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How you can Promote a Webinar with E-mail Advertising

Webinars may help you to generate certified leads, educate prospects, facilitate onboarding processes, and foster partnerships and collaborations. Nonetheless, to realize the specified outcomes, you might want to promote your webinar to get variety of attendees. 

On this information, we’ll present you tips on how to use electronic mail advertising to persuade folks to enroll in and attend your webinar. Whether or not you’re focusing on your subscribers or a listing of people who find themselves much less conscious of your model, we now have acquired you lined. Our three-step course of covers tips on how to successfully promote a webinar by creating persuasive electronic mail copy, utilizing the proper segmentation to ship out emails, and monitoring electronic mail efficiency.

Step 1: Create the Promo Copy

The promo copy refers back to the content material of the webinar promotion electronic mail. It consists of the electronic mail topic line, physique textual content, call-to-action (CTA), photographs, and movies. All these supplies ought to align with the widespread purpose of getting your audience overrated for the webinar. 

Right here’s how to make sure every a part of the copy is helpful to your webinar promotion:

E-mail Topic Line

The e-mail topic line influences whether or not or not the recipient will open the e-mail. In reality, 47% of electronic mail recipients open the e-mail based mostly on the topic line. For that reason, if you wish to pique the recipient’s curiosity and encourage them to learn your electronic mail, the topic line must be on-point.

Be sure that the topic line conveys your webinar’s predominant agenda utilizing the fewest phrases attainable. Ideally, the topic line must be lower than 50 characters in order that it renders completely on cellular gadgets. In addition to that, create customized topic strains: including the recipient’s identify within the topic line can enhance open charges by 16%

Different ideas for creating compelling and profitable topic strains embrace:

  • Play on the subscriber’s feelings — spotlight their ache factors and promise to ship the very best resolution
  • Use benefit-based language — present clearly the worth they’ll acquire in the event that they attend the webinar
  • Keep away from phrases which can be recognized to set off spam
  • Lead with motion phrases, the place attainable

E-mail Physique

When you’ve crafted an important topic line, you’ve hopefully satisfied the recipient to open your electronic mail. Subsequent, you must present extra particulars to advertise the webinar. Ideally, the e-mail physique ought to embrace a listing of the factors or areas the webinar will cowl. That is vital because it helps the invitee decide an important particulars to determine whether or not or not the webinar is related to them.

In addition to that, present particulars in regards to the webinar audio system. Data such because the audio system’ persona, background, photographs, achievements, and extra evokes the invitee and could also be essential relating to securing their attendance. Examine how Omniscient Digital provides details about the webinar audio system. 

Lastly, the physique ought to embrace a conspicuous CTA. The rule of thumb is to make the CTA button stand out towards the remainder of the e-mail in order that it’s simpler to seek out for the invitee. Furthermore, it ought to show a easy and direct command similar to “be a part of the visitor listing” or “register now.” 

Asana has perfected the artwork of webinar emails. We like how their CTA makes use of a special colour from the remainder of the e-mail to make it eye-catching. 

webinar cta

E-mail Design

The electronic mail design and the colour palette additionally matter relating to webinar promotion. A very good design ought to match your model color and style schemes. In addition to giving your model a highlight, it must also embrace white house and create a pure movement for the reader to simply navigate via the content material. 

Furthermore, you must think about whether or not the general design makes it simple for the reader to seek out the CTA button. The Asana electronic mail above has performed that so completely. 

Step 2: Ship Out The Emails

After getting created the copy, the following step is to ship out the emails. In terms of sending webinar emails, three issues are vital: segmentation, timing, and frequency. 

E-mail Segmentation

E-mail segmentation will increase open charges, and it’s simple to grasp why. Not everybody in your listing is a audience to your webinar. 

For instance, let’s say you’re an electronic mail advertising software program supplier. Your listing might embrace businesses, freelancers, in-house entrepreneurs, and so forth. In the event you arrange a webinar entitled “Rising Your Company Utilizing E-mail,” then it in all probability wouldn’t be related to everybody in your listing. You would need to phase your listing to make sure that your invitees have been company homeowners.

