Webinar Follow-Up Email: 10 Templates, Subject Lines & Timing

You pulled out all the stops and put on a great webinar full of awesome content and interesting speakers. While you might be ready to kick up your feet and let out a sigh of relief, your work isn’t done.

A successful webinar strategy doesn’t end when the webinar ends. To drive engagement and conversions, craft compelling and relevant webinar follow-up emails.

A webinar follow-up email is the message you send registrants after the session ends. The short version: send attendees a thank-you with the replay within a few hours, send no-shows the replay plus a quick recap within 24 hours, and have sales send a personal note to your most engaged attendees two to three days later. Below, you'll find when to send each email, 10 templates with subject lines, and how to personalize them with engagement data.

Why webinar follow-up emails are so important

Even after you share the most valuable webinar content in the world, registrants might not take the next step (e.g., sign up for a demo or check out more resources) until prompted to do so.

A strong email follow-up helps you continue the conversation and drive more engagement by sharing additional resources and special offers. Most importantly, you can increase webinar ROI when you follow up with attendees and provide a compelling call to action.

Make a point to follow up with everyone who registered for your webinar within 24 hours, including both attendees and people who didn't tune in for the live event. Here's why:

• You should send a thank you email to show appreciation for attending your webinar, recap what you covered, and share bonus materials.

• You should send a "didn't attend" email to show registrants what they missed, include a link for the event recording, and invite people to sign up for your next event.

How to write engaging webinar follow-up emails

When creating a webinar follow-up message, pay attention to these key elements in your email marketing:

• The email subject line: This is the first thing recipients will see when getting an email. It should be compelling enough for them to want to open and read the email. This is a good place to capture attention by referencing the webinar topic or even the webinar title.

• The sender: Will you send your email from an individual or your team? Will it come from someone in sales or marketing? These are all important questions to consider when crafting an email.

• The email copy: You got your registrant to open the email. Now get them to stick around by providing valuable resources and next steps.

Don't worry: you don't have to write webinar follow-up emails from scratch. Our resources take the guesswork out of the process.

You can easily plug our webinar email templates into any Livestorm event. Just choose the template you want to use (including follow-up, registration, and webinar attendance reminder emails) and import them into your Livestorm account.

Then, use these email templates with your next webinar. Livestorm will automatically customize them with the webinar date and title, registrants' names, and other details.

In some cases, a single email is enough to share resources and suggest next steps (like encouraging attendees to sign up for an upcoming webinar).

But in other cases, a webinar email sequence is more helpful for maximizing ROI. Our webinar follow-up email templates help you get the cadence right so you can perfect your follow-up process.

When to send each post-webinar email

Timing and audience matter as much as the copy. Split your registrants into groups and give each one a different email:

As a rule, send every email from a real person, keep one clear call to action per email, and stop the sequence for anyone who books a meeting or replies.

10 Webinar follow-up templates

Each template below includes who to send it to, when to send it, and subject lines you can copy. Prefer to customize your post-webinar emails? Use these 10 templates for webinar follow-ups as inspiration.

Template #1: Thank you for attending

Send to: attendees · When: within a few hours of the session · Subject lines: “Thanks for joining [webinar name]: replay and slides inside” or “Your [webinar name] recording is ready”

Make attendees feel appreciated with a timely thank you message. Be sure to include the webinar recording and related assets so attendees can review the materials on their own time.

Link to an ungated replay if you can. In our 2026 Webinar Benchmark Report, public replays got 368% more on-demand views than gated ones.

Here’s an example

Hi X,

Thanks so much for attending our recent webinar, [name of webinar]. We hope you found it helpful and walked away with new ideas!

Here’s a quick recap of what we discussed and the links to the webinar recording and slides.

• Key takeaway 1

• Key takeaway 2

• Key takeaway 3

Webinar slides [linked] | Webinar recording [linked]

Let us know if you have any questions, we’re here to help!

Best,
X

Here's an example of a thank you email we sent to attendees.

💡 Want to create your own thank you emails in Livestorm? Here’s how.

Template #2: Thank you + gift

Send to: attendees of small or VIP sessions · When: within 24 hours · Subject lines: “A small thank-you for joining [webinar name]”

Sending a thank you message to webinar attendees is a great first step. To further show your gratitude, you can follow up with a gift.

