By 2026, it is projected that 392.5 billion emails will be sent and received each day, with around 4.4 billion people worldwide using email.
What does this mean for event organizers? It underscores the importance of incorporating email marketing into your event promotion strategy, particularly through event invitation emails.
Email invitations are a powerful tool to broaden your reach, enhance your brand visibility, and drive ticket sales by engaging potential attendees directly.
But what should your first email include or avoid? If you’re new to email marketing or want to refine your approach, these tips and examples will guides you in creating effective invitation emails that boost ticket sales.
This article will showcase eight event invitation email templates and examples, including insights from experienced event creators, along with tips to help you craft compelling emails that enhance ticket sales.
Explore the Templates:
- “Round-up” Invitation Email
- Early-Bird Invitation Email
- Exclusive Offer Invitation Email
- Don’t Miss Out Invitation Email
- Formal Invitation Email
- Unique Invitation Email
- Party Invitation Email
- Invitation Email for Previous Attendees
What Makes an Event Invitation Email Successful?
Several elements are crucial in shaping a reader’s decision to purchase a ticket. Let’s delve into these elements and learn how they can increase ticket sales:
1. Subject Line
Your email’s subject line must provide a compelling reason for the reader to open your email. Captivate their attention and convey that your message is worth reading. Phrases like “Hurry, secure your spot now!” or “Don’t miss out!” can entice readers to open the email.
Most readers prefer concise subject lines, especially since many people check emails on their phones, where space is limited. Mailchimp recommends keeping subject lines to a maximum of nine words and 60 characters, with minimal punctuation.
If you’re unsure which format resonates best with your audience, consider A/B testing. This involves sending emails with different subject lines to distinct groups to compare open rates. The results will help you refine your subject lines to optimize engagement.
2. Sender’s Name
Around 45% of subscribers decide whether to open an email based on who it’s from. To boost open rates and drive ticket sales, personalize your sender’s name.
Combining a sender’s name with the brand name fosters loyalty and brand recognition. While recipients know that emails are often sent in bulk, including a real name signals authenticity and reduces the chance of being marked as spam.
Opt to send emails from your event or brand name. Avoid using just an email address as the sender’s name, as this might cause your email to end up in a spam folder. Make the email appear credible and trustworthy to encourage opens and conversions.
3. Body Copy
Make your invitation easy to read to help recipients quickly decide if they want to attend the event.
Mailchimp suggests keeping the email body under 200 words, using simple language to enhance readability. Sentences should be short, ideally under 25 words, to make them easy to digest.
The font used in your email is as crucial as the content itself. Ensure consistency throughout the email, select a font that aligns with your brand, and use bold or larger text to highlight essential information. This makes it easier for readers to scan quickly.
Remember to apply A/B testing to determine the optimal email length for your audience.
4. Call to Action (CTA)
Your email’s call to action should be prominent and persuasive. An effective CTA is concise, direct, and clearly communicates what you want the reader to do. The link or button you include should be easy to follow and visually appealing.
A button typically works better than a hyperlinked text to ensure visibility. Create a sense of urgency with your CTA to motivate immediate ticket purchases. Using action-driven phrases like “Book Now!” can prompt readers to act swiftly.
Research shows that emails with a single CTA can increase clicks by 371% and sales by 1617%. Avoid cluttering your email with multiple CTAs—focus on one clear action to maximize impact.
Examples of Event Invitation Emails
There are various types of event invitation emails, and the choice depends on your event’s nature, tone, and timing. Here are some templates and examples to inspire your next email campaign. You can download these templates at the end of this section.
1. “Round-up” Invitation Email
A “round-up” email provides a comprehensive overview of the event, including:
- Event name
- Outline of activities
- Location
- Date and time
- Duration
- FAQs
- Cost
- Link to buy tickets (CTA)
Some round-up emails even feature a complete event program to give subscribers a thorough understanding of what to expect.
This email format ensures recipients have all the necessary information at their fingertips, making it easier for them to decide and secure their spot directly from the invitation.
Before sending, follow best practices to avoid your email landing in spam folders. According to EmailLabs, strategies such as maintaining a consistent sending schedule, personalizing emails, and providing an unsubscribe option can enhance successful delivery.
By following these guidelines and examples, you can craft compelling event invitation emails that capture attention, engage recipients, and drive ticket sales.
2. Early-bird Invitation Email
Want to make your subscribers feel special? Send them an early-bird invitation, giving them exclusive access to purchase tickets before anyone else. This is a fantastic way to strengthen your relationship with past guests and create excitement around your event for new attendees.
