Event invitation email templates

Use these tips and strategies to create impactful event invitation emails to make your event successful.

Your subject line is the first thing readers see, so make it irresistible when sending an invitation in email. Write a subject line that makes people excited about the event.

• Use attention-grabbing phrases like ‘Exclusive invite for [First Name]’;

• Appeal to FOMO using phrases like ‘Don’t Miss Out.’

Life’s busy. So, share why attending your event is worth the recipient’s time. Focus on the unique experiences or learnings they’ll gather.

• Emphasize exclusive insights, expert speakers, or networking opportunities;

• Highlight specific outcomes, like ‘Gain insights to boost [specific outcome]’;

• Highlight a reason that makes your event unmissable.

Share essential event information early in the email to make it easy for recipients to decide whether to attend.

• Include details such as date, time, location, and agenda highlights;

• Use bullet points or icons for quick reading and better organization;

• Avoid clutter—keep details clear and concise.

A strong CTA is essential to generate a response from the readers. Your CTA should be direct and compel readers to click and move on to the next steps.

• Use actionable text like ‘RSVP Now’ or ‘Reserve Your Spot’;

• Place the CTA button prominently in a contrasting color to your background.

Adding social proof to your event emails will make it more credible and appealing, especially for professional events or workshops. Gather testimonials from past events and add a section to your event template.

• Include testimonials from past attendees;

• Highlight well-known speakers, partners, or sponsors;

• Showcase your community using phrases like ‘Join 1000+ attendees’.

Not everyone will respond to your invite the first time. So, always plan a follow-up reminder a few days before the event for them. Use polite language like, ‘We’d love to see you there—have you saved your spot?’.

• Automate event reminders and follow-ups;

• Invoke FOMO through an eye-catchy subject line;

• Create an ‘Add to Calendar’ CTA in your follow-up emails.

Most people will browse your event invite on their smartphones. So, make it responsive and use a clean design for enhanced readability.

• Pick a responsive template that looks good on both desktop and mobile;

• Keep text short and use large CTA buttons;

• Test and preview the email on multiple devices before sending it.

As incredible as your event sounds, you might need more to attract the attendees. Here are some tips to use for crafting a crowd-pleaser invitation email:

• Sender’s name. To ensure that your email looks trustworthy and arouses curiosity, make your brand’s name noticeable – send out the invitation from a business email and include its’ name in the subject line. This way, the invitation will carry more authority and look like the event is official.
• Email subject line. Create a rocking email subject line that the recipient can’t help but click on. Spill out the most intriguing and exciting details about your event. Once the recipient is hooked, reveal the not-so-interesting whats, whens, and wheres inside the email.
• Email preview text. Use the preview text (those words shown next to the subject line) to give more juicy details about the event and better explain its idea. But keep it short – ideally under 90 characters.
• Email content. Before writing the email content, think about what could motivate the invitees to come. A rare opportunity? Something they’ve been looking for a while? Free drinks? Hook your invitees from the email beginning and leave the event details – date, place, dress code, etc. – for the end.
• Email layout. In your event emails, say only what makes the recipient want to participate and inform them how they can do it. The best way? Find a concise email invitation template, edit it to fit the occasion, and include an outstanding CTA (call-to-action) leading to the event’s landing page.
• Footer signature. Besides your brand’s name and logo, include links to your social media in the footer. The undecided invitees might need to check them out to decide on attending. Even if not, at least your brand will be already familiar when the next event comes.