If you’re stuck at “Hi!”, don’t worry — we’ve been there while organizing Woodpecker webinars. That’s why I’ve done some research and prepared five webinar invitation email templates to get you inspired.

Best practices to write a webinar invitation email

Before you get down to writing the invite, define the target group you want to reach out to. Are they your customers? Trial users? Or contacts you found on LinkedIn, Quora, Facebook group etc.?

Why is it such a crucial step?

People who heard little or nothing about your company and product will need more context to understand why you contacted them and what’s the value of your webinar for them. Your customers or trial users won’t need such intro.

Knowing your target group will also help you better adjust the tone of your webinar invite and make it either informal and written in an easy-going way or rather stick to more formal language. In any case, avoid making the webinar invitation too long. Try to sum up the main idea in a sentence or two, maybe in a few bullet points. Leave the details for follow-up emails.

Now, even the nicest webinar invitation will go for nothing, if it ends up in the promotion tab or spam folder. To make sure it lands in the addressee’s main inbox, you should take care of your email deliverability.

Personalized and simple messages without too much HTML are more likely to be delivered straight to the main inbox. So even though your webinar invite will be based on a template, add a personal touch to each message with custom fields, or snippets as we call them in Woodpecker. For example, if you put a snippet like “{{FIRST_NAME}}” into your webinar invite, it will turn into each contact’s name automatically.

But personalization is also crucial to make your webinar invitation stand out from the crowd and get noticed. Let’s see how it looks in practice.

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What are some webinar invitation subject line examples?

The problem with webinar invitation subject lines I noticed in my own inbox is that they are all pretty much the same: impersonal and have an automatic, 1-to-all feel. That’s why so many webinar invites get buried under hundreds other emails, never to get any attention.

To give your webinar an opportunity to get noticed in the crowd of other emails, add some personalization to the subject line. It’s definitely worth it since the average open rate of campaigns with a personalized subject line is 10% higher than with the non-personalized one.

When personalizing a webinar invitation subject line you can mention the addressee’s name, their company name or simply refer to a webinar target group, like “sales managers”, “startup founders”, “tech leaders”, etc.

Have a look at the sample webinar invitation subject lines I’ve came across when doing research for this article:

  • {{FIRST_NAME}}, take part in “SaaS Marketing 2020” without leaving home
  • Boost your business growth this year – here’s your webinar invite
  • {{FIRST_NAME}}, transform your approach to lead generation
  • Out of the box solution for {{Company_Name}}
  • {{FIRST_NAME}}, join a webinar on Prospecting Tips & Tricks
  • {{FIRST_NAME}}, register to our webinar and catch some tips on effective prospecting
  • 30 minutes exclusive webinar: How to improve customer retention with email?
  • {{FIRST_NAME}}, book your place on our customer support webinar
  • {{FIRST_NAME}}, reserve your seat for Saas Marketing 2020 Webinar
  • {{FIRST_NAME}}, you’re invited to Prospecting beyond LinkedIn Webinar
  • Webinar for sales managers: How to set achievable sales goals for your team?
  • {{FIRST_NAME}}, save the date: SaaS Business Growth 2020 Webinar

One more question that probably popped into your head when looking at the above list is: How long should the subject line be?

From my research it turns out that there’s no rule. Shorter subject lines get the attention easier when a person is browsing through emails. Longer subject lines that include a webinar topic, however, are more informative, yet often get truncated by email clients. I’d advise you to A/B test, which approach works better in your case.

5 webinar invitation email examples

Now let’s move to the invitation itself. I mentioned that you should get down to writing it with the addressee in mind. That’s crucial to maintain the context and adjust your copy accordingly.

Free webinar follow-up templates – ebook

If you’re up for more webinar templates and tips for webinar follow-ups that drive conversions, check our ebook.


If you’re preparing an outbound campaign to spread the word about your webinar among people who you never contacted before, give the addressee the context for why you reached out to them in the first place. Just like in the below webinar invitation email example:

Or like in this sample webinar invitation:

Things look different when you create a webinar for trial users or inbound leads. These groups already know your company and your product, so you don’t have to put so much context into the intro. You can get straight to the point.

You can try something more advanced and prepare a special invite for a chosen segment of your inbound leads or trial users. For example, those who downloaded an ebook on a topic connected to the topic of your webinar:

Send webinar invitations at scale

Hope you found some inspiration in the webinar invitation templates and you won’t get stuck at “hello” anymore. Don’t forget to personalize your email and keep it simple, so it will reach the addressee’s inbox directly.

Sending webinar invitations is just the beginning of your webinar sales funnel, though. To increase webinar signups and generate more leads after the webinar you need to plan a webinar follow-up sequence.

Log in to your Woodpecker account or sign up for a free trial to try it for yourself:

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Meg Kawalkowska

Meg was the Content Manager at Woodpecker. She's passionate about educational content creation. You can always spot her either writing or reading.

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