This works great for smaller or more intimate webinars with only a handful of attendees. Sending a token of appreciation facilitates a stronger connection between you and your prospects or customers.

Here’s an example

Hi X,

Thank you for attending our webinar, [webinar name]. We’re glad you could make it and hope you enjoyed the content and discussion.

To show our appreciation, here’s a $15 Starbucks gift card.

Thanks for being part of our community, we look forward to more great conversations.

Cheers,
X

Template #3: Sorry we missed you/no show

Send to: no-shows · When: within 24 hours · Subject lines: “Sorry we missed you: here's the [webinar name] replay” or “The 3 big takeaways from [webinar name]”

In an ideal world, all registrants would attend the live event. However, we all know that’s not the case. Across the 33,786 sessions in our 2026 Webinar Benchmark Report, the average show-up rate was 47.7%, so roughly half of your registrants won't make it live.

That doesn’t mean they don’t want the content: Livestorm data shows that 31% of no-shows go on to watch the recording. Make sure you still follow up with people who couldn’t attend and share the webinar resources.

Here’s an example

Hi X,

Sorry we missed you during our recent webinar, [name of webinar].

Here’s a quick recap of what we discussed and the links to the webinar recording and slides.

• Key takeaway 1

• Key takeaway 2

• Key takeaway 3

Webinar slides [linked] | Webinar recording [linked]

Let us know if you have any questions, we’re here to help!

Best,
X

Here's an example of a no-show email we sent to webinar registrants who didn't attend the event.

Template #4: Related resources

Send to: all registrants · When: 3 to 5 days later · Subject lines: “More on [topic]: 3 resources we recommend”

Position yourself as the expert in the space and continue to add value for your registrants by sharing more helpful resources (case studies, research reports, or blog posts) after the webinar experience concludes.

Related resources make a great webinar follow-up email on their own or you can share this information in combination with one of the above templates.

Here’s an example

Hi X,

Thanks for registering for our recent webinar, [webinar name]. Since you’re interested in x, we thought you may also enjoy some of our other resources.

• Resource 1 + quick value add from the resource

• Resource 2 + quick value add from the resource

• Resource 3 + quick value add from the resource

Let us know if you have any questions!

Best,
X

The team at Forma.AI does a great job of providing registrants with additional information.

Template #5: Speaker highlight

Send to: all registrants · When: 2 to 4 days later · Subject lines: “Keep learning from [speaker name]”

You’ve likely spent a great deal of time sourcing speakers for your webinar, inviting the best and brightest in the business. This is a huge value add to your audience.

Make it easy for registrants to follow and continue the conversation with speakers by sharing their information in a follow-up email.

Here’s an example

Hi X,

Thanks for registering for our recent webinar, [webinar name].

We hope you enjoyed the content. As a reminder, you can access the webinar recording here [link].

Want to learn more from today’s panel guests? Follow them on LinkedIn here.

• Guest 1

• Guest 2

• Guest 3

Best,
X

The team at Forma.AI does a great job at showcasing their awesome panel guests.

Template #6: Special offer related to your business or product

Send to: engaged attendees · When: 2 to 3 days later · Subject lines: “An extended trial, just for [webinar name] attendees”

Who doesn’t like to feel special? Give your registrants VIP treatment by offering them something of value for signing up.

This could be a 1:1 consultation, an extended free trial of your product, or whatever is most applicable to your business.

Here’s an example

Hi X,

We appreciate you signing up for our recent webinar, [webinar name].

As a token of gratitude, I’d love to offer you an extended free trial of our product.

You’ll be able to test out the functionality for 2 months (instead of 30 days) to see if it’s the right fit for you.

Here’s a quick overview of what you’ll be able to do with x product:

• Key functionality

• Key functionality

• Key functionality

[screenshot]

If you have any questions, reply to this email, and I’d love to chat.

Template #7: Invite to upcoming webinars and events

Send to: all registrants · When: 1 to 2 weeks later · Subject lines: “Next up: [next webinar title] on [date]”

You know you put on great events, so why not promote more of them?

Tap into an already engaged audience by sending them updates on upcoming webinars and events. This helps drive repeat attendance and keeps you top of mind.

Here’s an example

Hi X,

Thanks so much for registering for our recent webinar, [webinar name].

We have a whole bunch of new webinars coming up in the next couple of months that we thought you might enjoy.

