The follow-up email is where much of a webinar’s value is won or lost. Attendees want the recording and resources while the session is fresh, and people who missed it want a second chance. This guide covers what a webinar follow-up email should include, when to send it, and seven templates you can copy and adapt: for attendees, no-shows, the replay, a feedback request, and next steps.
What a Webinar Follow-Up Email Should Include
- A thank-you that is short and specific
- The recording link and how long it will be available
- Slides or resources mentioned during the session
- A one-line summary of the key ideas
- One clear next step, such as a resource, a reply prompt, a survey, or the next event
Keep it brief. A follow-up email that tries to do five things usually achieves none of them.
When to Send Webinar Follow-Up Emails
| Send to | Timing | |
|---|---|---|
| Thank-you and recording | Attendees | Within 24 hours |
| Sorry we missed you | Registrants who did not attend | Within 24 hours |
| Feedback request | Attendees | Same day or next day |
| Replay reminder | Non-openers and no-shows | 3 to 5 days later |
| Next step or offer | Engaged attendees | 5 to 10 days later |
Template 1: Thank You for Attending
Subject: Your recording and slides from [Webinar Title]
Hi [First Name],
Thank you for joining [Webinar Title] today. Here is everything from the session:
- Recording: [link]
- Slides: [link]
- [Resource mentioned in the session]: [link]
The three ideas to remember: [idea one], [idea two], and [idea three].
One thing to try this week: [simple action].
Thanks again,
[Name]
Template 2: Sorry We Missed You
Subject: The [Webinar Title] recording is ready
Hi [First Name],
We missed you at [Webinar Title], but you can watch the full recording here: [link].
If you only have ten minutes, jump to [timestamp] for [the most useful segment].
The slides and resources are here: [link].
[Name]
Template 3: Feedback Request
Subject: Two minutes to help us improve?
Hi [First Name],
Thanks for attending [Webinar Title]. Could you answer four quick questions about the session? It takes about two minutes: [survey link].
Your answers shape the topics and format of our next sessions.
[Name]
For question ideas, see these webinar feedback survey questions.
Template 4: Answers to Questions We Did Not Get To
Subject: Your questions from [Webinar Title], answered
Hi [First Name],
We ran out of time for several great questions during [Webinar Title]. Here are short answers to the most common ones:
- [Question 1] [Answer in two or three sentences.]
- [Question 2] [Answer.]
- [Question 3] [Answer.]
The full recording is here if you want to revisit anything: [link].
[Name]
Template 5: Replay Reminder
Subject: Still want to watch [Webinar Title]?
Hi [First Name],
Just a reminder that the recording of [Webinar Title] is available until [date]. In [length], you will learn [outcome].
Watch it here: [link]
[Name]
Template 6: Next Step or Offer
Subject: Want to go further with [topic]?
Hi [First Name],
In [Webinar Title], we covered [core idea]. Many attendees asked how to [next challenge].
[Describe the next step: a course, a workshop, a consultation, a template, or a follow-up session.] Here are the details: [link].
If now is not the right time, just keep the recording handy: [link].
[Name]
Template 7: Invitation to the Next Session
Subject: Next up: [Next Webinar Title]
Hi [First Name],
Thanks for being part of [Previous Webinar Title]. Our next session builds on it: [Next Webinar Title] on [date and time].
You will leave with [outcome]. Save your spot: [link].
[Name]
Tips for Better Follow-Up Emails
- Send from a person, not a no-reply address. Replies are a sign of engagement and often lead to useful conversations.
- Use clear subject lines with the webinar title. People search their inbox for it later.
- Add timestamps to the recording so people can jump to what they need.
- Segment by behavior. People who stayed to the end and asked questions are ready for a different message than people who left after ten minutes.
- Do not oversell. One clear next step per email.
Frequently Asked Questions
How soon should I send a webinar follow-up email?
Within 24 hours, while the session is fresh. Many platforms can send the recording automatically once it is processed.
Should I send the recording to people who did not attend?
Yes. Registrants who missed the live session are still interested, and the recording is often the main reason they signed up.
How many follow-up emails should I send after a webinar?
Two or three is typical: a thank-you with the recording, a feedback request or answers to open questions, and a next step a week later.
More on running the session itself: how to host a webinar and how to promote a webinar.
