A Guide to Writing Perfect Thank You Emails After Your Event

It is the season of gratitude. As we prepare to celebrate Thanksgiving, it is the right time to talk about the post-event thank you email. Many event organizers already know that your event isn’t truly over until you have thanked the attendees, speakers, sponsors and your team for their contributions. Sending a thank you message is your chance to have a lasting impression on people involved in your event. 

Now, writing a thank you email may seem simple, but it requires a little effort and a genuine sense of gratitude. How do you do it right? We are glad to help you with this one. 

In this blog, we have prepared a complete guide to writing the perfect thank you emails for your attendees. We have also shared a few email templates for you to use for your next event. 

Make Subject Line The Hero of Your Email 

According to a study by Invesp, at least 47% of emails are opened based on their subject line. A perfectly written email subject line is your first golden chance to draw the attention of your event attendees. But how to ensure your attendees notice your email subject line? Getting past all the emails that are sitting unread in their inboxes is the challenge you have to overcome. 

Ensure the email subject line is short yet appealing enough to grab the attention of the recipients. This sentence should consist of six to seven words to make sure the open rates are on the higher side. 

Additionally, many attendees may access emails from their mobile phones. This means you need to keep smaller screens in mind when deciding on your email subject line. Keeping the subject lines too long may not show the entire subject line on phone screens. Write your email messaging in a manner that addresses each recipient as if it were sent specifically to them. Add a personal touch, such as addressing the recipient with their first name in the subject line or greeting. 

Show Genuine Gratitude

Keep gratitude at the forefront when writing the email body. Tell attendees that you appreciate them for taking the time to attend your event. 

Never use long, complicated sentences when writing the email body. This only discourages readers and they may skip reading the message. The recipients must truly feel how thankful you are, not just read it. 

If your attendees contributed anything to the event, make sure to thank them for it in the email body. 

Use Event Branding To Your Advantage 

Your email recipients are already familiar with your event’s brand. Hence, it’s best to add the visual elements in your email. Include them in the body of the email to make it more appealing and recognizable. 

Be careful about using pictures or GIFs in your email body. Too many of these visual elements can make your email appear spammy. When using visuals, send a few test emails first to ensure they’re going to people’s inboxes.   

Think about the Tone and Voice of Your Email

Your emails should replicate your event’s brand tone and voice. 

Ask yourself: Is it formal or casual? Professional or playful? 

Maintaining professionalism is essential, but don’t try to sound too rude or even too friendly. For instance, using too many emojis or exclamation marks may come across as unprofessional. 

There should be balance. It’s easier to win over your attendees when the tone of your email is authentic and genuine. Read before you send the email. This will help you understand how the reader may perceive the tone. 

Incorporate a Clear CTA

Your email should end with a proper call to action(CTA) that allows your readers to take the next step. You can include a primary CTA and possibly a secondary one, and that’s more than enough. Your objective is to urge people to take some kind of action by clicking on the CTA. Here are a few ideas of what these actions can be: 

Sign up for Newsletter: This ensures your attendees are aware of all your latest event-related news. 

Fill out a Post-event Survey: Ask for feedback to let attendees know that their insights are important. 

Reserve Tickets to Other Upcoming Events: Send an exclusive offer to attend other upcoming conferences. 

Access to Event Content: Provide on-demand access to sessions that the attendees could not attend. 

You can add the link to a large, bold-colored button at the top or bottom of your email with a short, actionable phrase such as Sign Up Now or Get Access. There are options to embed the survey forms inside your email that you can explore as well. 

Never Disregard GDPR Compliance

You may already know that emailing your attendees requires you to follow legal compliance guidelines. Remember these rules even when you’re sending a thank you email. 

Based on the General Data Protection Regulation(GDPR), your organization should follow several rules to safeguard the personal data of attendees. For example, when sending a post-event thank you email, you need opt-in permission from every attendee you plan to contact. 

GDPR rules may differ depending on the data and region. In some areas, you may require a double opt-in, while in other places, you may have to send emails to retrieve opt-in permission. 

Spare a Thought About the Design of Your Email 

If you have gone through all the pointers above, you may have understood how to write the thank you email. But what about the design? The design is as important as the words you convey in your email. 

Make sure your email layout is clean and organized. This allows your email to appear more engaging and easy to read. The font and color scheme of the design should match your event’s branding. An attractive design leaves a lasting impression on attendees. 

Post-Event Thank You Email Template For Attendees 

Subject: Thank you for attending [Event name] 

Dear [Attendee’s Name], 

We are incredibly grateful that you took time out from your busy schedule to attend [Event Name] on [Date]. Your presence and active participation made the event unforgettable. 

Thank you for your continuous support. In case you missed anything important at the event, we have put together [session recordings or pictures] for you to revisit the best moments. 

Please feel free to share your feedback on your overall event experience by clicking the link below.  

Warm Regards, 

[Your Name] 

[Designation]

[Organization]

[Contact Details]

Thank You Email Template For Speakers 

Subject: Thank you for your presence at [Event Name]

Dear [Speaker’s Name], 

Hope you are doing well. 

I want to start this email by thanking you for your contribution to [Event name]. Your keynote speech and interactive session left a lasting impact on the attendees. Your speech and session helped make the event a success. 

We have received many positive feedback from our attendees, highlighting [share particular detail about the speech]. 

Thank you for enlightening our attendees with your insights. We look forward to collaborating with you in the future. 

Warm Regards, 

[Your Name] 

[Designation]

[Organization]

[Contact Details]

The Takeaway

A simple thank you holds immense power over people involved in your events. It helps build connections and leaves a great impression. Use these ideas mentioned above to craft the best thank you emails for your attendees, speakers and sponsors. 

You can use Dryfta’s event management software that takes care of your post-event follow-up requirements. Our system comes with a built-in survey tool that you can use to gather valuable feedback from attendees. Schedule a demo to learn more about this platform.