---
template_type: email
category: event_invitation
use_case: Drive event registrations and attendance
time_to_complete: 1-2 hours
difficulty: beginner
engagement_potential: very-high
best_for:
  - Lead generation
  - Engagement
  - Education
  - Community building
tags:
  - webinar
  - event
  - registration
  - live
  - invitation
---

# Webinar Invitation Email Template

## Webinar Email Sequence

**Email 1**: Initial invitation (7-14 days before)  
**Email 2**: Value reminder (3-5 days before)  
**Email 3**: Day-before reminder  
**Email 4**: 1-hour before reminder  
**Email 5**: Replay available (day after)

---

## EMAIL 1: INITIAL INVITATION

### Subject Lines

**Option A**: [Emoji] Free webinar: [Topic] on [Date]  
**Option B**: Join me live: [Compelling benefit]  
**Option C**: {{FirstName}}, I'm hosting a free training  
**Option D**: [Question related to pain point]?

### Email Body

**Hey {{FirstName}}**,

[Personal introduction to the topic and why you're hosting this]

**I'm hosting a free live webinar**:

---

### [Webinar Title]: [Compelling Subtitle]

**When**: [Day, Date] at [Time] [Timezone]  
**Where**: Online (link sent after registration)  
**Cost**: FREE  
**Duration**: [X] minutes

---

### What You'll Learn

In this [X]-minute training, you'll discover:

- ✅ [Specific learning outcome 1]
- ✅ [Specific learning outcome 2]
- ✅ [Specific learning outcome 3]
- ✅ [Specific learning outcome 4]
- ✅ [Specific learning outcome 5]

**Plus**: [Bonus element like Q&A, downloadable resource, etc.]

---

### This Webinar Is Perfect If You:

- [Criterion 1]
- [Criterion 2]
- [Criterion 3]
- [Criterion 4]

---

### What to Expect

**[Time Block 1]**: [Topic]  
[Brief description]

**[Time Block 2]**: [Topic]  
[Brief description]

**[Time Block 3]**: [Topic]  
[Brief description]

**[Time Block 4]**: Live Q&A  
[Description]

---

### Your Instructor

[Brief bio establishing credibility]

**I've helped [X] people [achieve result]**, and I'm excited to share [specific knowledge] with you.

---

### Bonus for Attendees

**🎁 Show up live and get**:
- [Bonus 1]
- [Bonus 2]
- [Bonus 3]

**Available only to live attendees!**

---

[CTA Button: "Save My Spot (It's Free)"]

**Spots are limited** to ensure quality interaction.

**Can't make it live?** Register anyway and we'll send you the replay.

See you there,  
[Your Name]

P.S. [Additional incentive or urgency element]

---

## EMAIL 2: VALUE REMINDER (3-5 Days Before)

### Subject Lines

**Option A**: [X] days until [Webinar Topic]  
**Option B**: What we're covering in the webinar  
**Option C**: {{FirstName}}, are you registered?  
**Option D**: Quick reminder: [Webinar] on [Day]

### Email Body

**Hey {{FirstName}}**,

Just a quick reminder that my free webinar on [Topic] is coming up in [X] days.

**[Day, Date] at [Time] [Timezone]**

---

### Here's What We're Covering:

**Part 1**: [Topic]  
[Specific value they'll get]

**Part 2**: [Topic]  
[Specific value they'll get]

**Part 3**: [Topic]  
[Specific value they'll get]

**Plus**: [Bonus element]

---

### Why This Matters

[Brief explanation of the problem this solves and the transformation they'll experience]

---

### What Attendees Are Saying

> "[Testimonial from past webinar]"  
> — [Name]

> "[Another testimonial]"  
> — [Name]

---

**Not registered yet?**

[CTA Button: "Register Now (Free)"]

**Already registered?**  
[Add to calendar link]

Looking forward to seeing you,  
[Your Name]

---

## EMAIL 3: DAY-BEFORE REMINDER

### Subject Lines

**Option A**: ⏰ Tomorrow: [Webinar Topic]  
**Option B**: 24 hours until we go live  
**Option C**: Final prep for tomorrow's webinar  
**Option D**: See you tomorrow, {{FirstName}}!

### Email Body

**Hey {{FirstName}}**,

We're going live **tomorrow**!

**[Webinar Title]**  
**[Day, Date] at [Time] [Timezone]**

---

### Quick Prep Checklist

Before tomorrow, make sure you:
- [ ] Add the event to your calendar
- [ ] Test your internet connection
- [ ] Prepare any questions you have
- [ ] Grab a notebook for notes
- [ ] Block off [X] minutes of uninterrupted time

---

### What to Bring

- Your biggest challenge with [topic]
- Questions you want answered
- A commitment to implement what you learn

---

### Technical Details

**Platform**: [Zoom/YouTube/etc.]  
**Link**: [Will be sent 1 hour before]  
**Backup**: [Alternative access method]

**Pro tip**: Log in 5 minutes early to ensure everything works!

---

### Last-Minute Bonus

**Everyone who attends live will get**:  
[Exclusive bonus or resource]

---

[CTA Button: "Add to Calendar"]

Can't wait to see you tomorrow!

