How To Write A Personalized Webinar Follow Up Email That Engages Your Audience

A webinar is a great way to get engaged leads onto your email list. But how do you connect with them in the right way? Sending out the right webinar follow up email sequence is the key to boosting conversions and turning prospects into raving fans. 

How To Write A Personalized Webinar Follow Up Email That Engages Your Audience | Tatiana Belim

Tips To Write The Best Webinar Follow Up Email Series

Writing the perfect webinar follow up email takes a little bit of work…but it’s so worth it. And spoiler alert: there are a few key emails you need to send out in order to maximize your webinar replay sequence. 

Let’s dive in and explore a few strategies that will help you write the perfect webinar follow up email, and then we’ll discuss reminder and replay emails (and what to include). 

Write A Great Subject Line

Writing a great email starts with writing a great subject line. Your subject lines are what entice people to click on YOUR email out of the hundreds in their inbox. You should write subject lines that feel like a one-on-one conversation so that they really catch the attention of your audience. 

After all, think about how many emails a person receives on a daily basis. A lot of huge, automated marketing emails sound really general. The more tailored and enticing your subject lines, the better results you’ll see. 

If you can include someone’s first name, you’re already golden! But other than that, you want to write subject lines that feel like a real human being wrote them. Remember: people don’t want to support companies, they want to support people. 

These types of highly personal subject lines also feel more relevant and intentional, and people don’t feel like their time will be wasted if they read the email.

Include “Add-To-Calendar” Links In The Registration Confirmation Email

 A HUGE piece of the sequence for any webinar follow up email is the one you’ll send to confirm someone’s registration. Inside that registration confirmation email, make sure you include a link that lets the person add the webinar to their calendar. 

Want to know how to do it? Don’t worry—I’ve got you covered! Check out the video below to see exactly how to include “add-to-calendar” links in your registration confirmation emails. 

People love having all of the information they need. No one likes feeling unprepared for something. Including these links not only boosts attendance by reminding people directly from their calendars about the webinar, but also lets people know that you’re prepared for the webinar and ready to make things convenient for them. 

Wondering what else you should include in your webinar registration confirmation emails?

Here’s a list: 

  • Confirmation of successful registration
  • Short description of what the webinar is about/what to expect
  • Link to add a calendar reminder
  • Join link for the webinar itself to save for later
  • Key details like the date and time of the webinar

Send Out Consistent Reminders

After someone’s registered for your webinar, it’s important to send out a few consistent reminders to keep it top-of-mind. 

People are busy, so it’s up to you to remind your webinar attendees about the event. There are a few strategic spots where you should send out reminders: one week prior, one day prior, and on the day-of. 

One Week Prior To The Webinar

About one week before you host the webinar, send out a brief reminder email to get people excited and make sure they know it’s coming up soon. You should include that same link to add a calendar reminder, and give a few details about what to expect. 

Make sure to reiterate the important details, such as the date and time of the webinar. You can also start to ask a few questions and introduce yourself and the topic of the webinar. This is an opportunity to provide initial value, get people excited and prepared, and establish your own expert credibility. 

The Day Before The Webinar

On the day before the webinar, send out another reminder! Keep this one short and sweet, and focus on key details, like: 

  • Date and Time
  • Enticing subject line (try to avoid subject lines like: “Reminder: webinar tomorrow”)
  • Calendar reminder link
  • Link to join the webinar the following day

Day-Of-Webinar Reminder Email

On the day of the webinar, it’s time to send out one final reminder! This should go out just a little bit before the webinar starts. 

Get people excited, but remember—they already registered! This is just your chance to seal the deal, help them remember that they registered, and make them excited to actually attend. 

Now is the time to really prioritize the link to join the webinar, along with any instructions they’ll need. 

Personalize Emails For Specific Segments Of Your Audience

Now, let’s talk about the webinar follow up email sequence. 

You’ll want to send out personalized emails based on who attended live and who didn’t so that they can catch the replay and see what’s next. 

Immediately After The Event, Send A Webinar Follow Up Email To Your Attendees

This first email should be sent to those who attended the webinar live. You’ll want to send out a “thank you” for attending…this is CRUCIAL to building relationships with your attendees! 

You can also let your attendees know what to expect next, including receiving a replay, other resources to check out, or how to work with you, snag a product, or invest in your services or course. It shouldn’t be overly salesy, but could include a checklist of “what happens next.”

Just remember to focus on thanking people for showing up live!

If you want, let attendees know that they can reply to the email with any questions they might have come up with since attending the webinar. 

Related: Why A Webinar Email Marketing Strategy Matters (And How To Start)

Send Out A Replay, But Personalize It Based On Attendance

Now it’s time to send out a replay. This email should happen the day after the webinar and include the recording. 

You’ll want to create two separate, slightly different emails segmented by audience: those who attended the webinar and those who missed it. Keeping it personalized lets you show your audience how much you care and connect with them on a more tailored, deeper level. 

This webinar follow up email is great for building momentum. Now is the perfect time to start including information about your main call-to-action from this webinar, whether that’s booking a discovery call, purchasing your signature services package, or signing up for your full online course. No matter your CTA, now is the time to start promoting it. 

Retarget and Reconnect With Visitors and Attendees

Beyond the webinar follow up email, you should retarget and connect with your attendees in other places. Do some social media DM outreach. Create video ads retargeting those that watched the webinar and visited the sales page.

Now is your chance to really hit home your points with your audience by showing up consistently! 

Send Out Additional Resources and Information About Upcoming Events

The final webinar follow up email is going to happen a few days after your webinar. This email should be full of educational, engaging content related to the topic of your webinar. 

You can offer next steps, other resources, and tips for how to implement anything you taught in the webinar. Of course, you can also promote your main CTA here. 

Writing an effective webinar follow up email sequence doesn’t have to be overwhelming. A few strategic, targeted emails make a HUGE difference in how you connect with and convert your audience.

How To Write A Personalized Webinar Follow Up Email That Engages Your Audience | Tatiana Belim