Webinars are one of the most effective lead generation tactics for SaaS companies. But the success of your webinar depends heavily on your email strategy. The average webinar sees only 35-40% of registrants actually attend - but with the right email sequence, you can push that to 50-60% or higher.
The key is a multi-touch sequence: invitation emails that sell the value, reminders that prevent no-shows, and follow-ups that convert interest into action.
These templates cover the full webinar email lifecycle, from save-the-date to post-event nurture.
Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Free webinar: {{webinarTitle}}Join us {{webinarDate}} to learn {{keyTakeaway}}...Reminder: {{webinarTitle}} is {{timeframe}}Don't miss it - add to your calendar now...{{webinarTitle}} recording + resourcesHere's everything we covered, plus bonus materials...Save the date: {{eventName}} | {{eventDate}}Mark your calendar for our biggest event of the year...We missed you at {{eventName}}!No worries - here's what you missed...Best Practices
Send multiple reminders
Registrants forget. Send reminders at 24 hours, 1 hour, and 15 minutes before for maximum attendance.
Lead with value, not features
Focus on what attendees will learn or be able to do after, not what the webinar covers.
Include calendar links
Make it one-click to add to calendar. This single addition can increase attendance by 20%.
Always offer the recording
Many people register knowing they can't attend live. Offering a recording increases registrations.
Follow up within 24 hours
Post-event emails sent within 24 hours see 3x higher engagement than those sent later.
Common Mistakes
Only sending one invitation
Most people need 2-3 touches before they register. Send an initial invite, plus 1-2 follow-ups.
No calendar integration
If registrants can't easily add to their calendar, they'll forget. Always include .ics or calendar links.
Generic subject lines
'Join our webinar' is boring. Highlight the specific value: 'Learn to 2x your conversion rate'.
Forgetting no-shows
Registrants who don't attend are still warm leads. Follow up with the recording and key takeaways.
Not segmenting attendees vs. no-shows
Attendees and no-shows need different follow-up sequences. Don't send the same email to both.
Subject Line Examples
Free webinar: {{topic}} ({{date}})Clear value proposition with date for urgency
Tomorrow: {{webinarTitle}} starts at {{time}}Urgency-driven reminder that gets opened
Your {{webinarTitle}} recording is readyDelivers on promise, high open rate for post-event
We missed you at {{eventName}}!Personal, non-judgmental no-show follow-up
Learn {{outcome}} in {{duration}}Specific outcome + time commitment = high conversion
{{speakerName}} shares {{topic}} secretsSpeaker credibility for higher-profile webinars
Starting in 1 hour: {{webinarTitle}}Last-minute reminder that catches people before start
{{number}} questions answered from {{webinarTitle}}Post-event email with specific value
Timing & Performance
Host webinars mid-week when attendance is highest. For the email sequence: invite 2 weeks out, reminder at 24 hours, 1 hour, and 15 minutes before. Follow up within 24 hours of the event.
Personalization Tips
Industry-Specific Tips
- Focus on tactical, actionable content for busy professionals
- Keep webinars to 30-45 minutes max
- Include Q&A time - B2B audiences have specific questions
- Offer a demo or trial CTA at the end
- Include case studies and real examples
- Show before/after results with specific metrics
- Partner with industry influencers as co-hosts
- Provide templates and swipe files as takeaways
- Break longer content into series
- Include workbooks or worksheets
- Offer certification or completion badges
- Build a community around the content
The Complete Webinar Email Sequence
A successful webinar requires more than a single invitation email. The best-performing webinars use a multi-touch sequence that maximizes both registrations and attendance.
Pre-Webinar Sequence
- Save the Date (4+ weeks out): For major events, give people early notice
- Invitation Email (2-3 weeks out): Full details with registration CTA
- Reminder #1 (1 week out): For those who didn't register yet
- 24-Hour Reminder: For registrants - include calendar link
- 1-Hour Reminder: Last chance to join, direct join link
- Starting Now: Optional, for webinars where live attendance matters
Post-Webinar Sequence
- Immediate Follow-up (same day): Recording, slides, resources
- No-Show Email: Recording link with key highlights
- Value Email (Day 2-3): Expand on a topic, answer common questions
- Conversion Email (Day 5-7): CTA to demo, trial, or purchase
Webinar Email Subject Line Formulas
High-performing webinar subject lines follow specific patterns:
- Outcome-focused: "Learn to [achieve X] in [time]"
- Urgency: "Tomorrow: [Webinar title]" or "Starting in 1 hour"
- Value delivery: "Your [webinar] recording is ready"
- Curiosity: "[Number] secrets to [outcome]"
- Authority: "[Expert name] reveals [insight]"
Build Beautiful Email Sequences for Your SaaS
Sequenzy helps SaaS founders create automated email sequences that convert. From onboarding to retention - all in one platform.