Webinar invitation email sequence, from invite to replay
Many people who register for a webinar never show up, so the invite is only half the job. Your todo.is agent writes the full set: a webinar invitation email that sells the takeaways, reminders for the day before and one hour before, and a replay email for everyone who missed it.
The prompt
- Write a webinar invitation email sequence for my webinar "[WEBINAR TITLE]" on [DATE, TIME AND TIME ZONE]. It is for [TARGET AUDIENCE], hosted by [SPEAKERS AND WHY THEY ARE CREDIBLE]. In 45 minutes attendees will learn: [3 KEY TAKEAWAYS]. The registration link is [REGISTRATION LINK]. Write 4 emails: the invitation (under 150 words, takeaways as bullets, one button), a reminder the day before, a short "starting in 1 hour" email with the join link, and a replay email for the day after. Each with a subject line and preview text. No hype. Deliver them in a Word document, and remind me on Slack to send each one at the right time.
What to change
- [WEBINAR TITLE]: E.g. "How to price your first freelance project".
- [DATE, TIME AND TIME ZONE]: E.g. "Wednesday 12 November, 17:00 London time". Add a second time zone if your audience is global.
- [TARGET AUDIENCE]: E.g. "freelance developers in their first two years".
- [SPEAKERS AND WHY THEY ARE CREDIBLE]: E.g. "Nina Park, who has run a freelance studio for 9 years".
- [3 KEY TAKEAWAYS]: E.g. "how to estimate hours, when to charge per project, how to say no to scope creep".
- [REGISTRATION LINK]: Your registration page, e.g. from your webinar platform.
Example result
- Email 1: invitation (2 to 3 weeks before)
- Subject: Free webinar: how to price your first freelance project
- Preview: 45 minutes, live Q&A, Wednesday 12 November.
- Hi Leo,
- Pricing is where most new freelancers lose money. Charge too little and you burn out; charge too much and you hear nothing back.
- Join Nina Park, who has run a freelance development studio for nine years, for a free 45-minute webinar on Wednesday 12 November at 17:00 London time.
- You will learn:
- • How to estimate hours without guessing
- • When to charge per project instead of per hour
- • What to say when a client keeps adding "small" requests
- There is 15 minutes of live Q&A at the end. Cannot make it? Register anyway and we will send the replay.
- [Save my seat]
- Email 2: reminder (day before)
- Subject: Tomorrow at 17:00: pricing your freelance work
- Hi Leo, see you tomorrow. Bring a real project you are pricing, and Nina may use it as an example in the Q&A.
- Email 3: starting in 1 hour
- Subject: We go live in 1 hour
- Hi Leo, we start at 17:00 London time. Here is your link: [Join the webinar]
- Email 4: replay (day after)
- Subject: The replay is here (plus Nina's pricing sheet)
- Hi Leo, thanks for registering. Here is the full recording and the pricing sheet Nina shared. The replay is up for 7 days.
- [Watch the replay]
- Why this sequence works
- • The invite sells outcomes, not the speaker's biography
- • Two reminders bring back people who forgot
- • "Register anyway" catches people who cannot attend live
How to do it with todo.is
- Copy the prompt and fill the [brackets] with your title, date, speakers and takeaways.
- Paste it into todo.is or message your agent on Slack or Telegram.
- Your agent writes all four emails in a Word file and sets reminders for each send time.
- Load the emails into your webinar or email platform. Ask your agent to write a LinkedIn post to promote it too.
Tips for a better result
- Promise three concrete takeaways. "Learn about pricing" is vague; "how to estimate hours" is a reason to come.
- Show the time with the time zone, and a second one if your audience spans regions.
- Tuesday to Thursday, mid-morning or late afternoon, is a common slot for business webinars. Test what works for your audience.
- Always send the replay. Many registrants plan to watch it later anyway.
webinar invitation email: FAQ
- When should I send a webinar invitation email? Two to three weeks before the webinar works well, with a second push about a week before, then reminders the day before and an hour before.
- How do I increase webinar attendance? Send reminders the day before and one hour before with the join link, and give people a reason to show up live, like Q&A or a bonus resource.
- What should a webinar invitation include? The title, date and time with time zone, who it is for, the speaker, three takeaways, the length and a clear registration button.
- Can the agent write the webinar script too? Yes. Ask your agent for a webinar outline or script, slides as PowerPoint, and a follow-up survey.
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