As a guest of this fabulous event you will have an exclusive .. three attached files with the program and invitation letter for your kind reference.
Discover the five best event invitation emails developed by globally known organisations and brands. The lessons derived from these.
Street Name and Number
Postcode and City
Name ad Surname of the receipant
Street Name and Number
Postcode and City
SUBJECT: INVITATION FOR <ENTER NAME OF the EVENT>
Dear Mr./Ms. <LASTNAME>
We would like to invite you to attend the <ENTER NAME OF the EVENT> located at <ENTER PLACE> on <DATE> at <TIME>. It is our great honor to have you as out guest as we apreciate you as our <CLIENT/CUSTOMER/PARTNER>. We are hoping that we will get the same support from you.
The event is prepared in the intention to show our acknowledgment to our most important <CLIENT/CUSTOMER/PARTNER >. Therefore this will be an outstanding opportunity for us to show appreciation of your business, but it the sample time to strenghten our coopersation.
Please come early so that we can find a comfortable seat for you. We would appreciate if you can attend this event as you are one of out top <clients/partners>.
Please let us know if you are attending the event or not by <DATE>.
Hoping for your presence on that day. We look forward meeting you.
<Name, Surname of the sender>
Hosting an event and want to send event invitation emails that would get tons of people to take part? This is the guide for you.
Except…as an email marketer myself, I know how complicated this can be.
Days deciding on an event announcement flow, hours organizing your email timeline, looking at a blank email page thinking where to start and what to write… Not counting the coffee and energy drinks included in the process.
It’s not a good feeling.
So how do you write an event invitation email that would get people to participate?
It has a lot to do with what people actually want to read and know before deciding to attend your event or not.
Stay with me, I’m about to cover:
Here we go!
Running events is about logistics, agenda, speakers, venue, etc. You know about it all because you’re hosting, what does your audience know?
Like Jon Snow, they know nothing.
It is necessary to ensure participants learn about your events’ details so they would consider participating.
It is a simple equation.
If they don’t know much they won’t understand. No understanding, no interest. No interest, no participation.
No participation, no revenue for you and you end up in debt.
That escalated quickly.
Your event invitation email is a core contributor to your event’s success. It is the medium that would make you able to inform and sell your event to your target audience.
With event email marketing, you’ll be able to:
You don’t need to sit and send emails at each step of your event and preparation. With email marketing automation you can automate your whole event email campaigns and save time.
You could use that time to get partners and contact speakers for your event.
Like making an omelet, you need the perfect recipe to ‘cook’ your winner event email invitation.
Here are 4 elements to making an email invitation.
Whether you’re running an event online or in a venue, these details must be included in your event invitation letter:
Emphasize on the venue address, you might want to include parking information. It is best to embed Google Maps in your address section.
If you’re inviting people for a webinar, ensure you incorporate relevant links and login information. Include time in a way that complies with the timezone of your audience.
Forgetting an important detail can affect the performance of your event and ticket sales.
In case you made an oopsie and forgot to share an important detail, it’s not the end of the world.
You’ll need to address your contacts with an apology email and share with them the missed information.
Going creative with your invitation phrases can increase your contacts click-through rates.
Open your invitation with a warm welcome and make your email as friendly as possible.
Example: “We’d love to see you among us at (event name)“
When writing your closing sentence, make sure to respond to your contacts’ ultimate question: “What’s in it for me?”
Your contacts will only take action when they can relate to what you’re offering.
Alongside email copy, make your invitation email design appealing for readers.
Keep your email design with a singular focus.
Choose a section of your event email and make it the focal point and make it the center of attention.
Do not confuse your reader with many conflicting messages or elements, your reader is going to get confused about what your email is about.
You can animate your invitation email with GIFs or videos. If your event is annual, it is good to include a short video of the previous edition of your event.
According to Hubspot, email opens on mobile are 46%. For that make sure to place a wide reachable call-to-action button for mobile users.
Picking the right subject line for your event email invitation is as hard as naming your son or daughter.
It is the element that would grab your recipients’ attention and get them to read about your event message.
In other words, your email subject line is the fine line between whether your audience will know about your event or not.
Here is how to change the game.
Create a successful subject line is one that:
To help you brainstorm your winner event subject line, here is a list to inspire you.
Deciding on the best email subject line would:
Here are the 19 best email subject line for event announcement:
Quite convinced, huh? Score your subject lines with the Subect Line Scorer in your blog articles too.
If still undecided you can rely on Automizy’s free email subject line tester. It would help you decide on the best subject line to use based on data from over 1 million campaigns.
Not only scoring, but the free subject line tester provides subject line templates you can use to increase your email open rates.
You might also consider using emoji in your subject line.
In increase email open rates, make sure to set up resending the email campaign to non-openers, using different subject line.
I’ve collected 19 inspiring event invitation email template examples to help you come up with your own event email template, content and design.
The goal of the following event invitation email template is to provide contacts with a ‘landing page experience’ and make a decision. Without having to leave the email.
The design is what blows life into your meeting invitation email. It makes it friendly and inviting.
A direct title and content while the reader continues reading the rest of the email for more information.
“You’re invited” It feels exclusive for readers.
