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So how do you write a persuasive email for event invitation that fills venues and virtual seats? This article reveals five key elements every invitation email contains. We’ll also provide real-world even email examples you can use as inspiration during your writing process. It should prove instructive no matter the event type you're hosting.
The key elements of a successful event email are a catchy subject line, clear event details, call-to-action, RSVP option, event date/time/location, benefits of attending, engaging visuals, and social proof/testimonials. Keep it concise and compelling to drive event registrations effectively.
Let's explore this in more detail.
Event invitation emails are typically composed of five key elements. They are:
The subject line is the first thing your recipients will see after receiving your email for event invitation. It’s so important that this short line of text determines whether or not your subscribers will open your email. Additionally, statistics reveal that 69% of email recipients base their decision to report an email as spam on its subject line. You need to get it right.
Thus, take the time to craft clear and engaging email subject lines when drafting an email invitation. One way to do that is to keep the subject line under 10 words. You can also create a sense of urgency by using time-sensitive language (“Last Chance to Register!”). Finally, where possible, include the recipient's name.
Getting your recipients to open your email for an upcoming event is but one of several hurdles. The next one to clear involves using an irresistible opening line to reel them in.
Your aim for this section of the email is simple. You must let the reader know how your upcoming webinars, other virtual events and in-person events can help them.
An effective method for hooking potential attendees is to highlight the value they’ll gain by attending your event from the get-go. Referring to these potential guests by name can also help to give your emails a personal touch.
Event email invitations aren’t complete without event details. How else will recipients know where and when to show up to attend your event?
Below is a breakdown of what to include (where applicable):
Event invitation emails need call-to-action buttons that recipients can press to register their attendance. While including a registration link can work, a brightly-colored button is more noticeable and stands apart from the email body’s text.
As for the button’s text, you can use language that creates urgency and is action-oriented. Phrases like “Save My Seat” work well for an exclusive event while “Register Now” is a time-tested phrase.
Email signatures give emails a professional touch. They’re the last thing your prospective event attendees will see and should include your contact details (name and contact information). You can use a free email signature generator to create one and include it in your email’s footer.
Another effective strategy is to add a link or a QR Code to your Apple Wallet business card to your email signature. Include promo codes and registration links as a QR code for easy access and convenience.
When creating an email for an event invitation, always include the five elements mentioned above. But that’s not all. Before you hit send, make sure you verify addresses using email finder software. You want to make sure your emails reach your intended recipients in the first place.
Use the following event invitation email samples as inspiration for your campaign. If you run a software-as-a-service business, consider checking out these SaaS email marketing examples as well.
Charity events are an excellent way to show your customers that your company stands for social causes. A case in point is this inspiring email by Kampgrounds of America, which promotes its Care Camps Big Weekend event. The event gives kids with cancer and their families a getaway weekend and a discount.
Take a leaf out of Kampgrounds of America’s playbook when creating an email for your charity event.
Conferences are excellent events for showcasing your business’s expertise and positioning it as a leader in its field. As Segment’s email shows, you can invite industry professionals to motivate prospective attendees to register.
Use Segment’s email as inspiration to create an effective event invitation email for your conference or seminar.
Corporate events provide companies with avenues for meeting with their employees and customers in a relaxed setting. The Facebook Business corporate email above is the perfect example of such a networking event and one worth emulating.
Follow Facebook Business’s lead by using personalization and appealing offers to boost attendance for your corporate event.
Hosting events to appreciate your customers can be excellent for building brand loyalty. Quotit’s email is the perfect example of a customer appreciation event invitation done right.
Use Quotit’s email as the basis for your inspiration when writing a customer appreciation event email.
If you run a retail business, exclusive sales events offer a way to create a sense of exclusivity while rewarding customers. You can use such an event to invite your customers who’ve previously expressed interest in limited-stock products to shop (think abandoned carts).
The email above by Valley Cruise is a fantastic example of an exclusive sales event email. Here’s why:
The next time you want to drum up sales, try using Valley Cruise’s email as a template for your exclusive sales event invitation.
Are you launching a new product? A new product launch or demo event invitation is a fantastic way to create buzz ahead of launch day. These event invitations create excitement by withholding information about the product in question. The email from Boosted above should provide pointers on how it’s done.
Like Boosted’s email, make sure to keep your product launch invitations sparse on details while using emotionally charged phrases.
Webinars are among the most common virtual events businesses like yours can host. They offer a means of connecting with your customers no matter where they’re located in the world. That said, you’ll need to pull out all the stops to fill your event’s virtual seats. The above email by Everafter is an education on how it’s done.
Use Everafter’s email as inspiration for your next webinar email invitation. You may also want to follow tips for hosting virtual events when setting up.
Writing a compelling email that invites your subscribers to your event is pretty straightforward. You’ll need to keep five elements in mind during the writing process.
The first is a clear and engaging subject line to get the email opened. The second is an irresistible opening line that encourages the subscriber to read on. Third are the event’s details and peripheral information like special guest speakers. Fourth is a call-to-action button with a background color that contrasts with the email’s text. And fifth and finally, an email signature.
When you pay attention to these five elements, you can craft a good email for event invitations that can help you achieve a decent attendance rate. Good luck!
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