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Webinar Follow-Up Strategies – Follow-up email templates

Mayukh Bhattacharjee
• July 1, 2024

(8 min read)

Webinars have proven to be one of the best ways to connect with your target audience, as they provide you with the opportunity to directly interact with them and turn them into customers. Hosting virtual events like these is a great way to welcome favorable marketing results, and almost 60% of marketers agree on this fact. Webinars have a lot to offer, and when executed properly, they can be a game-changer for businesses of all sizes and industries.

Webinar Follow-Up Strategies - Follow-up email templates

Several individual aspects involved in the planning and execution phases of a webinar play a crucial role in determining the overall outcome. And one of those is an effective email marketing campaign.  While your pre-event promotions depend heavily on email marketing, post-event emails are one of the most under-utilized channels that help nurture your webinar-generated leads and build your pipeline. These follow up emails can help you make stronger connections with your prospects and bring you great opportunities to maximize revenue.

Let’s dive in to learn more about how follow up email templates can help you maximize your webinar’s returns and how to create an effective one!

Why are webinar follow ups important? 

If you want to turn your audience into customers, following up with them effectively is necessary. Your webinar might have been wonderful, and people have left feeling satisfied or even delighted, but for them to take action and convert into customers demands a strategically planned follow-up campaign.

One of the most lucrative follow-up channels is email. Webinar follow-up emails provide your attendees a chance to share their views on the webinar and how much they have enjoyed it. Besides, it also allows you to engage them with more interactive content and influence them to attend your  future events too. 

Post-webinar follow-up emails can help you achieve important goals, like:

  • Gathering genuine feedback from your event attendees
  • Promoting and retaining brand value and recollection
  • Nurturing prospects and converting warm leads into paying customers 
  • Positively engaging with your audiences and continuing to provide them with valuable content
  • Promoting any upcoming event that your attendees might find valuable

In general, your webinar attendees will naturally expect a follow up while attending the event, and all you need to do is maximize that opportunity. Webinar attendees are mostly qualified leads, and therefore there are high chances that they might become your customers. Use the trick of following them up with compelling email templates to cement your message in their minds as well as fill the knowledge gaps, if any!

Ideal Webinar Follow-up Email Subject Lines

Before moving on to email templates that you can use for a webinar follow up, you need to come through with some ideal subject lines to start the message! Subject lines are considered the gateway to any email, as they encourage recipients to click on the email and view its  content, and so they must be eye-catching. Personalized subject lines are recommended for catching the recipient’s attention, and should be written in a direct tone.

 Some  examples of simple and concise subject lines showcasing the clear intention of the message for receiving the best email open rates include: 

  • Our next webinar is coming soon! Don’t miss out *First Name*! 
  • (Name), How was your webinar experience?
  • Exclusive access to webinar attendees – Grab yours now!
  •  *Name*, Thanks for joining our webinar. Here’s a little gift!
  • *Name* We’re sorry you couldn’t join our webinar – Here’s the recording.
  • A special gift for the *webinar name* attendees!

A commonly ignored factor while crafting an email subject line is adhering to the character limit. While “technically”, subject lines can accommodate a lot more characters, it is recommended that you restrict them to a maximum of 50 characters. This limit is further reduced when it comes to mobile displays – which is about 30-35 characters. A good subject line is inclusive of all these factors to make sure that regardless of which device your email is viewed on, it does the trick. 

Considering all of this, the ideal subject line should be between 5-7 words and around 35 characters. 

Other than the character limit, here are some other best practices for you to follow while crafting email subject lines: 

  • Should be clear and concise
  • Should arouse excitement and curiosity
  • Should be relevant to the recipient
  • Should create a sense of urgency, without sounding too sensational
  • Should be personalized
  • Should be action-oriented
  • Should not sound spammy or click-baity

Follow these simple rules to craft emails with decent subject lines, consistently!

Also Read – 75+ Compelling Email Subject Lines for Effective Event Marketing

Different Types of Webinar Follow-Up Email Templates

Now that you have a fair understanding of the importance of these follow up emails, it is time to explore different types of templates based on each stage of the sales funnel! 

Creating personalized follow-up emails based on the stage of the sales funnel in which the recipient belongs, will help you maximize the webinar’s ROI. So, make sure you segment your attendees into funnel stage-wise buckets before you trigger the follow up email campaign.

Different Types of Webinar Follow-Up Email Templates

Here are some examples of webinar follow up email templates for each step of sales funnel:

To Drive More Webinar Registrations

In this post-webinar follow up mailer campaign, you are looking to increase webinar registrations for an upcoming event, and so, you must focus on converting the email recipient into a repeat attendee.  Work on creating an automatic registration confirmation email which will ensure that they don’t forget about the upcoming webinar. Mention the name of your webinar in the subject line in this case, so the registrants get easy access to the message whenever they search for this email in their inbox.

Example –

Subject: You cannot miss out on our next webinar! 

Hello *First Name*

After an insightful session at our previous *Webinar Name* event, we are back to invite you to attend another power-packed webinar that’s coming soon. There are still some seats available, and we wanted to make sure that you grabbed your seat before it’s sold out! 

Here’s the link to register for the webinar. 


Here’s what we will focus on at the upcoming webinar: 

(Include 3-4 points on what they will learn from the session and the topics you will cover)

  •  What are some ideal platforms to use for prospecting?
  •  Is it okay to buy prospect lists?
  • What are the ways to build an effective prospecting process? 

Do let us know if there is anything else you’d want us to include in the agenda, and we’ll be happy to do so!

I hope to see you there!


