Email templates: Engagement session on COVID-19 vaccines and public health measures

PDF format, 3.32 MB, 6 pages

Tip sheet: Registration or invitation email

This guide is designed to help you create an invitation for your event. It includes a checklist and an invitation email template.

Invitations can be sent via an email account or by using other alternatives. There are a number of free and open source event management websites, videoconferencing, and social media platforms available. Most of these options streamline the event planning process by:

Invitation email checklist

Clearly outline the purpose of the event and what information will be shared. Include time and date, and name of presenter.

Include contact information for questions, or if they encounter issues when registering for the event.

Invite participants to send their questions ahead of time. This will help frame the discussion, address specific concerns and provide a starting point for the question and answer period.

Identify a mechanism for tracking registrations and participants’ emails. Send a reminder email before the event, if appropriate.

Confirmation email checklist

Provide multiple ways to join the meeting such as dial-in or video.

Include a copy of the presentation, the agenda and rules of engagement or standard operating procedure (if possible).

Example: Registration or invitation email

Subject: Information session about COVID-19 vaccines

As we prepare for COVID-19 vaccines to be widely available, there is a need, more than ever, for reliable information on these vaccines and the vaccination plans.

We would like to invite you to an information session on [date] about Canada’s vaccine rollout plan and public health measures against COVID-19 with [insert name and title of presenter or organization].

This session will include a brief presentation on the steps taken to ensure access to safe, effective and free COVID-19 vaccines in 2021. We would also like to take this opportunity to address any concerns you may have during a question and answer period.

Session details:

Information session about COVID-19 vaccines and public health measures
With: [insert name and title of presenter]
When: [insert date and time]

[Insert meeting videoconferencing link]

Please submit questions in advance to [insert email].

We look forward to this information exchange with you.


Tip sheet: Thank you email

This guide is designed to help you create an email for your participants following your event. It includes a checklist and a thank you email template.

Thank you email checklist

After the event, a follow-up email should be sent to participants. To ensure continued dialogue, your message should include:

Government of Canada resources

Here are links to information, resources and tools to help you stay informed:

Social media

You can also invite participants to follow the Public Health Agency of Canada and Health Canada on social media.

Twitter: @GovCanHealth, @CPHO_Canada
YouTube: Healthy Canadians
Instagram: @HealthyCdns
Facebook: Healthy Canadians
LinkedIn: Health Canada, Public Health Agency of Canada

Example: Thank you email

Subject: Thank you for participating!

Good day,

[organization] would like to thank you for attending the information session about COVID-19 vaccines and public health measures on [date]. We hope the information provided was insightful and answered some of your questions.

Here is a summary of what we heard from you during the session: [provide a link or short summary below]

[include any follow-up actions committed to during the session]

In recognizing that we each play an important role in our communities, here is some information about COVID-19 vaccines that you can share within your networks, and with your friends and family:

Please take a moment to complete this short post-event questionnaire. Your feedback is crucial in helping us communicate with you in a way that is useful and clear.

Sign up online to receive COVID-19 updates from the Government of Canada.

Thank you!


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