How an Early-bird Email Can Boost Ticket Sales:
- Create a Sense of Urgency: Offering early-bird tickets can encourage subscribers to act quickly, especially if the event has limited capacity. People won’t want to risk missing out.
- Show Guests You Value Their Presence: Offering early access demonstrates that you value your potential guests, which can increase loyalty and prompt them to buy tickets.
3. Exclusive Offer Invitation Email
Receiving an email hinting at a discount can entice recipients to open it, hoping to find a special deal inside. A good open rate for emails is between 17–28%, so experiment with your wording to boost your rates.
What Should an Exclusive Offer Email Include?
- Compelling Subject Line: Let your subscribers know there’s a discount inside with phrases like “15% off tickets” or “Get your discount code here!” to encourage them to open the email.
- Event Overview: Clearly outline the event, including what it is, when it’s happening, and why it’s worth attending.
- Direct Purchase Link: Include a clear button or link for subscribers to easily buy tickets at a discounted price.
- Offer Deadline: Create urgency by setting an expiration date for the discount, motivating subscribers to act quickly.
4. Don’t Miss Out Invitation Email
Use phrases like “Don’t miss out!” or “You won’t want to miss this!” to create a sense of urgency in your emails, leveraging FOMO (Fear of Missing Out) to drive ticket sales.
Key Elements of a “Don’t Miss Out” Email:
- Eye-catching Headline: Start with a compelling phrase like “Don’t miss” to grab attention and create urgency.
- Event Sneak Peek: Offer a brief overview of what the event entails to build excitement and anticipation.
- RSVP Deadline: Set a deadline for RSVPs to encourage prompt ticket purchases.
5. Formal Invitation Email
For more formal events, the tone and format of your email should match. This type of email sets the expectation for a more upscale experience, making it ideal for corporate events or sophisticated gatherings.
Elements of a Successful Formal Invitation Email:
- Exclusivity: Use wording that conveys exclusivity, like “We’d be delighted if you attended.”
- Clear Event Description: Provide a concise overview of what attendees can expect to build anticipation.
- Professional Language: Keep the language polished and formal to match the tone of your event.
6. Unique Invitation Email
Add personality to your email marketing to build a relationship and loyalty with your brand. A unique email invitation can reflect the character of your brand, offering more than just a ticket sale.
Tips for Creating a Unique Invitation Email:
- Catchy Subject Line: Use an engaging subject line that captures your brand’s personality. Consider using a joke, emoji, or question.
- Inject Personality: Don’t be afraid to be creative. Use a unique tone that reflects your brand’s character.
- Include Event Branding: Utilize logos, colors, and fonts that are consistent with your brand identity.
7. Party Invitation Email
Whether it’s an anniversary party, launch celebration, or themed event, a party invitation email is perfect for creating a fun, festive atmosphere.
Tips for a Successful Party Invitation Email:
- Keep It Short: Use 100 words or fewer to convey the essential details.
- Add Personality: Reflect the event’s fun atmosphere with a lively and engaging tone.
- Highlight Key Details: Clearly communicate details like dress codes and activities with bullet points or infographics.
8. Invitation Email for Previous Attendees
Reaching out to past attendees is often more cost-effective than acquiring new customers. Since they’ve already shown interest, it makes sense to target them with your new event.
Strategies for Engaging Previous Attendees:
- Offer Exclusive Discounts: Reward their loyalty with a special discount code.
- Highlight New Features: Share what’s different or new about the upcoming event to rekindle interest.
- Use Images from Past Events: Include photos from previous events to evoke positive memories and encourage return attendance.
- Build Community: Use inclusive language to create a sense of belonging and connection among attendees.
Setting Up Your Event Invitation Email Marketing for Success
Creating a successful email marketing campaign goes beyond sending out mass invitations. Understanding your audience and crafting targeted, engaging content is crucial.
Top Tips for a Successful Email Marketing Strategy:
- Know Your Audience: Research your audience’s preferences to create content that resonates with them.
- Monitor Engagement Metrics: Track open and click-through rates to identify what works and refine your strategy.
- Segment Your Audience: Tailor your emails by segmenting your audience based on criteria such as new vs. returning customers.
- Use Double Opt-In: Ensure you’re reaching an engaged audience by using a double opt-in process.
- Leverage Event Marketing Platforms: Utilize platforms like Sickening Events to automate and optimize your email marketing efforts.
Now that you have the insights and examples, start creating impactful event invitation emails that drive ticket sales and engagement!
