Event and Webinar Invitation Email Template
People decide whether to attend in a few seconds. They need the date, time, place, who it's for and how to sign up. The template below groups those details in one block and uses a single sign-up link.
Subject line examples
- You're invited: [Event name] on [Date]
- Free webinar: [Topic] ([Date])
- Join us at [Event name]
- [Number] seats left for [Event name]
Hi [First name], We're hosting [Event name] on [Date], and we'd like you to join us. Who it's for - [Audience example 1] - [Audience example 2] What we'll cover [Two or three lines about the content] Speaker: [Speaker name], [Title] Details - Date and time: [Date], [Start time]-[End time] [Time zone] - Where: [Venue and address] / Online via [Platform] - Cost: [Price or Free] - Seats: [Number], first come, first served - Register by: [Deadline] Register here: [Registration page URL] Have a question? Reply to this email. See you there, [Your name] [Company] --- [Company] [Street address], [City], [State] [ZIP] You're receiving this because you subscribed to updates from [Company]. Unsubscribe: [Unsubscribe link]
How to write it
- Group date, time, time zone, location, cost and deadline in one details block.
- A short "who it's for" list helps readers decide quickly.
- If it's both in person and online, say how to choose.
- Only mention remaining seats if the number is real.
When to send it
Send the first invitation a few weeks ahead, earlier for events that need travel or planning.
A few days before registration closes, send one reminder to people who haven't signed up. Send day-before reminders only to registered attendees, separately from the newsletter.
The footer is not optional
Under the CAN-SPAM Act, commercial email must identify the sender, include a valid physical postal address, and give a clear way to opt out that you honor within 10 business days. A newsletter that promotes your products or services counts as commercial.
The footer at the end of the example covers these items. Build it once with the email footer generator and reuse it in every issue so nothing gets dropped.
Drafting this with Newsletter Ready
If the event is posted on your website, the invitation can be drafted from that post. Dates and location are taken from the article as written, with a link to the event page.
- It checks your news or blog listing page, or your RSS feed, every hour and picks up new articles (up to 10 at a time).
- It drafts an issue from up to 6 of the newest articles you haven't used yet. It writes only facts found in those articles and links to the source under each section.
- Nothing is sent until you approve it.
- Sender details and the unsubscribe link are added automatically. Unsubscribing takes one click, and bounces and spam complaints are suppressed automatically.
- Paste your site URL on the homepage to see a sample issue in about a minute, without signing up. The free plan covers 300 subscribers and 4 issues per month.
Newsletter templates and examples
Sources
This page is general information, not legal advice.