Event creators, event organizers, and event marketers know that event invitation emails are hard to write. However, if done right, an event invitation email will lead to successful event promotion. On the other hand, if done wrong, it will lead to a waste of effort and poor return on investment.
Event invitation emails play a huge and important role in the success of every event. Whether it’s a webinar, a fundraiser, or a networking event, event professionals can use an email invitation to sell out their events. But how do you write an event invitation email that sells? This article gives you great ideas to fire up your creativity regardless if this is your first or nth time making an event invitation email.
The Importance of an Event Invitation Email
The event invitation email is your first action of communication with your potential attendees, making it crucial to leave a great first impression. The following summarizes the importance of a well-crafted event invitation email.
1. Efficient Information
An event invitation email is very efficient in informing your potential attendees about an upcoming event. Email invitations are faster to deliver, cheaper to produce, and easier to edit. Furthermore, event emails give an event planner an idea of how many people are going to attend your event.
2. Convince Your Target Audience to Attend
An effective invitation email entices the target audience to attend an event by providing all the necessary information, creating a sense of urgency, highlighting the benefits of attending your event, and personalizing the communication. These elements work together to ensure event managers achieve their goal of a successful event by ensuring that their target audience attends and engages with the event.
3. Wide Outreach
With one event email template produced, you can send thousands of personalized emails to subscribers or potential attendees nationwide or worldwide with one click of your finger. You can also use it as an event announcement on social media channels for wider outreach to potential participants.
4. Opportunity for Personalization
Email personalization is an email marketing process that uses attendees’ personal information to produce more targeted emails. Personalization massively increases email marketing success and performance since people respond more to personalized event invitation emails, resulting in higher open and click rates.
5. Opportunities for Creative Communications
Creating an invitation email encourages unlimited imagination from compelling words to the best email invitation design (which reflects the event theme).
Choose the style of your event email which represents your branding best. It should also appeal to the tastes and preferences of your audience. To effectively style your event email, you need to know your clients well enough.
How to Create an Event Invitation Email in 7 Easy Steps
1. Gather Invitation Samples
Competitor research is a great place to start your event email creation. Gather samples of event invitations sent out by top competitors or brands who are targeting the same audience for their events. Identify the reasons why their efforts are effective and successful and why others are not.
Take note of the visuals (style, color palette, branding), details that they’ve included, choice of words (which includes tone), how long the email is, their value proposition, CTA, and timing ( when do your competitors send out their invitation email). Determine what you like and dislike to develop your style. Here are some details to consider:
- The goal of the event
- What or who is the event for
- Benefits of attending the event
- Some relevant information that your invitees will want to know before responding
2. Create the Perfect Pitch: Pick the Right Style and Tone
When creating an event invitation email, it’s important to decide on the style and tone you want to convey. Deciding on the style and tone of your invitation letter will help set the overall mood and impression that your email creates with your audience.
When deciding on the tone, consider if your attendees prefer it to be formal or informal. It should align with brand consistency, convey excitement and enthusiasm, consider a level of personalization that is appropriate for your audience, and it should be clear and direct.
3. Create a Compelling Subject Line
Creating an eye-catching headline is one of the essential elements of an email. It’s the first thing your audience will see in their inbox. Your email subject line will determine if your subscriber will open your email or neglect it.
To achieve a high open rate in an email subject line, follow these tips:
- Be concise and clear
- Highlight the benefits
- Use action-oriented language
- Create urgency
- Personalize your subject line
4. Think of the Best Layout and Design
Whether you like it or not, looks matter, especially in emails. Invest in making a creative and meaningful design where every element will serve a purpose. Entice with a beautiful email design and at the same time provide valuable event details to your invitees.
You can customize and automate your event emails with Event Smart. You can decide on the email design, add a GIF and video to your email, attach the link for your event, and schedule when to send them. Event Smart will do the work for you so that you can focus on more important things.
5. Write a Detailed Email Content
The body of your event invitation email is where you can provide more details about your event and convince recipients to attend. Sell and pitch your event by following these tips on how to write an effective body for your event invitation email:
- Start with a catchy opening sentence: Your opening sentence should grab the reader’s attention and create excitement about your event. Consider using a question, a bold statement, or a teaser to pique their interest.
- Provide key details: In the body of your email, provide key details about your event such as the date, time, location, and agenda. Be clear and concise, and use bullet points or numbered lists to make the information easy to read.
- Highlight the benefits: To convince recipients to attend, highlight the benefits of attending your event. What will they learn, who will they meet, and what kind of experience can they expect? Use persuasive language to emphasize the value of your event. State any awards, discounts, swag bags, gifts, resources and other things that your event can offer. Emphasize what your audience will miss out on.
