Your best video contributors may already love what you do. They are the customers who come back, the members who show up and the supporters who tell friends about you. Invite them to help tell your brand’s story—not to do your marketing homework. A thoughtful email sequence makes the invitation feel personal, the recording feel easy and the thank-you feel genuine.
Start with people who already care
Choose a small, engaged audience before sending to your whole database. Look for repeat customers, active members, recent event attendees or people who have clicked, replied or taken part before. Choose people with a real connection to the topic—not simply everyone who has ever opened an email.
Use a permissioned audience, respect unsubscribes and check what other messages they are receiving. Personalize with details you genuinely know: the event they attended, the community they belong to or the product they use. “Thanks for joining us at [event]” feels more meaningful than pretending every recipient is your biggest fan.
Give them a reason to take part
Recognition can be as compelling as a reward: a chance to tell their story, help shape what comes next or be featured alongside other members of the community. Add a relevant incentive if it helps—such as a thank-you voucher, early access or entry into a clearly explained prize draw.
Be specific about what people receive and when. A guaranteed thank-you is different from a chance to win. Reward participation, not praise: ask for an honest experience and never make the incentive depend on a positive review. Choose a reward you can deliver and explain any conditions before people record.
Set up one clear destination
Copy the project link from Collaborate → Shareable Upload Link in Vloggi Studio. Use one obvious call to action in each email. The upload page should repeat the prompt, incentive, deadline and intended use of the footage, then collect the required details and permissions.
For a camera-response workflow, ask people to record through the form. For file uploads, explain what existing footage they can share. Test the complete journey on a phone. Replace every bracketed field in the examples below before sending; they are templates, not finished campaigns.
Email 1: You are part of our story
Suggested timing: launch day. Send to your selected engaged audience.
Subject: Our story would not be the same without you, [first name]
Preview text: A short video. Your own words. A proper thank-you.
Hi [first name],
[Brand] is more than the things we make. It is the people who make them part of their lives—and you are one of those people. Thank you for [genuine connection, such as being part of our community].
We are bringing those stories together, and we would love yours. In a short video, tell us: “[One specific question, such as What is a moment our product helped make possible?]”
Aim for [suggested length]. Your phone and your own words are perfect. No script, polished performance or editing needed.
As a thank-you, [specific incentive and conditions]. We would like to use selected stories in [named channels or purpose]; the submission page explains the permissions before you send anything.
[Button: Share my story → project link]
Send your video by [date, time and time zone]. We would love to hear the experience only you can tell.
Thank you,
[Real sender name]
[Role], [Brand]
Email 2: A little inspiration, not another chore
Suggested timing: two or three days later, only to people who have not submitted. Include a genuine, permissioned example if you have one; otherwise use the reassurance below.
Subject: Not sure what to say? Start with this…
Preview text: One moment is enough. You do not need a perfect story.
Hi [first name],
If you have been wondering what to record, think of one small moment: something that surprised you, made life easier or stayed with you.
You could start with: “The moment I remember most is…” Then tell us what happened. That is it. We want your experience, not an advert.
Find a quiet spot, face the light and speak as if you were telling a friend. A short, honest video is much more interesting than a rehearsed speech.
Your story could help someone else imagine what is possible with [brand/community]. And [brief reminder of the agreed incentive].
[Button: Tell my story → project link]
Questions or trouble recording? Reply to this email—we are here to help.
[Real sender name]
Email 3: A warm final invitation
Suggested timing: 24–48 hours before the real deadline, only to people who have not submitted. Use genuine urgency, not a countdown that keeps resetting.
Subject: There is still time to add your voice, [first name]
Preview text: Our invitation closes [day] at [time and time zone].
Hi [first name],
A quick final invitation before we close [campaign name]. We would love to include your perspective in this next chapter of [brand/community].
You do not need a big story. Just tell us [short version of the prompt] in your own words.
The deadline is [date, time and time zone]. [One-line incentive reminder with a link to the conditions.]
[Button: Add my voice → project link]
If now is not the right time, that is completely fine. Thank you for being part of our community either way.
[Real sender name]
Email 4: Make the thank-you count
Suggested timing: after a confirmed submission. Replace reminders with this message; do not ask the contributor to send the same video again.
Subject: Thank you, [first name]—your story is with us
Preview text: Here is what happens next.
Hi [first name],
We have received your video. Thank you for making time to share a little of your world with us.
Our team will review your submission for [campaign purpose]. [Explain the next step and expected timing, without promising that every video will be published.]
Your thank-you: [how and when the reward will be delivered, or when and how the prize draw result will be announced].
We will let you know if your story is selected for [agreed use]. If you have a question about your submission, reply here and we will help.
We are glad you are part of [brand/community].
[Real sender name]
Use automation to stay thoughtful, not repetitive
Build the sequence in your email platform or CRM. Vloggi collects the videos; the email platform manages the invitations, waits and follow-ups. The goal is a completed submission, not an email open or a click.
- Enroll the right segment: eligible, subscribed contacts with a relevant relationship to the campaign. Check existing automations so they are not receiving overlapping requests.
- Send the invitation, then wait: use the timings above as a starting point, adjusted to your deadline, audience and other scheduled messages.
- Check before each reminder: if the person has submitted, skip the remaining requests. If they have unsubscribed or the deadline has passed, stop the promotional sequence.
- Confirm the submission: where supported, connect Vloggi submission events to your CRM through an integration or webhook and match the record to the correct contact. A click alone must not mark someone as submitted.
- Keep a simple fallback: if you have not connected submission data, reconcile the contributor list before sending reminders and suppress those who have already responded.
- Send one thank-you: avoid duplicating an existing receipt or acknowledgment. Test the workflow with sample contacts, including a submitter and a non-submitter, before activating it.
For the technical handoff, see how submission webhooks work. A webhook connection requires setup; adding these emails to your marketing platform does not automatically connect it to Vloggi.
Keep the relationship going
When the campaign is ready, show contributors what their voices helped create. Send a link to the published story or a short update on what you learned. Where permissions allow, credit the people involved. Closing the loop turns a one-off request into an invitation they may welcome again.
Measure completed and usable submissions, the proportion with the permissions you need, and responses to each message. Also watch unsubscribes and complaints. Test one change at a time—such as the prompt or subject line—and use what you learn to improve the next invitation.
Want to reach beyond your email audience? Read where to share your video submission link for social posts, targeted advertising, partners and QR codes.