This event invitation email sample could be used to promote upcoming event dates. Perfect to use for a music concert, theatre plays, touring events, movie announcement, etc.
The success of a paid event depends a lot on the efforts of tickets’ sales. Promote your ticket sales launch date through a similar conference invitation email template example.
For such an email, make sure your main call-to-action has a color contrast from the body so it stands out.
Targeted email marketing has proven its success with increasing email ROI. It helps you send personalized emails to increase open and click-through rates.
Segment your contacts by their demographic data so you can create a better performing event email campaigns.
The following event invitation sample of a Post Malone concert is sent only to contacts living in Boston, informing them that Post Maline is coming to town.
A responsive invitation email in a series of emails to promote an event for a very relevant global topic, GDPR and how it’s going to affect businesses.
I love how they highlight the address with embedding Google Maps to their invitation email. They don’t want anyone to get lost or arrive late.
Obviously, you won’t be like “Hey this event is here but tickets now.” You don’t want to do that.
First, you’ll want to send an announcement email about your event, tease it a little, trigger curiosity. Then you announce that registration is open and those who are interested can book a ticket.
Here we have a well-designed registration announcement email from Google Cloud.
Your contacts will ask the question: “What’s in it for me?” And you better be prepared with an answer right from your formal event invitation email.
“How consumer trends are transforming the media industry”
That is the title of the following event email sample from Salesforce that gives enough information on why their prospects should attend the event.
You could send the similar business training invitation email when announcing your upcoming seminars.
After the event announcement email, I recommend you send targeted emails based on the geo-location of your contacts.
Targeting each city’s audience with personalized emails and event subject lines.
Some people don’t want to participate at events solo. A good company would make it more interesting and fun.
Include a referral link in your invitation email to motivate contacts to share your event with their friends, colleagues, etc.
In the following event invitation example from Design + Finance, there is a call-to-action link “Share with your friends” to make it easy for your prospects to share your event.
Even though you sent webinar invitation emails and your contacts did confirm attendance doesn’t mean they will show up. Some might forget about your event.
Send reminder email for your event to notify and remind your contacts.
Managing an event is about maximizing your attendees to meet your business goals. This could be done through:
Here is a pre-registration event email sample that could help you increase your attendees and by the end increase your revenue.
It is smart to include two call-to-action buttons, one at the top of your email and one at the bottom. It depends on your invitation email length.
Your speakers can be the reason why your audience would be interested in attending your event. The following event email sample does trigger curiosity by announcing the event speakers.
Instead of listing the speakers in the email, they drive readers to visit the website to meet the speakers.
Right after you communicate all the required information about your event, your contacts are at the bottom of your event sales funnel.
A hard sell won’t hurt at this point to sell more tickets. Here is a unique event email example to promote ticket sales for your leads.
I hope you realize a sold-out event, but with a Mamba Mentality, there are even more verticals to make your event bigger.
Hosting a live stream for your physical event can only go right for your business. At least contacts who did not make it to your event can watch it from the comfort of their homes.
Event reminder emails do not work only as a reminder to attend the event.
You could send registration reminder emails for your event before it is too late for your leads to decide whether to attend or not.
Webinar invitation emails are the success factor for your webinar.
Your webinar email is the place where you can set the right expectations for your audience about what they will learn.
Tell your subscribers what’s in it for them, and eventually, they will book a spot.
Who said trailers are only for movies? And if an image is worth a thousand words, what would be the worth of a video?
Here is an event invitation email template that includes a trailer video about the conference.
Some businesses run occasional special events and parties.
It is the case for restaurants, clubs, and pubs to send party invitation emails.
A special occasion could even a karaoke party that you want to make a success.
Unique, on brand design invitation email sample that creates a special experience for customers that continues to build loyalty for their brand.
Sometimes you want to remind your contact not to miss your upcoming event.
Consider sending a gentle reminder before the ticket booking closing date and the actual event date.
For physical events send a reminder 1 day before the actual event date.
Yet, for online events, I recommend sending friendly reminder emails a couple of hours before the event starting time.
Here are some general rules for sending friendly reminder email for event:
Now that you know how to write an invitation and reminder email for an event, let’s take a look at how to set it up.
An event invitation email marketing is about sending emails to:
Both are managed differently on your email marketing provider.
Let’s go through each separately.
Notifying your existing contact about your upcoming event is not only one announcement email that you send.
Your invitation email campaign is a drip campaign that consists of more than one email, with the objective of:
Let’s walk through the process in steps.
The first thing to start with is log in to your Automizy email marketing provider. If you do not have an account yet, you can register for free and start using it.
Click on “Add contacts” and select “New list”. After naming your email list, you can choose to import your contacts manually or import a CSV file from your computer.
If you’re managing your contacts on CRM tools, you can sync your contacts to Automizy without the hustle of exporting and importing contacts.
Once you have your contacts imported or connected you’re ready for your second step. Create your event invitation drip campaign.
Now that you’ve imported your contacts, you have to craft your emails’ content and set up your event workflow.
You can add your drip emails into Automizy real quick with a couple of clicks.
Make sure that your emails are coherent and consistent so you reach your drips’ full potential.
