How to create a webinar email sequence

How to Craft an Effective Webinar Email Sequence + Examples

Learn how to create effective webinar email sequences to keep in touch with your guests before, during, and after an event.
July 1, 2024

Maximizing Webinar Attendance: Tips for Success

Planning a webinar and curating the perfect guest list is just the beginning. To ensure high attendance and deliver value, you need effective strategies. After dedicating weeks to planning, content creation, slide design, and technical setup, there's no guarantee of attendance. In fact, 78% of webinars attract 50 or fewer attendees. However, a full house can generate significant results for your brand.

The Power of Email Marketing for Webinars

Email marketing often ranks as the most effective channel for sourcing webinar registrations and converting those registrants into attendees. This is because your audience is already receptive and interested in your content. Creativity and personalization are key to enhancing your email marketing efforts. Personalized emails can significantly boost registrations and attendance rates.

Utilizing Webinar Platforms and Personalization

While many webinar platforms offer pre-designed templates for online events, these can be a good starting point if you’re new to hosting webinars. However, incorporating personalization into your emails can amplify their impact.

Qualities of Great Webinar Emails

Now, let's explore the qualities that distinguish good webinar emails from great ones. We’ll also look at some examples for inspiration.

What is a webinar email sequence?

A webinar email sequence is a series of emails designed to invite, remind, and follow up with your webinar attendees. The goal is to encourage registered guests to attend your webinar and take action afterward.

An effective webinar email sequence includes:

  1. Post-registration Email: This email confirms the guest’s registration and provides essential details about the webinar.
  2. Reminder Emails: Send several reminder emails as the event date approaches to keep your webinar top-of-mind for attendees.
  3. Follow-up Emails: After the event, send a "thanks for attending" email along with any additional resources or next steps.

Why do you need a webinar email sequence?

A webinar email sequence is essential for several reasons. Firstly, over 57% of webinar registrations originate from email, making it a highly effective communication channel. Beyond statistics, an email sequence helps convey the significance of your event to existing clients, leads, and prospects.

For example, if you are a digital marketing enthusiast who has developed a groundbreaking strategy to assist eCommerce owners in acquiring new clients, conducting a webinar can be an effective way to reach and engage your target audience. However, you might encounter some essential questions while brainstorming your webinar topic:

  • How can I ensure busy individuals attend my webinar?
  • How do I convince business owners to prioritize my webinar and invest in advancing their business growth?
  • How can I make my webinar idea enticing enough to attract the right audience?

In such cases, a meticulously crafted webinar email sequence becomes invaluable. It addresses these concerns and empowers you to make substantial progress in your webinar marketing strategy.

Read and Learn: How to Add Energy, Impact, and Results at Every Stage of Your Webinar

Key Benefits of Webinar Email Sequences

A webinar email sequence aims to guarantee that subscribers attend your event, but its benefits extend beyond that. Implementing a webinar email sequence offers several advantages:

Drives Webinar Hype

Building excitement around your webinar topic is crucial for its success. A webinar email sequence helps generate anticipation and keeps your webinar at the forefront of your target audience's minds. By consistently engaging subscribers, you ensure they remember the event they signed up for. This maintains a strong presence with existing customers and provides prospects and leads a comprehensive understanding of your expertise on the webinar topic.

Enables Targeted Marketing

Generic marketing strategies like email blasting are no longer effective. With a webinar email sequence, you can segment your email list and target specific market subsets. Automating this process allows you to send the right messages to the right audience segments at opportune times.

Supports Personalized Messaging

Subscribers appreciate personalized emails that acknowledge their name, location, and other relevant information. A webinar email sequence allows for personalization, helping establish a connection with your audience. By segmenting your list based on preferences, you can send tailored messages that resonate with individual subscribers, setting yourself apart in a saturated market.

Keeps the Audience Informed

Webinars thrive on active interaction between participants and presenters. Whether it's a traditional webinar or an automated webinar with live chat, a well-designed email sequence ensures that your key message—the webinar theme—is consistently restated. It keeps subscribers informed and engaged in the lead-up to the event and afterward.