Here’s what’s on deck:

• Webinar name, date, and link

• Webinar name, date, and link

• Webinar name, date, and link

Sign up directly through the link above, or reply to this email, and I’ll get you added to the list.

Best,
X

The team at ActiveCampaign employs this type of webinar reminder follow-up mail. Here’s what it looks like:

Template #8: Gather feedback

Send to: attendees · When: 1 to 2 days later · Subject lines: “2 quick questions about [webinar name]?”

Want to make your future webinars even better? Collect feedback from your audience.

After the event ends, email your attendees and ask them what they liked and what could be improved. This is a great way to start a conversation and create even more compelling webinars in the future.

Here’s an example

Hi X,

Thanks again for attending, [webinar name]. We’d love to know what you thought!

If you have a minute, we’d love to know:

• What went well

• What could be improved

We’d appreciate a reply to this email with your feedback, so we can continue to create great content.

Thanks,
X

You can ask for open-ended feedback or direct attendees to fill out a survey. The team at FormaAI asks their attendees to take a 1-minute survey, so they can continue to improve.

Template #9: Take action

Send to: attendees · When: 3 to 5 days later · Subject lines: “Ready to put [topic] into practice?”

After hosting a webinar, registrants will be more familiar with your brand and product.

This may be a good time to follow up and offer product-specific next steps, like getting a demo or starting a free trial.

Here’s an example

Hi X,

Thanks for registering for our recent webinar, [webinar name].

As a recap, we discussed:

• Takeaway 1

• Takeaway 2

• Takeaway 3

If you’d like to learn more about how our product helps with x, you can book time with our team here [demo link].

Look forward to chatting!

Best,
X

Template #10: Sales follow-up

Send to: highly engaged attendees, sent by a sales rep · When: 2 to 3 days later · Subject lines: “Quick question after [webinar name]” or “Your question about [topic]”

That brings us to our last and final template, the sales follow-up approach.

Most of the templates shared above are sent from marketing teams. However, having your sales team send 1:1 follow-up emails can be an effective way to continue the conversation.

Here’s an example

Hi X,

I noticed that you signed up for our recent webinar, [webinar name].

I’d love to know what you thought and if it impacts how you’re thinking about [related business challenge].

Looking forward to hearing your thoughts.

Talk soon,
X

Personalize follow-ups with engagement data

Sending the same thank-you email to everyone is a missed opportunity. Your webinar platform already knows who stayed until the end, who answered polls, and who asked questions. Use those signals to segment your follow-ups:

• Asked a question: answer it personally in the follow-up, or have the speaker reply.

• Answered a poll: reference their answer and share a resource that matches it.

• Stayed for most of the session: treat them as warm leads and route them to sales for template #10.

• Left early: send the replay and point them to the part they missed.

In Livestorm, attendance, poll answers, chat messages, and questions are saved on each contact's record. You can export them or sync registrants to your CRM with the HubSpot integration.

Bonus: The Best Email Sequence to Boost Webinar Attendance

Now you know how to write follow-up emails after a webinar. But what should you send before the webinar? Here's the best email sequence to boost webinar attendance.

At least two weeks before the webinar

At least two weeks before your webinar, send an invite to your mailing list. Lead with the value proposition and add any logistical information including the date, time, and duration.

Include a link to your webinar landing page, where interested attendees can easily register.

After registration

Immediately after people sign up for your webinar, send a message to confirm that they've registered.

Mention the date and time of the event, as well as the hosts and topic. Add a widget to prompt them to share the event or add it to their calendar.

One day before the webinar

Your webinar is coming up, and you want to make sure registrants attend the live event. Send a reminder email the day before to keep the event top of mind.

One hour before the webinar

It's almost go time, so send a reminder to your registrants. Include the link to access your webinar in this email.

As your webinar is starting

Automate an email to go out as soon as the event is live. Any last-minute attendees will be able to jump onboard with ease for your presentation.

Immediately after the webinar

As soon as the webinar ends, follow up:

• Attendees: Send a thank you note and a link to the recording and any bonus materials for live attendees.

• No-shows: Send a link to the replay.

Continue the conversation with Livestorm

Now you're ready to continue the conversation with registrants and make your webinar even more valuable.

With Livestorm's webinar software, you can easily customize webinar follow-up emails to drive more engagement.

Sign up for your free Livestorm account today.