Segmenting your listing ensures that you simply get signups from folks for whom the webinar could be genuinely related, thus growing the possibility of producing extremely certified leads. 


You additionally need to time your electronic mail sequence successfully as you promote your webinar. Take, for instance, the preliminary announcement electronic mail. In the event you ship it out simply a few days earlier than the occasion, an enormous chunk of potential leads could fail to discover a slot of their schedule to attend. Keep in mind: a lot of your required attendees are busy professionals, and you must give them ample time to reorganize their schedules to accommodate a webinar.

Alternatively, don’t ship out the invitation too early. If the invitation is available in too far upfront, the attendee could overlook in regards to the webinar. In addition to, some leads could fail to register as a result of they’re unsure of how their schedules will look sooner or later.


Don’t ship out the pre-launch electronic mail and count on to get a most variety of attendees. Essentially the most profitable webinar promotion technique requires a sequence of emails. However how typically do you have to ship out emails in regards to the webinar?  

  • Pre-launch or preliminary announcement electronic mail: The purpose of the introduction electronic mail is to generate hype across the webinar. Ideally, you must ship the e-mail about 2-3 weeks earlier than the webinar. Right here’s an instance of a pre-launch electronic mail: 

webinar promotion email copy

  • Signup and registration electronic mail: The signup electronic mail formally invitations the recipient to the webinar. It ought to spotlight the worth: why ought to the attendee put aside 30 or 60 minutes of their time to take heed to you and different audio system? Omniscient digital sends the invite seven days after the primary electronic mail.
  • Invitation reminder: Some invitees will enroll after the pre-launch and signup electronic mail, whereas others received’t. You need to ship the invitation reminder to people who didn’t enroll, simply in case the invitation acquired buried of their inbox. Ideally, you must ship the reminder inside per week of the webinar. 

Needless to say you may need to ship a number of reminders relying on if you despatched the invitation and when the webinar is. That is additionally the very best time to share a video that includes a sneak peek of the webinar. The video excerpt can get the invitees fired up about registering.

promtional webinar email copy

  • Signup Autoresponder: You must also arrange an autoresponder to let attendees know that their registration has been profitable. The affirmation electronic mail ought to arrive within the subscriber’s inbox a couple of minutes after they enroll. The e-mail ought to comprise particulars in regards to the webinar, such because the date, time, webinar ID, and passcode. 
  • Webinar reminder: Not all attendees will mark the occasion of their digital calendar. To make sure the occasion doesn’t slip their thoughts, you must ship them a reminder to reiterate the date, time, and tips on how to be a part of the webinar. Some folks ship the webinar reminder a day earlier than the occasion, however it’s additionally okay to ship the reminder an hour earlier than the occasion. 

webinar follow up reminder

  • Webinar Recap: Apparently, not all signups will flip up for the webinar. Some will miss the occasion for causes past their management however could be thinking about gathering the information shared throughout the webinar. Alternatively, some attendees could also be thinking about returning to the content material to raised perceive a degree they didn’t get the chance to contemplate absolutely throughout the webinar. 

A webinar recap electronic mail serves to satisfy all of those wants. It gives a abstract of what was lined and provides recipients an choice to get sources similar to webinar recordings, slides, and hyperlinks to related blogs. 

Step 3: Monitor Efficiency

Each webinar you maintain is a studying curve and a chance to raised your webinar promotion technique. For that reason, you must observe efficiency at each step of the webinar journey. Among the issues to trace embrace the variety of signups, variety of attendees, and certified leads generated. These efficiency indicators could function benchmarks for future webinars. 

Are you able to plan a webinar? We’d love to assist. Benchmark E-mail gives all you might want to create stunning electronic mail templates, observe your outcomes, and enhance your future campaigns. Join a free account to get began!




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