Rock Your Email Invitations

Updated: Oct 13


how to write the best email invitations for your event

It can be hard to organize a great event, especially when there is so much to manage, such as the agenda, the venue, and the speakers.


Email event invitations, on the other hand, should not be a source of anxiety.


Consider what you'd like to see in an email event invitation if you're having trouble deciding what to include. It's certain information about the agenda, venue, and speakers, right?


When writing an email invitation, start by answering the questions your audience will have about your event. The rest is simple as long as you pay attention to design, inclusive language, and customization based on your audience.


Event invitation emails are beneficial because they generate interest in the event, customize communications, and ease the messaging process.


If you are looking for ideas on how to write an event invitation, keep reading.


How to Write the Email Invitation for the Event


Remember that not every event requires flashy, high-budget, high-time investment production. Effective email invitations can be created in as little as 20 minutes.


Use this area as a starting point for brainstorming ideas for your next email campaign.


Consider whether you can answer the "So what?" question audiences will ask after getting your invitation in their inbox before hitting "Schedule" or "Send."


To make a great email invitation, make sure it's tailored for the recipient, piques their interest, and clearly describes what the event will include.


1. Answer the Five “W’s”

First and foremost, inform your audience of the situation. The 5 W's — who, what, when, where, and why — was taught in school to some of us.


When writing an email invitation, this is a good rule of thumb to follow. You're off to a terrific start if you can point to your email and identify all five.


You want to ensure that the person that you are sending the invitation to shouldn’t have any questions about where the event is or any follow-up questions in general.


2. Less is More

In email invitations, make sure to cover all of your bases, but don't overcrowd your email with the information. If you're having trouble fitting the event's time into your email, you definitely have too much other information.


You don't want to make it difficult to read, as this may deter people from attending your event. I wouldn't want to go to an event if the email was disorganized, because I'd expect the event would be disorganized as well.


3. Don’t forget a Call-to-Action

I'm not sure what we were doing before we started including calls-to-action (CTAs) in event invitation emails, but I'm glad we're no longer in that world.


As a marketer concerned with click-through rates and tracking individuals who clicked on the CTA, being able to measure those outcomes in a content management system and consider how to improve for the next event email is essential.


Including a CTA benefits both parties: as a marketer, it provides metrics for tracking click-through rates, and as a consumer, it provides a pleasant user experience.


4. Make the Design Enjoyable

Consider whether you'd attend the event merely because of the design before sending your email. If you answered no, you should probably focus more on the aesthetics of your email.


It's quite fine if you're stumped on how to create a great email. Keep the following tips in mind:


● Stick with branding - Begin by selecting colors that are consistent with your brand and incorporating them into your email. Colors have a greater impact than black and white text.

● Templates - Templates have been a lifeline for someone who understands very little about coding and even less about design. You can construct your email using templates from websites like Canva or Mailchimp.

● Play with elements - Simple elements like shapes and sizes may make a huge difference in the style of an email.


Consider including these aspects in your email, as well as experimenting with text sizes. Make the text sizes larger and integrates patterns or motifs like stripes flowing across the header if you want to take up more space in your email.


5. Consider your Language

Always double-check your email's language. Consider the tone of your message and whether it's the one you want to communicate. You're not only promoting your event, but you're also promoting your brand.


Double-check aspects like your call-to-action (CTA): Is it more appealing than the typical "Learn more!" message that has become common in emails? What about your written work? Does it use playful language when it's appropriate?


The reader feels more connected to your invitation when you employ conversational language as if you already know them.

6. Think About the Details

Consider small nuances that will thrill your invitees after you've finished crafting your email. Do you have a thank-you or follow-up email prepared? Have you created a subject line that will entice people to open your email?


Subject lines, for example, can make your audience more emotionally engaged. Finally, audiences will be ecstatic if you demonstrate in your invitation that you thought of them. The subject line can make or break your email performance since some individuals open emails based on the subject line.


If the location of your event is difficult to find, include directions at the bottom of the invitation. An event that includes a map or directions in the invitation indicates that the sender thought about people's commutes.

Not Sure Where To Start?

Your event should go off without a hitch, and so should your email event invitation. You may develop a professional, faultless design in less time than you think if you use internet tools to make an email.


Your email invite will stand out from the crowd by focusing on the most crucial information, employing basic yet effective design elements, and using catchy wording.


Remember to look through your own mailbox for ideas as well!


Kwivrr can help you with this! Kwivrr leverages a beautiful built-in email template allowing you to infuse your voice and message into the emails without stressing about the design.

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