Webinar email templates for a successful webinar

Using the perfect webinar email templates can make your webinar successful. A webinar email sequence is a series of emails sent before and after the webinar to the users who have registered. In our previous article, we saw the best practices you should follow to make the webinar sequence a success. To make it even easier, here are 6 webinar email templates you can use. Use these templates and follow our best practices to get the best out of your webinar emails. 

1. Registration confirmation email

Subject lines

People receive tons of webinar invite emails every day. Your registration confirmation email has to stand out in the inbox so it isn't mistaken for other random webinar invites. Here are some of the subject lines you can use:

• Thank you for registering for our webinar on [webinar topic].

• Registration complete! See you at our webinar on [webinar date/topic].

• Mark your calendar: [webinar topic] is scheduled on [webinar date].

• [Webinar topic]: Thank you for registering!

Webinar email templates for different user segments

While confirmation emails are pretty straightforward, they can still be tweaked slightly for different segments of users. When it comes to confirmation emails, the segmentation can be done based on when the users are registering for the webinar.

If the user is registering close to the webinar, reminder emails might not always be possible. So you may need to include more information in the confirmation email for last-minute registrants. Here are templates for some use cases.

Template #1: Confirmation for registrations more than a week before the webinar 

Dear [Aryan],

Your webinar registration is successful!

Thank you for registering for the webinar on [webinar topic] scheduled for [date]. We look forward to seeing you at the webinar.

You can join the webinar on the day using this link: [webinar link]

Use this calendar invite link to mark the webinar in your calendar: [calendar link]

Here is a brief overview of the webinar: [overview]

• Webinar Topic: [topic]
• Date: [Date]
• Time: [Time]

Here's what you can expect: [Overview points]

I've attached a document briefing the pre-requisites required for the webinar that will help you understand the presentation better.

You'll receive reminders a week before and a day before the webinar begins. We hope to engage with you during the webinar.

Regards,

[Reena]

[Company name]

Template #2: Confirmation for registrations within a week of the webinar 

Dear [Aryan],

Your webinar registration has been successful!

Thank you for registering for the webinar on [webinar topic] that's coming up very soon. You've made it just in time.

You can join the webinar on the day using this link: [webinar link]

Mark your calendar using this event link: [calendar link]

Here is a brief overview of the webinar: [overview]

• Webinar Topic: [topic]
• Date: [Date]
• Time: [Time]

Here's what you can expect: [Overview points]

Here are a few pre-requisites for the webinar that will make your experience better:

[Mention the pre-requisites]

The webinar is fast approaching. Mark your calendar so you don't miss out on an educational and engaging webinar. See you soon!

Regards,

[Reena]

[Company name]

2. First reminder email: 1 week before the webinar

Subject lines

The subject line should include the name and date of the webinar to remind the user of their registration.

• Reminder 1: [webinar topic] is scheduled for [date/time]

• You have a webinar coming up on [date]: [webinar topic]!

• Remember to join us on [date] for [webinar topic].

Template

Dear [Aryan],

Your webinar is coming up in a week!

You registered for a webinar on [webinar topic]. This is a reminder for the webinar schedule on [date] at [time].

The webinar is presented by [presenter name] who has helped transform 10k+ businesses in the [topic field] field for over a decade.

You can join the webinar on the day using this link: [webinar link]

Mark your calendar using this event link: [calendar link]

Here are a few prerequisites for the webinar that will make your experience better: [mention the prerequisites]

Share this link [share hyperlink] with your peers and on social media to spread the word about the webinar.

The webinar is fast approaching. Mark your calendar so you don't miss out on an educational and engaging webinar. See you soon!

Regards,

[Reena]

[Company name]

3. Second reminder: 1 day before the webinar

Subject lines

The subject line should convey urgency in reminding them of the webinar.

• [topic] webinar is just a day away!

• Remember us? One day until your [topic] webinar.

Template

Dear [Aryan],

Just one more day until your webinar!