- Include testimonials or endorsements: If you have any endorsements or testimonials from previous attendees, include them in your email. Including testimonials and reviews can help to build credibility and increase the likelihood of attendance.
6. Put a Strong CTA
One important aspect of a successful invitation email is the Call-to-Action (CTA). A strong CTA is what drives recipients to take action and register for your event.
To create a strong CTA, you should make it clear, concise, and attention-grabbing. Use action-oriented words that motivate the reader to take action, such as “Register Now,” “RSVP Today,” or “Claim Your Spot.” The CTA should be placed prominently in the email, ideally above the fold, so that it’s immediately visible to the reader.
In addition to the wording and placement of the CTA, it’s important to make the registration process as straightforward as possible. Make registration for your event easy, smooth, and hassle-free by partnering with an efficient event registration manager like Event Smart.
Provide a clear link to the registration page and ensure that the page is user-friendly and mobile-responsive. You can also consider including a deadline to create a sense of urgency and encourage immediate action.
7. Add Your Signature
Adding your signature to your event invitation email can add a personal touch and increase the credibility and trustworthiness of your message. Your signature can also provide important information such as your job title, contact information, and social media handles.
When adding your signature, it’s important to keep it simple and professional. Use a standard font and avoid using too many colors or graphics that may distract from the message. You can include a headshot or a company logo, but ensure that they are small and do not overpower the email.
You can also ask a question at the end of your email like “What other questions do you have? Don’t hesitate to reach out. Once finally done, keep in mind to produce a final email copy of your invitation.
Event Invitation Email Samples
Product launch event invitation email template
Join us for an exclusive preview of our much-anticipated product launch!
Greetings, [Name],
We hope this email finds you well. We’re thrilled to announce the upcoming launch of our latest product that we’ve been working tirelessly on, and we don’t want you to miss out on this exciting opportunity!
Our new product is a game-changer in the industry, and we’re confident that it will revolutionize the way you [insert relevant benefit or use case]. It’s packed with innovative features and cutting-edge technology that will elevate your [insert relevant goal or outcome] to new heights.
As one of our valued attendees, we wanted to extend a special invitation to you to be among the first to experience our new product. By attending the product launch event, you’ll have the opportunity to:
- Be the first to see it in action: Get an exclusive firsthand look at our new product and witness its power and potential in action. You’ll be amazed by its capabilities and how it can benefit your [insert relevant need or pain point].
- Interact with our experts: Our team of product experts will be on hand to provide personalized demonstrations, answer any questions you may have, and provide insights on how our new product can address your specific needs. Take advantage of this unique opportunity to engage with our team and gain valuable insights.
- Exclusive launch promotions: As an attendee, you’ll have access to exclusive launch promotions and discounts that won’t be available to the general public. Take your chance to save big and get your hands on our new product at a special price.
- Network with industry peers: Our product launch event will bring together industry influencers, thought leaders, and fellow professionals. It’s a great opportunity to expand your network, exchange ideas, and build meaningful relationships with like-minded individuals in your industry.
- Limited-time offer: We’re only able to extend this special invitation to a select few, and spots are filling up fast. Don’t miss out on this one-time opportunity to be among the first to experience our game-changing new product.
We can’t wait to share our new product with you and show you how it can transform your [insert relevant need or pain point]. RSVP now to secure your spot at our product launch event on [insert date, time, and location]. We look forward to seeing you there!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
P.S. Don’t miss out on this exclusive opportunity! Reserve your spot now and be among the first to experience our groundbreaking new product. RSVP today! Mark your calendar and join us at the product launch event. You won’t want to miss it!
Fundraiser event invitation email template
Subject: Be a Part of Something Bigger! Join our [Event Name] Fundraiser
Dear [Name of Recipient],
We are thrilled to invite you to our forthcoming fundraising event, [Event Name], where we aim to raise much-needed funds for [insert cause/charity]. The event will take place at [insert venue/location] on [enter day] at [insert time].
[Event Name] is not just an ordinary event, but an opportunity to be part of something bigger – a chance to make a real difference in our community. We have planned an evening filled with entertainment, inspiration, and optimism, including a silent auction, live music, and special guest speakers who will share their impactful stories.
By attending and supporting our fundraiser, you can help us make a positive impact on the lives of those who need it the most. Your generous donation will go a long way in assisting us in reaching our fundraising goal and making a lasting difference in our community.
In addition to the joy of giving, you will also have the chance to connect with like-minded individuals who are passionate about making a positive change. It’s a wonderful opportunity to network, make new friends, and come together for a great cause.