Reconnect with the No-shows

While creating post-webinar follow up emails, you cannot miss out on the no-shows. These are people who registered You’ve for the webinar, but didn’t show up on the day of the event. completed It is crucial to follow them up, provide them with resources from the webinar because they did show interest in your event, and are still prospects that you need to nurture.

Example –

Subject – We missed you at the webinar & come bearing gifts!

Hello *Name*,

We are sorry that you missed the webinar, but we’re here with a surprise for you! 

Here;s a recording of the webinar just for you, so you can watch it at your convenience and don’t feel like you missed out on all the fun!

*INSERT LINK TO WEBINAR RECORDING*Also, we’d like to inform you that we are organizing another event next week, so if you’re interested, register now and we will save a spot for you.


Look forward to seeing you at the next event! 



‘Thank You’ Mailers to Webinar Attendees

ENgaging with attendees after the event is just as important as engaging with them before and during. It helps establish trust and credibility on your brand, while also informing them that you care about providing continuous value to them. Thank You mailers can play a huge role in establishing just that.

Example –

Subject – Thanks for attending our webinar!

Hello *Name*

Thanks for attending our webinar *Name of event*.

We are grateful that despite your schedule, you chose to be part of our event. It means the world to us and we hope you enjoyed the content as much as we loved having you there with us. 

If you liked our content and would like to attend another event with us, here are the details of our upcoming webinar below!

(Include details of the webinar – Event Name, Date, Time, Speaker Name, and Key Takeaways they can expect)  



Collect Attendee Feedback

Besides following up attendees with a ‘thank you’ email, you’ll also need to gather their feedback to understand their experience. Seeking attendee feedback plays a crucial role in improving your subsequent events as it presents you with details on aspects of the webinar that you may not have noticed. Once the attendee feedback is collected, you will have to go through them and identify genuine issues that they bring up, and make sure to address them in the upcoming events. 

This way you can be sure that your webinar experience is consistently better each time, and attendees also will feel like you value their feedback. 

Example –

Subject – We’d love to get your feedback on our webinar! 

Hello *Name*

Thanks for attending the event!

We would love to know your genuine thoughts on our webinar and hope you’ll take some time out to fill out this feedback survey.( link to the survey)

Also, as promised, here are some resources from the webinar that will help you revisit the session and refer to the parts that you want found insightful!



Boosting Webinar Conversion

The ultimate victory for any webinar campaign is when you see those conversion numbers rising! Post–webinar follow up emails can contribute to boosting conversions, when done cleverly.  A personalized webinar follow up email will always make the attendees of your event feel like they’re more than just numbers, and it is the perfect way to engage them and build relationships!

A modern webinar platform allows your attendees to engage with the speakers and fellow attendees by raising their hands (virtually) and posing questions that they have about the topic that is being discussed. Identifying potent questions and post-webinar, circling back with the people who asked them is a great way to build a deeper bond with your attendees. This could also pave way for conversions when done effectively. 

Example –

Subject –  Your question was great and we’d love to discuss it with you!

Hi (name)

We really appreciate your question *insert the question verbatim, as recorded in the chat*  that you raised during our webinar, and would like to discuss it at leisure, with you.

Are you up for a chat this week?

Let us know when and where, and we’ll be there!



Schedule Meetings

If you made a connection with a particular individual during the webinar, here’s a great chance to follow up with  them directly,  schedule a one-on-one meeting, and potentially end the meeting with them converting into a paying customer!

Subject – *Name*, We’d love to chat with you.

Hello *Name*

Thanks for attending our webinar. 

We noticed you had shown interest in *insert context* during the session and we’d love to discuss it with you. 

Would you have some time this week to take this forward? 

I look forward to your reply.


Things to Include in your Webinar Follow Up Emails

Things to Include in your Webinar Follow Up Emails

Here are some key things to include in your webinar follow up mail to build strong relationships with the customers and increase ROI! 

  • Showing gratitude to the attendees – thanking your webinar attendees is a must. They take time off their busy schedule to attend your event, and this is something you will have to be respectful of and acknowledge sincerely.
  • Share the Webinar Takeaways – Always remember to include a summary of the webinar as key takeaways, which will help you to refresh their memory and revisit the learnings from the webinar.
  • Contact Details of your Organization – Always include your contact details in your follow up mails so that the webinar attendees can contact you quickly or reach out to you in case they want to. 
  • Provide Personalized Content – As mentioned earlier, use personalized content for the follow up emails, which will make the recipient feel that the email is written exclusively for them.
  • IInclude relevant CTAs – Almost any email that you send out as part of your post-webinar follow up campaign, should be accompanied by a CTA (call to action), depending on the action you want your attendees to take. 

Bottom Line

Designing the perfect webinar marketing strategy is not as easy as it is assumed to be, but also not rocket science. It begins way before the webinar takes place and goes on well after the event concludes. And emails play a crucial role in almost every webinar campaign, in promotions as well as in following up. 

Following the tips and templates provided in the blog will help you go a long way in your post-webinar email follow up strategy. Make sure to understand your audience’s needs, preferences and goals so you can personalize these templates for best results.   


You might consider sending 2-3 follow-up emails in a span of two weeks. The first email can be sent immediately, the second after a few days, and the third within a week or two.

To measure the success of your follow-up emails, you should monitor metrics like open rates, click-through rates, conversion rates, and engagement with the content provided in your follow-up emails. You can check the analytics provided in your email marketing software.

Your follow-up emails must add value to the recipient’s inbox. It must include exclusive content that offers actionable insights, or presents solutions to common problems that were addressed during the webinar.

You should focus on using the follow-up emails to guide the recipients through the sales funnel by adding valuable content at each stage. That might include educational resources, case studies, testimonials, and offers that align with their needs and interests.

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