Inform your guests about your webinar

Effective Webinar Email Sequences with Examples

Simply signing up for a webinar and receiving a confirmation email is not enough. Inboxes are flooded, and people have busy schedules. To ensure your webinar remains top of mind, you need a dedicated webinar email sequence.

Think of your webinar email sequence as similar to product onboarding sequences. Recall the series of emails you received when signing up for a new product. The sequence typically begins with a welcoming email, followed by subsequent emails that explain various product features. These emails remind you to use the product regularly and consistently.

Similarly, you can apply the same concept to your webinars. By crafting a webinar email sequence designed explicitly for your event, you can maintain ongoing engagement, nurture interest, and increase attendance and participation.

1. The webinar invite email (Webinar announcement)

The webinar invitation email is your official announcement to the world, notifying subscribers about your upcoming webinar. It is an opportunity to leverage your engaged audience and drive registrations quickly. Send the invite email a few weeks before the webinar.

The webinar announcement email should provide answers to the following key questions:

What: Highlight the webinar topic either in the subject line or at the beginning of the email body.

Why: Explain the topic's significance and its relevance to the audience. Set the stage by emphasizing the value the audience will gain from attending the webinar.

When: Mention the date and time of the webinar.

Who: Introduce the speakers or presenters, emphasizing their credentials, experience, education, and achievements to establish credibility.

How: Provide a clear and prominent webinar call-to-action (CTA) that directs readers to register for the webinar. Highlight the registration button to make it easily accessible.

Also, mention the webinar format briefly, whether it will be interview-themed or a presentation, and outline the key takeaways that attendees can expect. To accommodate readers who may scan the email, include another CTA at the bottom, such as "Save my spot" or "Register now," which leads them directly to the registration page.

[Template 1] Webinar invitation template 

Subject line: Don't Miss Our Webinar on [Webinar Topic]

Hi/ Hello {First Name},

We invite you to join us on [webinar date and time] for an in-depth discussion on [webinar topic].

In this webinar, our expert presenter(s), [webinar presenter(s)], will cover:

  • [Webinar subtopic 1]
  • [Webinar subtopic 2]
  • [Webinar subtopic 3]

Secure your spot today!

[CTA button] Register Now!

Best regards,[Your Name]

2. The webinar confirmation email/post-registration confirmation emails

After someone successfully fills out the registration form on your webinar landing page, it is essential to notify them about their successful registration promptly.

In this scenario, automated emails are valuable as they ensure immediate delivery of confirmation emails after a person registers for your webinar, given that you are utilizing the appropriate webinar platform.

The objective is to create a welcoming and comforting atmosphere for subscribers through your emails while conveying successful registration. It's important to remember that this email is the first of many, so using kind and gentle language will yield long-term benefits.

Additionally, ensuring your email complies with spam regulations is crucial to avoid it being flagged and adversely impacting your bounce rate and webinar attendance.

The registration email should include the following elements:

Confirmation message: Express gratitude and thank the recipient for registering for the webinar, acknowledging their interest and participation.

Calendar block: Offer the convenience of automatically adding the webinar event to the registrant's calendar. It ensures that the webinar remains on their radar and minimizes scheduling conflicts.

Automatically block calendar of webinar attendees

Event link: Provide a single-click link for attendees to quickly access and join the webinar. Highlight this link as the primary call-to-action (CTA) to make it highly visible and easily accessible.

Additional resources (if applicable): If the webinar is part of a series, include a link to previous editions or relevant resources. However, avoid overwhelming the reader with excessive information. Keep the email clean and concise, focusing primarily on the registration confirmation.

[Template 2] Registration confirmation webinar template 

Subject line: Thank You for Registering for Our Webinar on {Webinar Topic}

Hi/ Hello {First Name},

Thank you for registering for our upcoming webinar on December 12, 2023, at 11 a.m. PT!