To secure your spot and join us in this important cause, please RSVP by [insert date]. Your presence at our event would mean a lot to us, and we can’t wait to see you there!
[Insert CTA button]: Donate now and make a difference
Thank you in advance for your generosity and support. Together, we can make a significant impact in our community.
Best wishes,
[Your Name] [Your Contact Information] [Your Organization/Event Name] [Your Organization/Event Logo] [Your Organization/Event Website] [Your Social Media Handles] [Optional: Personalized P.S. with a compelling pitch or statement about the cause]
Church event invitation email template
Subject: Join Us for a Joyful Celebration at Our Upcoming Church Event!
Dear [Name of Recipient],
We are delighted to invite you to our upcoming church event, where we will gather as a congregation to celebrate and enhance our faith. During the event, you will have the opportunity to interact, exchange experiences, and listen to inspiring music and sermons.
Date: [Date]
Time: [Time]
Location: [Venue]
We’ve organized a wide range of activities for people of all ages, including games, food, and entertainment. In addition, we have a special guest speaker whose message will inspire and motivate us.
Please register and secure your position by clicking on the link below. We welcome you to share this joyous moment with your family and friends.
[Call to Action: Register Now]
We want to see you at the event and share this memorable occasion with you.
Blessings,
[Your Name]
[Your Church Name]
Workshop event invitation email template
Subject: Don’t Miss Out on Our Exclusive [Name of the Workshop]!
Dear [Name of Recipient],
Are you looking to get ahead of the game and level up your skills? Then you won’t want to miss our exclusive [Name of the Workshop] on [Date]! Attending the workshop is a one-of-a-kind opportunity to learn from industry experts and gain valuable insights that can immediately impact your work.
At [Name of the Workshop], you’ll dive deep into [topics to be covered] and unlock powerful strategies and techniques that will set you apart from the competition. Our experienced speakers, who are experts in their fields, will provide practical tips and real-world examples to help you excel in your industry.
Here are some key details about the workshop:
Date: [Date of the Workshop]
Time: [Start and End Time of the Workshop]
Venue: [Name and Address of the Venue]
Cost: [Ticket Price and Payment Details]
But that’s not all! When you attend [Name of the Workshop], you’ll also receive [additional benefits or bonuses], including [list of what attendees will get]. Plus, you’ll have the opportunity to network with like-minded professionals and expand your professional circle.
Spaces for this exclusive workshop are limited, so be sure to secure your spot now to avoid missing out. Registration is quick and easy – simply click on the link below to book your ticket today:
[Insert Registration Link]
Don’t settle for average. Invest in yourself and your career by joining us at [Name of the Workshop]. Get ahead of the game, gain new skills, and stay ahead of the competition. We look forward to seeing you at the workshop!
Best regards,
[Your Name]
Conference event invitation email template
Join Us at the [Conference Name]: [Conference Theme]!
Dear [Name of Recipient],
Get ready to level up your [Industry/Niche] game! We are thrilled to invite you to the highly anticipated [Conference Name] on the [Conference Dates]. This year’s theme is [Conference subject], and we have an incredible lineup of industry experts who will share their insights and knowledge on the latest trends and breakthroughs in the field.
Imagine gaining valuable insights from the brightest minds in the industry, participating in engaging breakout sessions, and networking with fellow professionals who share your passion for [Industry/Niche]. With our carefully curated speaker lineup, you’ll walk away with actionable strategies and fresh ideas that will help you stay ahead of the competition.
But that’s not all! The [Conference Name] is not just about learning, it’s also about building meaningful connections. You’ll have ample opportunities to network with industry leaders, exchange ideas, and forge valuable partnerships that can propel your career or business to new heights.
Don’t miss out on this unique opportunity to expand your knowledge, enhance your skills, and connect with fellow [Industry/Niche] professionals. Register now to secure your spot at the [Conference Name]!
[Call to Action]: Register Now
We can’t wait to meet you at the [Name of the Conference] and embark on this exciting learning journey together!
Best wishes,
[Your Surname]
[Your Organization/Event Planning Team]
Training event invitation email template
Sharpen Your Expertise Today. Attend [Event Name]
Dear [Name],
Don’t miss out on the chance to sharpen your expertise at our upcoming [Event Name]! Our training event is designed to help you stay ahead of the competition in your profession and gain valuable knowledge from industry professionals.
Some of the topics we will be covering include:
[Topic 1]
[Topic 2]
[Topic 3]
Our event will be held on [Date] from [Time] to [Time] at [Location/Virtual Event Platform]. At the event you will have a unique opportunity to network with fellow professionals, exchange ideas, and learn from the best in the business.
