How to craft a thank you email

How to Write a Perfect Post-Event Thank You Email

A post-event email is a great way to show appreciation for all your attendees who made it to your event. We’ll go over what to include in one so you can collect feedback on your successful event!
Hubilo
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December 7, 2022

So your event went off without a hitch- now it’s time to send a message to all your guests thanking them for their attendance. A post-event email should be carefully crafted in a way that makes guests feel appreciated, but also reminds them of the highlights. We’ll go over how to craft the perfect post-event email that’s perfect to send to guests. 

What is a Thank You Email? 

A thank you email is a type of email that expresses gratitude for something. In this case, gratitude would be expressed by you to all of the guests who showed up for your event. It’s an extra touch that you can send to your guests to make them feel appreciated and valued.

Why You Need a Thank You Email

Sending a thank you email is a polite gesture that lets your guests know you’ve valued the time they spent to attend your event. It lets them know that you still care about them after the event, not just pre-event and during the event. Studies have even shown that sending a thank you email to your event attendees after the event is over can improve their well-being. Adding a small gesture like a thank you note can go a long way- many attendees will remember how you made them feel appreciated which will increase their chances of attending more of your events. 

How to Create a Great Thank-You Email: 16 Tips

<span class="mid-size-title">1. Nail Your Subject Line </span>

In order to get attendees to open your email, you’ll need a subject line that grabs their attention. Make it one that relates to the event they attended and a line that will prevent them from adding it to their trash folder. Don’t make it too long, either- many attendees will use their phone email, which allows a shorter length subject line to be shown. 

<span class="mid-size-title">2. Select a Professional Opening Statement</span>

Decide if you’d like to address your audience formally or informally. If you choose formally, open your email with “Dear” and the recipient’s name. If you go the informal route, open your email with “Good morning/afternoon” or “Hello/hi” followed by your attendee’s name. 

<span class="mid-size-title">3. Include Highlights from the Event</span>

Remind participants of any and all of the great parts they may have forgotten about your event in your email. Include what valuable information was shared or how much money was raised as well as any other success statistics as a result of your event. 

What to include in a thank you email

<span class="mid-size-title">4. Tell Recipients About Other Upcoming Events</span>

Your post-event thank you email is a great time to tell attendees about any upcoming events you have planned. Make it short, but include key information like a brief summary of each event and dates they can register with links. It’s an extra way to promote future events and boost registration! 

<span class="mid-size-title">5. Close the Email</span>

Once you’ve gotten your thank-you message adequately across, you can professionally close your email. Use closers such as “Sincerely/ Best Regards/My Sincere Gratitude/Thank you” followed by your name. Feel free to add your company and a phone number underneath as well. 

<span class="mid-size-title">6. Make Your Subject Line Concise</span>

An email subject line should be catchy enough so users open it but short enough to be viewed fully on mobile phones. Make sure it relates to the event you hosted while being attention grabbing for your guests.

<span class="mid-size-title">7. The Sender’s Name Should be Familiar to the Recipient</span>

Avoid recipient’s to add your email to their junk folder by ensuring you’ve addressed the email correctly. Steer clear of using a “no-reply” sender name; this can make users feel unappreciated if they know it’s an automated message sent to a number of others. Instead, use an email engine to automate emails that your audience will want to open.

<span class="mid-size-title">8. Keep it Short</span>

Similar to the email subject line, you’ll want to keep this email body copy relatively short. Writing a message that’s short but powerful is much more effective than sending one a long one that will lose the recipient's attention. 

<span class="mid-size-title">9. Understand What You Look for in a Thank You Email</span>

The best way to know what to include in your thank you email is to think about what you value in a thank you email. Think about what elements make you feel the most appreciated and respected as a customer- your event attendees most likely value the same things. 

<span class="mid-size-title">10. Express Your Gratitude</span>

Recipient’s shouldn’t just read how thankful you are to have had them at your event- they should feel it. In your email, include how thankful you are that they were able to attend your event and include specific moments that you were happy to share with them. If your attendees contributed anything to your event, like a donation or service, make sure to include that in your email copy. 

<span class="mid-size-title">11. Insert a Clear CTA</span>

A smart thank you email always includes any kind of call-to-action. Your email CTA can be for almost anything - your company’s blog, upcoming event schedules, watching an event recap, and so much more. Inserting your call to action with a clickable button will increase the likelihood of recipients to follow through as well. 