Here is your unique link to join the event: [link]
Please note that this link is exclusive to you.

We encourage you to share the event details with your colleagues. This hour will be packed with valuable information about environmental safety.

If you have any questions, feel free to respond to this email.

Best regards,
[Your Name]

3. Webinar reminder emails

The Achilles heel of webinars is the risk of attendees needing to remember about the event, especially after spending extensive time in front of screens over the past two years.

It is crucial to send webinar reminder emails to keep registrants engaged and ensure their attendance. Treat these reminder emails as an opportunity for lead nurturing, as registrants will be attendees once they show up.

The number of reminder emails to send for an upcoming webinar varies, and there is no definitive answer. Too many emails can annoy your audience, while too few may lead them to forget about the event. However, a recommended starting point is the following schedule:

  • First reminder: One week before the webinar.
  • Second reminder: One day before the webinar.
  • Third reminder: Less than one hour before the webinar.

Each reminder email should include the following essential details:

  • Webinar date and time.
  • Add to calendar link (if registration is not automatic).
  • Clear and prominent call-to-action (CTA) for joining the webinar.
  • Option to invite peers to attend the webinar.

In the first two reminder emails, you can engage registrants by providing related content such as blog posts, gated content, or videos on the webinar topic, if available. Automate the process and send these reminder emails.

A robust webinar platform allows easy customization and scheduling of reminders with just a few clicks, simplifying the process for your team.

[Template 3] First reminder: One week before the webinar

As the webinar approaches, you will have gathered many subscribers. However, some of them still need to remember their registration, while others may need clarification about the value of your webinar.

The first reminder email places you in control. It presents an opportunity to showcase your webinar's exceptional and insightful nature. 

Start the email by providing context and establishing your credibility. Let your expertise in the subject matter shine through. Inspire engagement by posing intriguing questions. Offer enticing hints and snippets to capture customer interest.

The primary goal is to captivate your subscribers and excitingly remain at the forefront of their minds. While it is crucial to include essential details such as the date, time, and guest speakers, ensure that your first reminder email subtly but confidently reiterates the importance of your webinar.

[Template 3.1] First Reminder Webinar Template

Subject line: Join the [topic]: Register for Our Webinar Now!

Hi/ Hello {Name},

This is a reminder about our upcoming webinar for educators, happening in just one week! We are thrilled to host you along with our esteemed guest speakers:

  • [Guest speaker #1 name]
  • [Guest speaker #2 name]

On the day of the webinar, click the link below and enter the password: XYZ123 to access the event directly.

[Access Webinar Link]

If you have any questions, please contact [contact person name and info].

See you soon!

Best regards,
[Your Name]

Second reminder: One day before the webinar.

Considering the busy nature of you and your subscribers, it's crucial to acknowledge that everyone has a lot on their minds. With the webinar approaching, you need to ensure effective scaling, and we're here to assist you. Subscribers expect to hear from you again with a second reminder email one day before the webinar, and it's not an option but a necessity. 17% of registrations happen on the day of the webinar. The objective is to demonstrate your commitment, generate excitement, and get everyone in the groove for the webinar.

The second reminder email can be shorter and more detailed than the first. Keeping it simple and concise will suffice. Utilize an attention-grabbing subject line to convey the essential details, employ persuasive language to create a sense of urgency, and provide a convenient calendar link for users to block out the webinar date easily. This streamlined approach will effectively engage subscribers and ensure their attendance.

[Template 3.2] Second Reminder Webinar Template

Subject line: Don’t Forget! [Event Name] is Tomorrow!

Hi/ Hello {Name},

We’re so excited that [Event Name] is just one day away! We can’t wait to see you there and dive into [brief mention of the webinar topic].

Here’s How to Join the Fun:

  1. Click the link below to join the webinar:
  2. Password: XYZ123

[Join the Webinar]

If you need anything before the event, just let [Name] know at [Contact Info].

See you tomorrow!