Register today to secure your spot and take advantage of the early bird price. Don’t miss out on this exclusive opportunity to enhance your skills and advance in your career. Simply click on the link below to register:
[Call to Action: Register Now]
If you have any questions, feel free to reach out to us at [Email/Phone Number]. We are thrilled to meet you at the event and help you sharpen your expertise.
Best wishes,
[Your Name]
Sample event invitation email for a conference:
Sample event invitation email for a webinar:
Event Invitation Email Best Practices
To create an effective and successful event invitation email, following these best practices will generate high open rates, RSVPs, and high attendance goals.
1. Specify the Name of the Recipient
Always mention the name of your recipient. When a recipient receives an email that addresses them by name, it immediately grabs their attention and makes them feel valued and appreciated.
Furthermore, personalization can increase the likelihood of the recipient taking the desired action, such as registering for an event, making a donation, or purchasing a product. According to statistics about email marketing, personalized emails have a higher unique open rate of 29% and a higher unique click rate of 41% compared to not personalized ones.
2. Tease the Event in the Subject Line
Instead of using a generic subject line like “Invitation to Our Event”, try to give your recipients a glimpse of what they can expect at the event. Use descriptive and exciting language to pique their interest and make them want to learn more.
For example, if you’re hosting a networking event, a subject line like “Unleash Your Networking Potential: Join Us for an Evening of Connections” can give the recipient an idea of what to expect at the event and makes them feel excited about attending.
Here are some catchy subject lines to put in your event invite:
- “The (event name) excitement is coming for you”
- “See who’s speaking at (event name)”
- “All the shows”
- “Coming to a city near you”
- “What’s new at (event name)”
- “Get ready for (event name)”
- “(event name) passes are here!”
- “Don’t miss out (event name)”
- “See you in (month)”
- “Our annual 2023 meeting”
- “The countdown is on!”
- “The (event name) is back!”
- “Announcing (event name)”
- “(event name), Are you ready?”
- “Turn in on (date; you can include a link to google calendar to your email)”
- “The (event name) program is live”
- “See how you can (verb+adj) at (event name)”
- “Let’s meet at (event name)”
- “Coming soon”
- “Registration Now Open for (event name)”
- “30 days left to Register”
- “14 days left to Register”
- “7 days left to Register”
- “3 days left to Register”
- “1 day left to Register”
- “Last Day to Register”
- “Last Chance to Register”
- “Attendee Gifts at (event name)”
- “Speakers at (event name)”
- “Registration for (event name) Opens Soon”
Once you’ve applied these tricks to your subject line, you can add some of your unique wording, and add relevant event details.
3. Keep It Short and Sweet
Your recipients are likely to receive many emails each day, and they don’t have the time or patience to read through lengthy emails. Get to the point quickly.
Use short paragraphs and bullet points to break up the text and make it more readable. Use a conversational tone and keep the language simple and easy to understand. Remember to include all the essential information about the event, such as the date, time, location, and a brief description.
4. Strategize a Drip Campaign
To plan a drip campaign for an event invitation email, send a teaser email to stimulate interest, followed by the official invitation email with complete event details and a clear call to action. Follow-up emails can be sent to potential participants to remind them to register and to give further information.
A last reminder email might underline the need of enrolling as soon as possible and give a last-minute discount or reward. Send a post-event follow-up email to thank guests, offer a synopsis, and solicit comments.
5. Event Promotion on Additional Marketing Channels
There’s no such thing as too much in event marketing. The saying “the more the merrier” always holds for event marketers. In addition to email marketing, market your event using social media, paid advertising, influencer marketing, content marketing, and collaborations with other groups.
6. Follow-up After the Event
Following up after an event is an important stage in event management. Prepare beforehand your “thank you” email while sharing images and videos, getting comments, suggesting the next steps, and continuing event engagement.
You can strengthen relationships with your attendees, set the groundwork for your future events, and continue to increase your audience by successfully following up.
Conclusion
The creation of an effective event invitation email is critical to the success of any event. You may build an email that effectively educates your potential guests, has a broad reach, allows for email personalization, and stimulates boundless creativity by following the simple steps indicated in this article.
However, adopting event management and ticketing software can do wonders for your event planning and administration process even further. Event Smart is an event administration and ticket sale software that can assist you in streamlining the whole event process, from selling event tickets and creating waitlists for your events after tickets sell out to managing registrations and events to gathering feedback through private comments.
It can also give useful insights and statistics about your guests, allowing you to make data-driven decisions about future events. You may maximize your event’s potential and easily meet your attendance targets by combining a well-crafted event invitation email with an efficient event management and ticketing software.
So, why are you holding out? Start your free trial now!
Leave a Reply