People register for a webinar with good intentions and then their week happens. A reminder is not nagging, it is a courtesy: it puts the session back in front of them at the moment they can act on it. The trick is to send the right few, at the right times, and to make each one useful.
Confirm straight away
The first email goes out the moment someone registers. It confirms they are in, shows the date and time in their own time zone, and gives them a personal link to join. This email is opened more than almost any other you will send, so use it to set up the rest: tell them to expect a reminder, and where the link will be.
One day before
A short note the day before brings the session back to mind. Lead with the one thing they will leave with, not with “do not forget”. “Tomorrow at 7 PM you will build your one-page offer” gives a reason to turn up.
One hour before
This is the email that does the most work. An hour out, people are deciding whether tonight is still a good night. Keep it brief: the time, the link and one line of reassurance. Nothing else.
Ten minutes before, and at the start
A last nudge when the waiting room opens, then a simple “we are starting” as the session begins, catches the people who were about to settle in front of something else. Each of these carries the same personal link, and nothing to distract from it.
Then the replay, for anyone who missed it
Not everyone can make it, and that is fine. Send those who did not attend a “you missed it” email soon after, with a link to watch the recording. Many of your best buyers will come from here, since they have already shown interest and simply need another chance.
Write each one like a person
- Put the time in the subject line, so the email still helps if it is never opened.
- Include one link per email, and make it impossible to miss.
- Say who it is from, in your name, and keep the tone you would use in a message.
- Keep it short enough to read in the notification preview on a phone.
Every reminder you add past this point has a cost: more emails mean more people who stop listening. Start with this set, watch your attendance in your report, and change one thing at a time.