Best regards,
[Your Name]

Third reminder: Less than one hour before the webinar.

The countdown is underway, and you're just moments away from your webinar. While some subscribers may be excited and eagerly awaiting the event, it's essential to acknowledge that others may have forgotten or lost track of time. It is where the third reminder email becomes crucial as your last appeal to join the live conversation.

There's no need for a complex or lengthy copy for the third reminder email. The primary goal is to make your call-to-action work its final magic. Craft a simple yet compelling email with clear and bold language. If needed, utilize a webinar reminder email template to streamline the process. Automate the email to send approximately an hour or a few hours before your webinar begins, ensuring it reaches your subscribers at the most reasonable time.

[Template 3.3] Third Reminder Webinar Template  

Subject line: Last Call-Just a Few Seats Left for [Webinar Topic]

Hi/Hello {Name},

Today's the day! How excited are you?! We can't wait to see you at [event name]!

How to Join the Webinar:

  1. Click the button below to join the webinar.
  2. When prompted, enter the password: XYZ123

[Join the Webinar]

If you have any questions, please reach out to [Name] at [contact info].

See you in a few hours!

Best regards,
[Your Name]

4. The post-webinar email

After successfully concluding the webinar, it is common to receive inquiries about the availability of the webinar recording. That's why it is crucial to schedule a post-webinar email promptly, typically within 48 hours, that includes the webinar recording and other valuable resources for your audience.

To maximize the impact of your post-event communication, consider dividing the sequence into multiple emails. This approach extends the life of your webinar and transforms the post-event communication into a nurturing campaign.

Download Hubilo's Essential Guide to Repurposing Webinar Content

Here are some ideas on what to include if you adopt this approach:

Resources: If you have written a blog post or any accompanying material related to the webinar, include the links in the first email. Also, mention any resources, books, or additional materials cited by the speakers during the webinar.

Future events: Take the opportunity to promote any upcoming events you have planned. Invite your attendees and offer them special insider discounts, particularly for ticketed events. It can help boost early bird registrations and maintain engagement with your audience.

Unique offerings: Show your appreciation by offering exclusive content or granting access to special features. Invite attendees to join your Slack or groups or provide a free trial of your product as a token of gratitude.

Thanks for attending!

Congratulations on successfully hosting your webinar! Now that the webinar is behind you, it's time to focus on the follow-up phase of your email sequence. One crucial element to include is a thank you email to express heartfelt appreciation to all the subscribers who took the time to attend your webinar and block their calendars.

In your "thank you" email, you can add some excitement by including the webinar recording or, if applicable to your business, offering discounts and incentives to attendees. The aim is to show your subscribers that you genuinely appreciate their participation. Send this email within an hour or, at the latest, within 24 hours after the conclusion of your webinar.

Additionally, consider incorporating a post-webinar survey in your follow-up phase. It will allow you to gather feedback on your performance and gain valuable insights. The survey can help you gauge attendee satisfaction, identify improvement areas, and understand your webinar's overall impact.

[Template 4]  Thank you for attending webinar template 

Subject line: Thank you for attending our webinar on {Webinar Topic}

Hi/Hello {First Name},

Thanks for attending our webinar, "[Title of Webinar]." We hope you enjoyed it! 

You can access the slides and recording here. 

Our next webinar is on {Future Time}. We'd love for you to attend. 

We also invite you to fill out this survey to let us know what you think about the webinar and what topics we should cover in the future.

Thanks again,

{Your name}

First follow-up (additional resources)

A few days after the webinar, it's common for some subscribers to have already forgotten about the event. Only some subscribers will be equally excited or remember the details of your webinar, and that's okay. However, you can rely on loyal and satisfied subscribers to keep your momentum.

Take advantage of this opportunity to share additional resources related to your webinar. It can include diving deeper into hot topics you needed more time to cover during the webinar or providing links to relevant blog posts. Remember that your follow-up webinar email should be concise and straightforward, avoiding a salesy or lengthy approach. In your email, you can also include a replay link for those who may have missed previous emails or want to revisit the webinar. 