<span class="mid-size-title">12. Employ Event Branding</span>

Stay consistent in your branding efforts by incorporating different branding elements into your thank you email. Include your event and company logo in your email as well as any branding colors you used at your event. If you decide to include any pictures from your event, make sure to keep them to a minimum to prevent it from going to recipient’s spam folders. 

<span class="mid-size-title">13. Remember GDPR</span>

There are certain rules you have to keep in mind when it comes to emailing your event attendees. If they opted out from receiving any communications from you, then they most likely won’t be receiving your thank you email. Another tip is to use BCC instead of CC to keep other emails private and inform recipients that you collect data from any email actions that take place. 

<span class="mid-size-title">14. Ask for Feedback</span>

Something extra to include in your thank you email that can improve future emails is to include a survey link for recipients to answer questions about your email. Keep the survey short and offer prizes for participation to anyone who fills it out. 

Post event survey email

<span class="mid-size-title">15. Consider Your Tone of Voice</span>

In your thank you email post event, it’s best to keep your tone friendly but professional. Incorporate your company’s tone of voice to keep it consistent with your branding while sounding conversational in the most natural way. 

<span class="mid-size-title">16. Don’t Forget Your Sponsors and Speakers</span>

A hallmark of a truly solid thank you event email is putting a spotlight on all the people who made your event happen. This includes any sponsors and speakers you had at your event as well as any extra team members who helped make your event great. 

What to Include in Your Thank-You Email After A Successful Event 

  • Your name 
  • Your greeting of choice followed by the email recipient’s name 
  • Body of the email expressing your gratitude and any event highlights 
  • A reminder of any upcoming events your company is hosting
  • A closing statement
  • Your signature

Example of a Thank You Email After a Successful Event 

Subject line: Thank You for a Successful Event!

Dear (name),

I am writing to thank you for attending the (event name) hosted by (company) at (venue)! We are thrilled to have brought together such a great group of (audience) to (describe event topic). We hope you (event takeaway goal) and will continue to do so in the future. 

Keep an eye out for any (event materials) we send your way and post on social media. We’d love for you to help us further improve future (event types) by filling out a quick survey about your (event) experience. 

Be sure to mark your calendars for our next event, (event name) on (date). Don’t miss registration on (date) at our website (website). 

Thank you again for making the (event name) so wonderful! We look forward to you joining us for our next event!

Sincerely, 

(Your name)

The Best Subject Lines for a Thank You Email

Your post event thank you email is crucial, but it’s only crucial if you have a subject line that makes people want to open it. You can keep your subject line concise and to the point, such as “Thank You for Attending (Event Name)!” or it can be more personalized and creative. Add the recipient’s name in the subject line to add that personal touch that will incline them to open up the email. You can conduct some A/B testing to see exactly what subject lines will get users to open your email and strategize your findings into your next post-event email. 

Additionally, make sure to optimize your subject line for readability across devices; email applications on mobile phones usually cut subject lines short. Aim to have your subject line be 50 characters or less. 

How to use email software

Use Event Technology to Power Up Post-Event Thank- You Emails

With the help of the right video technology software, any post event email can be one that makes an impact. Look for platforms like Hubilo that have a carefully designed email marketing engine that assists in sending post event emails. You can send out surveys as well as personalized emails with data readily available to check your email insights. With email engines like Hubilo’s you have the ability to customize your email to your company or event’s branding. Thanks to custom branding in your thank-you email, recipients will be reminded of the event and how much they learned and experienced. 

<span class="mid-size-title">Conclusion</span>

Email is an essential part of a great marketing strategy. When delivered in just the right time after your event, a thank you email will go a long way for both you and your event attendees. It will make your recipients feel appreciated and glad they made it to your event while giving you feedback on what is working through surveys and analytic insights. Make sure you choose a event platform that includes email marketing to make your marketing strategy even better! 

Author
Hubilo

Hubilo is the event professional’s event platform for live, hybrid, and virtual events. Founded over 5 years ago to revolutionize engagement at in-person events, the company makes it easy to bring people together anywhere, anytime. Hubilo’s powerful engagement features, personal client experience team, and custom branding tools have helped create over 12K events and counting. Headquartered in Bangalore and San Francisco, Hubilo’s nearly 400 employees are dedicated to co-creating the world’s most important events: yours.

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