Behind every great training course lies a not-so-great pile of admin. But, with a little help, you can reduce that pile. Email templates are a great place to start. Here, we’ve got a training invitation email template you can call on whenever you’ve got a live, instructor-led training (ILT) session to organize.
Just download the template and save it. And, when the time comes (and we bet it comes quite frequently) to host a live training session, workshop or webinar, tweak your template to include all of the course details.
What we’ll cover:
- Preparing your “Invitation to a live, instructor-led training session” email
- How to use your live training invitation email template
- Download your email template
- How to customize your training announcement email
Preparing your “Invitation to a live, instructor-led training session” email
It won’t take long, but if you’re about to send a group email, working through the four Ws (why, what, who, and when) is a good habit to get into. Here’s what to look for:
Before you move into the specific details of the course, remind yourself why you’re sending this training invitation email.
If your instructor-led training course is mandatory, your goal will be to get all employees to bookmark it in their calendars.
If it’s optional, the call to action will be for those employees who are interested to book a place on the course.
With your main objective clear, you can use it to guide and ground your next steps.
Remember your goal? Now’s the time to use it.
Goal 1: Get employees to bookmark mandatory, instructor-led training in their calendar
To do this, you’ll need to clearly state that the course is mandatory and include the following:
- name and topic of the session
- date, time, and duration (an “add to calendar” option would work well here)
- name, bio, and role of the instructor
- where or how training will take place (physical space if it’s offline or link/platform if it’s online)
- whether it’s a one-off event or part of a series, and
- any other info that might be useful, for example, if it’s tied to other training initiatives
Goal 2: Get employees to book a place on an optional, instructor-led course
If your training’s optional, you need to include all of the above. But be clear that it’s not compulsory. And add in the following:
- how to book a place (link or RSVP)
- the deadline (if there is one)
So, you’ve probably picked up on all the bullet points. And, yes, the emphasis here is on the practicalities. But, while the facts are important, let’s not forget the feels. Generating a spark of interest at this early stage will go a long way to engaging learners in your course. With this in mind, why not include something like this:
- a video from a past training session
- a message from the speaker (video or text)
- quotes or testimonials from people who’ve done the course
- stats that show how effective this training can be
Now’s the time to think about the face (or voice) behind your email. And the group of people in whose inboxes it will land. In most cases, one will determine the other.
If your training announcement email is going to everyone in the company, for example, it makes sense for the sender to be someone in HR. Your SVP of HR or L&D lead will give your mass call-to-action credibility.
But there are times when it makes sense to look elsewhere. If the training’s designed just for a specific department, it might carry more weight coming from the department head. Experts in their field, they can speak with more authority about how this training will impact the work of their direct team.
And remember, there may also be other scenarios or contexts that fall outside of this. Yes, this particular training invitation email sample is focused on an internal audience. But you can tweak it to use when training external partners or customers. If you do, remember to start with your audience (and content) in mind. And work your way from there.
You don’t need to labor over it, but it’s important to give some thought to the timing of your training invitation email.
- Are there any other big internal comms announcements planned that could compete with yours in terms of employee attention and engagement?
- What hard deadlines are there in terms of organizing this instructor-led training?
- If it’s taking place in person, when do you need to know the number of attendants?
Try to schedule your email so that it stands out and offers both you and your employees time to plan and prepare.
Need more training email templates? Download our free, customizable samples:
How to use your live training invitation email template
Your training announcement template is just that — a template. It needs your input to elevate it into something more. Now’s the time to make it unique. Populate it with the information your employees need to help you achieve your “why?” And, before you email it out, go through and add in all the unique information using our checklist, deleting anything that’s not relevant.
There’s also an opportunity here to showcase your brand by using language that reflects your company culture. And to hook up with any ongoing L&D campaigns or initiatives.
If you’re using an LMS for training, remember to save your template on the platform so you can call on it whenever you need to.
Download your “Invitation to live, instructor-led training session” email template
So, here are your “Invitation to live training session” email samples. Scroll down to download them (they’re free), and then edit and personalize as and when you need to. They cover two of the most common scenarios of live training: mandatory offline training and optional online training. If yours falls somewhere in between, pick the appropriate elements from both.
