5 Webinar Invitation Email Templates + Best Practices

webinar invitation email templatesAs 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 — 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.

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.

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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.

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:


I came across your profile on {{snippet_1}} and wanted to reach out to you to check if you’d be interested in my webinar on automating lead generation.

On the webinar I’ll show you how you can automate the manual part of following up with leads and do it in a scalable, yet still personalized way.

If you’re interested in registering, click here: [link]”

Or like in this sample webinar invitation:


I noticed the question you asked on {{snippet_1}} group on Facebook considering data enrichment for marketing and sales and thought that maybe you’d be interested in the upcoming webinar I’m hosting.

I’ll be talking about how you can get more accurate lead data without googling and how to use that data to boost your revenue.

The webinar will take place on July 7, at 4 p.m. EDT. Here’s a registration link: [link]

Hope to see you!”

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.


I just want to let you know about a webinar that we’re co-hosting with Owl on Wednesday October 4, at 5 p.m. EDT.

We’ll be talking about how data enrichment can boost B2B sales. Here’s the registration link: [link].

Hope to see you there!”


I’d like to invite you to a quick 30-minute webinar on “Prospecting beyond LinkedIN”. During the meetup we’ll share and exchange ideas about:

  • what other platforms can you use for prospecting?
  • what tools can you use to find prospects easier and faster?
  • is it worth buying prospect lists? (spoiler: no, but we’ll tell you why)
  • what are the tips and tricks to build an effective prospecting process?

Join us and leave with best practices and solutions to get the most out of your prospecting process. Register here: [link]”

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:

“Dear {{FIRST_NAME}},

I hope you found the {{snippet_1}} ebook helpful.

I’d like to invite you to a webinar for Tech leaders that I believe will also be interesting to you since it’s closely connected to what’s in the ebook. During the “Why Agile?” webinar we’ll be talking about the latest developments in the Agile space.

Don’t miss it! Here’s the registration link: [link]”

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. Here you can read about how to do it. And in this blog post, you’ll find templates that you can base on when preparing the sequence.

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