[Template 5] Follow-up webinar email template: Attached resources

Hello {First Name},

Thank you for attending our recent webinar! We sincerely appreciate the time you took out of your day to join us. As a follow-up, we have attached a document summarizing the key points covered during the webinar. This resource will allow you to revisit and recap the valuable information at your convenience.

Click here to access the document.

Thanks again,

{Your name}

Second follow-up (future events)

After some time since your webinar, the theme may no longer be a hot topic for subscribers. They have likely absorbed the knowledge shared and moved on with their daily routines. It's okay if you don't have any further information to provide, and a second follow-up email is optional.

However, if you have another upcoming webinar or event that might interest your audience, you can utilize a second follow-up email to inform them about it. It is an opportunity to spread the word and invite your subscribers to participate in future events or engage with new content.

Second follow-up webinar template (future events)

Hi [Name],

I know the importance of [general target topic] for businesses like yours. 

That is why we have several more events coming up that you will find interesting.

On [Date], we are going to have a webinar to discuss [target topic]

Then on [Date], we will have another webinar to discuss [target topic].

Like last week's webinar, we will bring together some incredible guest speakers and leave you with actionable insights you can put to work.

Reserve your seats right here.

[Your name]

How to invite webinar attendees to future events

Tips & tricks for webinar email sequences 

These tips and tricks for your webinar email sequence can help you create the perfect collection of emails. Learning how to create a relevant email without spamming your guests is key to a successful email sequence. 

1. Personalize your emails

Guests like to see that the email being sent to them is personalized with their name or their location. It helps create a sense of trust and helps to build a relationship between guests and webinar hosts. Be sure to send the email at a relevant time for the guests as well- if you send an email at 3 AM, the guest will be more likely to ignore it when they return to their desks.

2. Segment your list

As discussed above, your guests are going to be in different parts of the customer journey. Some may be registered for your webinar, while others are still deciding if they want to register. By segmenting your lists, you can create different emails to send to the right people. You can also segment your lists by location, sending automated emails at a relevant time, depending on where your guests are in the world.

3. Automate your emails

Setting up automated emails is helpful to webinar guests, as it frees up time! According to EmailMonday, an estimated 51% of companies use automation currently. Webinar hosts can focus more on the planning of the webinar instead of sitting at a desk and sending emails. You can set the emails to be sent at a certain time, ensuring that your guests will see the email during their work day.

4. Don’t rely on html templates

HTML templates for emails aren’t effective, as there is no personalization! We have talked about building trust with your guests, and HTML templates don’t have that. HTML emails have a higher click-through rate and your guests won’t see them as effective as personalized emails.

5. Send emails from a personal email

As personalized emails gain more attention, you should send them from your personal email. Generic emails like “” aren’t personal and they sound very stiff. When you use your personal email, guests are more likely to respond back to you with any feedback or questions they might have. 

6. Don’t forget the webinar follow-ups

Webinar follow-up emails can be used for a number of reasons. Webinar hosts can turn any potential leads into returning guests. You can also include any relevant information to your webinar, like the recording or any external links to information talked about in the webinar. You can also take this opportunity to showcase any future webinars or events your company is hosting.

How to write email subject lines that convert

So far, we have covered essential emails to include in a webinar email sequence.

Another critical aspect that significantly influences whether your emails are read or not is the subject line. Nearly half of the recipients decide to open emails based solely on the subject line, and out of those who don't open it, two-thirds may mark it as spam after reading the subject line.

Striking the right balance is crucial, and crafting subject lines can be challenging. In this section, let's explore how to write subject lines that entice clicks.

Personalization for the win

Incorporating the recipient's name in the subject line can boost the open rate by 26%. This simple yet effective tweak works wonders. You can easily add dynamic fields to your subject lines with the correct email marketing platform. If personalization tokens are not supported, experiment with different headline formats to find what resonates most with your audience.