You registered for a webinar on [webinar topic]. This is a reminder for the webinar, which is scheduled on [date] at [time].

You can join the webinar on the day using this link: [webinar link]

Mark your calendar using this event link: [calendar link]

Please follow these instructions for the webinar: [instructions]

If you would like to be reminded again, set an email reminder for your convenience here {hyperlink notification settings}.

You can also submit any questions you may have using the form below so we can answer them during the webinar.

[form]

Looking forward to see you tomorrow at the webinar!

Regards,

[Reena]

[Company name]

4. Final reminder: The day of the webinar

Subject lines

The subject should convey that they're very close to the webinar starting and should begin setting up for it.

• 2 hours until your webinar on [topic].

• All set for the webinar? We begin in 30 minutes!

Template

Dear [Aryan],

Get ready for your webinar!

The [webinar name] webinar you registered for is starting in [duration] hours:

Date: [webinar date]

Time: [webinar time]

You can join the webinar using this link: [webinar link]

Join the webinar live to ask your questions and interact directly with [presenter name], who has been in the [topic field] field for over a decade.

See you soon at the webinar!

Regards,

[Reena]

[Company name]

5. Thank you email: Immediately after the webinar

Subject lines

The subject simply has to thank the user. Now that the webinar has elapsed, mentioning the topic or date is not a priority.

• Thank you for attending our webinar!

• It was great having you at our webinar.

• We missed you at our webinar.

Webinar email template for different user segments

Template #1: Attendees 

Dear [Aryan],

Thank you for attending our [topic] webinar live!

It was great having you and hope you were able to get the best out of the webinar experience.

We'll be sharing the recording of the webinar in our next email. Please feel free to drop any follow-up questions you might have to [email].

If you liked our webinar, here's a list of our future webinars you can choose from:

[List future webinars]

We hope to see you again soon!

Cheers,

[Reena]

[Company name]

Template #2: Registrants who missed the webinar 

Dear [Aryan],

We missed you at our [topic] webinar.

We would've enjoyed having you at the webinar. We'd love to know what we could have done better to help you attend. Please share your feedback in this survey: [survey link]

Here are some things that were covered during the webinar: [summary]

We'll be sharing the recording of the webinar in our next email. Please feel free to drop any follow-up questions you might have to [email].

Here's a list of our future webinars you can choose from:

[List future webinars]

We hope to see you in our future webinars!

Cheers,

[Reena]

[Company name]

6. Recording email along with feedback survey

Subject lines

Emphasize that the email contains the recording for the specific webinar to garner the interest of the user.

• Webinar recording and feedback survey

• Here's the recording of our [topic] webinar

• The recording of [topic] webinar is here!

Webinar email template for user segments

Template #1: Attendees 

Dear [Aryan],

Your recording is here!

Thank you for attending our webinar on [topic] that was conducted on [date].

As promised, here's the full recording of the webinar: [recording link]

You can download the additional resources shared during the webinar from here: [link].

We discussed how our product [product name] can help boost your business productivity during the webinar. You can try the product for free [hyperlink product page] or schedule a demo [hyperlink demo form] with us.

We'd love to hear your feedback on our webinar. Please complete this survey and let us know what we did well and what we can do better.

And finally, we're always just an email away at [email ID]. Drop us an email with your questions, and we'll get right back to you.

Thank you!

Cheers,

[Reena]

[Company name]

Template #2: Non-attendees 

Dear [Aryan],

Your recording is here!

We're sorry you missed our webinar on [topic] that was conducted on [date]. You can still catch up on everything that was presented at the webinar.

As promised, here's the full recording of the webinar: [recording link]

You can download the additional resources shared during the webinar from here: [link].

We discussed how our product [product name] can help boost your business productivity during the webinar. You can try the product for free {hyperlink product page} or schedule a demo {hyperlink demo form} with us.

And finally, we're always just an email away at [email ID]. Drop us an email with your questions, and we'll get right back to you.

Thank you!

Cheers,

[Reena]

[Company name]