Example #1: Mandatory offline training
Email subject line: Training invitation: [Name of training course]. Save the date!
Dear [employee name],
We’re hosting a [name of course] training session on [date], from [start time] to [end time], and would like you to attend. Please save the date in your calendar.
The training will take place [location]. It will be led by [name of instructor] who [some details about their background and qualifications/experience].
All employees are required to attend. The goal of this training is to [XYZ]. After attending this session, you’ll have learned how to [skills/knowledge achieved].
If you have any special requirements or need any adjustments please let me know.
Thank you in advance for your commitment to [XYZ].
I look forward to seeing you there.
Best,[name] [email signature]
Example #2: Optional online training
Email subject line: Training invitation: [Name of training course]. Save the date!
Dear [employee name],
You’re invited to attend [name of course] on [date], from [start time] to [end time]. Places are limited, so if you’re interested please respond to this email as soon as you can. But at the latest by [date]. And, remember to save the date in your calendar.
The training will take place online. An email with joining details (link and password) will be sent nearer the time.
The session will be led by [name of instructor] who [some details about their background and qualifications/experience].
This course is optional but offers an opportunity to expand your knowledge on [topic of the course] and learn how to [skills/knowledge achieved].
I do hope you can join us.
Thank you,[name] [email signature]
How to customize your training announcement email
To make these templates yours, you need to apply facts, but also a little flair. The facts speak for themselves. Just make sure you add them all accurately. How (and how much) flair you include is up to you and will be defined by your company culture and the type of training you’re running.
To help spark some ideas, we’ve included a few examples below. These illustrate two different tones and approaches: One contains mostly facts (a formal invitation to an offline, company-wide, mandatory, live training session). The other (a more informal invitation to an optional online presentation) has more flair.
Example #1: Mandatory offline, instructor-led, live training announcement email sample
Email subject line: Save the date! Training invitation: Diversity & Inclusion in the Workplace
We’re hosting a “Diversity & Inclusion in the Workplace” training session on Friday, September 24, from 1 am to 5 pm, and would like you to attend. Please save the date in your calendar.
The training will take place in our meeting room on the 2nd floor and will be led by Professor Francis Mancini, a certified diversity trainer and expert in integrating diversity within the workplace. All employees are required to attend.
This session forms part of our ongoing “Equality in the Workplace” campaign. Other similar sessions will follow — watch this space!
It’s essential that we all complete this training. By doing so, we can build a more inclusive workspace and maintain a fair, equal, and culturally enriched environment for ourselves, our colleagues, our business, and our customers.
Thank you in advance for your commitment to helping us achieve this.
SVP Human Resources
Example #2: Optional, instructor-led, live online training announcement email sample
Email subject line: Want to find out more about Diversity and Inclusion? Join us on 24th Sept
We’re hosting a “Diversity and Inclusion in the Workplace” online course and we’d love you to join us. Click here to book a place.
(Gentle nudge: Places are limited, so do book as soon as possible, and by Friday, September 17, at the latest.)
What day? Friday, 24th September
What time? 1 – 5 pm
Where? This is a live, online course
How do I join? You’ll be sent joining details (link and password) once you’ve booked your seat
Who’s leading it? The 4-hour session will be led by Professor Francis Mancini, a certified diversity trainer and expert in integrating diversity within the workplace.
Professor Mancini combines a Master’s degree in Human Resources and Business Administration with 20 years of experience in delivering D&I initiatives in businesses as varied as finance and health. You can read more about him on LinkedIn. He’ll also share more information about himself before the formal part of the session kicks off.
What’s it about? The goal of this training is to provide a common definition of D&I for all employees, and create a safe and open place for discussion. The course will help you identify examples of unconscious bias in the workplace, while also focusing on cultural competency, civility, and sensitivity training,
This is an optional course, but a valuable one. 95% of colleagues who took part in a similar training session earlier this year agreed that it had increased their awareness and understanding of what can be a complex subject. Which is why we’ve decided to run it again.
We’d love you to join. But, if you can’t, a link to the recording will be available on the intranet.
If you are coming along, great! Do come with questions and an open and enquiring mind.
Heads-up! This session forms part of our ongoing “Equality in the Workplace” campaign. Other similar sessions will follow — watch this space!
Learning & Development Coordinator