Use action verbs

Action verbs create curiosity, and urgency, encouraging readers to open the email. Consider subject lines like "Learn from <speaker name> at <Webinar>," "Join us for a session on <Topic name>," or "Grab your VIP ticket for <Webinar>." Choose verbs that align with your webinar and make sense for your audience.

Use emojis to stand out

Emojis can catch the reader's attention and provide a visual break in their inbox. They help your emails stand out amidst the sea of text. However, consider your brand's tone and voice before incorporating emojis. Emojis can be a great addition if your brand is casual and friendly.

Be mindful of word count

Subject lines typically range between 21 and 60 characters. Since many people open emails on their smartphones, keeping subject lines concise and to the point is recommended. Smartphone email apps typically display subject lines between 33-43 characters, so prioritize the essential information within the first 30 characters. You can utilize preview text to provide additional information.

Seek inspiration from your favorite marketing emails

Create a sense of urgency, leverage statistics, ask compelling questions, and explore various strategies to write subject lines that drive clicks. While you can find countless ideas online, pay attention to the marketing emails you open. Reverse engineer or analyze the subject lines to understand what enticed you to click. Continuously strive to improve your email subject lines and build a swipe file of proven subject lines that work for your campaigns.

Check out the webinar email subject lines to boost registration

Using Hubilo to Create Your Webinar Email Sequence

If you’re looking for an effective way to manage your webinar email sequence, Hubilo is the solution you need. Hubilo’s advanced features enable you to create and automate sophisticated webinar email sequences with ease, ensuring your campaigns are both effective and efficient.

Why Choose Hubilo for Your Webinar Email Sequence?

Hubilo offers a powerful email automation software designed to streamline your webinar marketing efforts. Here’s how Hubilo can enhance your webinar strategy:

1. Automate Your Webinar Email Sequence

With Hubilo, you can effortlessly create a webinar email sequence that includes predefined delays and triggers. This feature allows you to automate all aspects of your email campaigns, from initial invitations to post-webinar follow-ups.

  • Predefined Delays and Triggers: Set up automated email campaigns based on user actions, such as registration confirmations, reminder emails, and follow-ups.
  • Sophisticated Email Sequences: Craft detailed email workflows to engage attendees and manage your webinar campaign efficiently.

2. Streamline Follow-Up Communication

Hubilo’s Email Marketing Engine simplifies your post-webinar communication tasks:

  • Send Post-Webinar Surveys: Gather feedback from your attendees to improve future webinars.
  • Share Webinar Recordings: Easily distribute recordings to attendees who couldn’t make it to the live event.
  • Provide Additional Resources: Share supplementary materials and information to keep your audience engaged.

3. Access In-Depth Analytics and Insights

With Hubilo, you get comprehensive analytics and insights into your email campaigns:

  • Track Performance: Measure the effectiveness of your webinar email sequence with detailed analytics.
  • Identify Improvement Areas: Use data to find ways to optimize future email campaigns and webinar strategies.
  • Data-Driven Decisions: Make informed decisions based on performance metrics to enhance your webinar marketing efforts.

4. User-Friendly Interface for Easy Management

Hubilo’s intuitive interface makes it easy to manage your webinar email sequence without needing extensive technical skills:

  • Design Visually Appealing Emails: Create engaging email templates that capture your audience’s attention.
  • Set Up Automated Workflows: Simplify the process of creating and managing email campaigns with user-friendly tools.

5. Personalize Your Email Campaigns

Hubilo allows for personalized email campaigns that can boost your registration rates and engagement:

  • Customize Email Content: Tailor emails with specific details such as webinar date, time, and topic.
  • Engage Your Audience: Craft compelling content that resonates with your audience and encourages attendance.

Request a Demo to Explore Hubilo’s Features

Ready to see how Hubilo’s Email Marketing Engine can transform your webinar marketing strategy? Request a demo today and discover the full capabilities of Hubilo’s platform!

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Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.

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