You can create your drip email campaign workflow visually in Automizy’ visual automation campaign builder, and it would look like this:
Also, apply “waiting periods” between your drip emails. You don’t want to send all 3 or 4 emails in the first 24 hours. That’s spamming.
Once you have your drip emails ready, click on “Publish” to start your event invitation drip campaign.
Choose “Yes, pull in old & new contacts” to start sending emails to your contact list.
Confirming attendance and reserved seats for your event attendees is a common case for webinar email campaigns.
Even though webinars are held online, it is always considered an event for you.
When you send your webinar invitation email, you want your contacts to click the CTA to book a seat and confirm their attendance.
It would help you learn about the expected number of attendees, or maybe you want to verify your contacts email address with double opt-in emails.
In such a case you need to set up a webinar invitation email workflow with conditions.
Important: Apply a “wait period” before you set your condition.
Give your contacts some time to interact with your email. It will also help you to be more accurate when it comes to segmentation.
After the promised confirmation period, apply the condition “Has clicked a link in email” and split your automation for the two branches “Yes” branch and “No” branch.
Since your first email would include a CTA to confirm the registration, apply a condition to segment those who confirmed and those who didn’t.
Users go on the “Yes” branch if they’ve clicked on the confirmation CTA in the first email. In this branch, contacts receive a webinar confirmation email with further information.
Also, a reminder email on the day of the webinar to make sure they attend it.
Contacts who did not confirm registration, receive a different email with dates of the upcoming webinar.
That is one event invitation email sequence from Automizy. It is completely customizable and you can always adjust it to your event goals.
When you’re promoting your upcoming event, interested prospects would register for it through:
It would be one acquisition channel or more, depends on your lead generation efforts.
At Automizy we help you connect your different lead generation sources to your email list, and put your event registrants into an email marketing sales funnel to increase your event’s participants.
Here is the whole process in steps.
You can create opt-in email lists, so you have different lists depending on which form your website visitors subscribe through.
You can connect the existing forms on your web page to Automizy with Autodetect feature. It will connect your existing website form to a specific email list.
Open your Automizy account and go to “Manage contacts” then click on “Signup forms” and click on: “Connect From Website“.
Or you can connect your CRM tools to your email list and let your leads go directly to your triggered event email marketing campaigns.
First thing first, you need your choose your triggers and select when you want to send your emails.
In Automizy, you can create personalized and automated email workflows that can get triggered when a contact:
Triggers allow you to start email automation and apply actions to event registrants. That’s when you put your event registrants into your email sales funnel.
Your desired customer action in your event email marketing is:
It always depends on whether you are running free or paid events.
The magic is, whether your event is paid or it is an online webinar you need to nurture and qualify your leads to maximize your event attendance.
After you did set up your email automation trigger on contact joining “Event registrations” email list, you need to put your leads in a well-designed event email sales funnel.
By the end of this event email drip campaign, your leads would know all the details related to your event.
At this point, your leads are more likely to convert to customers and attendees.
Now that you’ve seen the recipe to cook your best examples of event invitation emails.
I hope the event letter templates we shared inspired you and helped understand how you can persuade people to convert and show up at your event.
You’re hosting an event soon? Invite me, I’d love to meet you 😊
I’m the Head of Marketing @ Automizy.
I started out in the marketing startup world right after graduation and since then it’s been a blast to navigate in these waters.
After work, I love playing basketball and traveling.
Should you accept our invitation, we kindly ask you to reply to this letter or contact [Mr. John] by [Friday, 1 July ] latest. [Mr. John] is the event coordinator.
You can download a printable PDF of this template letter here.
Address and date
Dear __________ MP
Start of your letter by introducing yourself. Introduce the topic of climate change and explain why you are interested in it. For example…
I am writing to you as a constituent concerned about the effects of climate change predicted to affect the UK in the near future as I am aware of the detrimental effects climate change will have on the local and national level.
You may wish to add some personal details into your letter, for example;
A personal experience you have had regarding climate change, e.g. the impact in a country you have visited.
You could talk about ways in which you feel climate change affects you directly, e.g. air pollution as you walk around town.
It is good to tell your MP you appreciate their work on something they have done. You can find your MPs previous voting record at www.theyworkforyou.comor visit their website to find out campaigns they have taken part in. View our page on researching your MP here.
Outline the event that you are inviting them to; is it an informal coffee morning? Or a more formal event with talks and presentations? It is important to make your MP feel welcomed to the event as an important asset. They won’t be keen to attend another event if they are put on the spot or made to feel on the defence.
Tell your MP what you would like their role at the event to be. If they are giving a talk, give them an idea of the audience they will be delivering to and what you would like them to cover. For example;
I am writing to ask if you would speak about your experience on the UK’s Climate Change Committee. I anticipate that most people attending the event will be very new to these issues, so it would be great for them to hear from their local MP why it is important that we support our Government in doing more about climate change.
Finish off, for example…
I would be delighted if you were able to join us at this event. I look forward to hearing from you.
Your speaker or performer's invitation should be a formal letter or email, outlining the reasons why you're inviting them to your TEDx event. Below is a simple.