[Your Name]

P.S. [Final teaser or value reminder]

---

## EMAIL 4: 1-HOUR BEFORE REMINDER

### Subject Lines

**Option A**: 🔴 LIVE in 1 hour: [Webinar Topic]  
**Option B**: We're starting soon!  
**Option C**: Join link inside (starting in 60 min)  
**Option D**: {{FirstName}}, we're going live in 1 hour

### Email Body

**Hey {{FirstName}}**,

**We're going live in 1 hour!**

**[Webinar Title]**  
**Starting at [Time] [Timezone]**

---

### Join Here:

[Large, prominent join button/link]

**Backup link**: [Alternative URL]

---

### Quick Reminders:

- ✅ Log in 5 minutes early
- ✅ Have your questions ready
- ✅ Grab a notebook
- ✅ Silence notifications
- ✅ Get comfortable!

---

### What We're Covering:

[Quick bullet list of main topics]

---

**See you in 60 minutes!**

[Your Name]

P.S. Can't make it? The replay will be available for [X] hours after we finish.

---

## EMAIL 5: REPLAY AVAILABLE

### Subject Lines

**Option A**: [Webinar] replay is ready  
**Option B**: Missed the webinar? Watch it here  
**Option C**: {{FirstName}}, here's what you missed  
**Option D**: [X] people watched—here's the replay

### Email Body

**Hey {{FirstName}}**,

[If they attended]: Thanks for joining yesterday's webinar!  
[If they didn't]: You missed yesterday's live webinar, but don't worry—the replay is ready.

---

### Watch the Replay

[CTA Button: "Watch Now"]

**Available for**: [X] hours/days

---

### What We Covered:

- [Key point 1]
- [Key point 2]
- [Key point 3]
- [Key point 4]

**Plus**: [Bonus content or resources]

---

### Resources Mentioned:

- [Resource 1]: [Link]
- [Resource 2]: [Link]
- [Resource 3]: [Link]

---

### What's Next?

[Transition to next step, offer, or engagement opportunity]

[CTA for next action]

---

**Questions?** Reply to this email.

[Your Name]

P.S. [Teaser for next webinar or related content]

---

## Webinar Email Checklist

### Initial Invitation
- [ ] Clear date, time, and timezone
- [ ] Compelling topic and title
- [ ] Specific learning outcomes
- [ ] Instructor credentials
- [ ] Registration CTA prominent
- [ ] "Can't attend live" option
- [ ] Bonus for live attendees

### Reminder Emails
- [ ] Multiple reminders scheduled
- [ ] Value reinforcement
- [ ] Technical details included
- [ ] Calendar add link
- [ ] Join link (1-hour email)
- [ ] Backup access method

### Replay Email
- [ ] Sent within 24 hours
- [ ] Limited availability mentioned
- [ ] Key takeaways summarized
- [ ] Resources linked
- [ ] Next step CTA
- [ ] Engagement opportunity

### Technical
- [ ] Registration page tested
- [ ] Webinar platform ready
- [ ] Email automation set up
- [ ] Calendar invites working
- [ ] Join links functional
- [ ] Replay hosting ready

---

## Conversion Optimization

### Increase Registrations
- Emphasize "free" in subject line
- Lead with biggest benefit
- Use social proof
- Create urgency (limited spots)
- Offer valuable bonus
- Make registration easy (1-click)

### Increase Attendance
- Multiple reminder emails
- Calendar integration
- Day-before prep email
- 1-hour reminder with link
- SMS reminder (if available)
- Emphasize live-only bonuses

### Increase Engagement
- Encourage questions beforehand
- Interactive elements during webinar
- Q&A session
- Polls and surveys
- Chat participation
- Post-webinar community

---

## Performance Metrics

### Target Benchmarks
- **Registration rate**: 20-40% of email list
- **Attendance rate**: 30-50% of registrants
- **Engagement rate**: 60%+ stay until end
- **Replay views**: 20-30% of registrants

### Optimization
- Test different days/times
- A/B test webinar topics
- Vary email send times
- Segment by interest
- Personalize based on behavior
- Follow up with non-attendees

---

## Best Practices

### Timing
- **Invitation**: 7-14 days before
- **Reminder 1**: 3-5 days before
- **Reminder 2**: 1 day before
- **Reminder 3**: 1 hour before
- **Replay**: Within 24 hours

### Day/Time
- **Tuesday-Thursday**: Best attendance
- **11 AM or 2 PM**: Optimal times (local)
- **Avoid Mondays/Fridays**: Lower attendance
- **Consider timezones**: Multiple sessions if global

### Duration
- **30-45 minutes**: Ideal length
- **60 minutes max**: Including Q&A
- **Respect time**: Start and end on time

---

**Template Version**: 1.0  
**Last Updated**: January 2026  
**Platform**: Email (All ESPs)
