Templates for Increasing Participation in Your Video Stories
Last updated July 21, 2026
How You Invite People to Record Makes a Big Difference
The way you invite someone to record a video has a significant impact on whether they say yes — and how enthusiastic they feel about participating.
A thoughtful, well-framed invitation increases response rates, boosts confidence, and improves the overall quality of submissions. Below are best practices to help you craft effective recording invitations, followed by ready-to-use templates.
Best Practices for Inviting Contributors
Personalize the Ask
Whenever possible, reach out individually — especially to key voices. Be specific about why you chose them. Highlight their expertise, leadership presence, impact, or unique perspective. A personalized message shows intention and respect.
Make Them Feel Recognized
Position the invitation as a form of recognition, not just a request. When appropriate, consider copying their manager to reinforce why they were selected. This adds credibility and increases perceived value.
Highlight What’s In It for Them
People are more likely to participate when they understand the benefit. Consider whether this opportunity:
- Increases visibility with senior leaders
- Showcases their expertise
- Recognizes strong performance
- Elevates their leadership presence
- Builds their personal brand internally
Make the value clear.
Set Clear Expectations
Reduce hesitation by clearly explaining:
- How long the recording will take
- When it’s due
- Where and how it will be used
- That they can record on any device
- That a teleprompter is available
- That they can re-record as many times as needed
The easier it feels, the more likely they are to participate.
Sample Recording Invitation Templates
Below are two example messages you can adapt for your campaign.
Invitation Message 1: Initial Ask
Purpose: Gauge interest and position participation as meaningful and easy.
Hi ,
I’m excited to invite you to record a short, informal video clip for .
We’re asking a select group of people to participate, and I immediately thought of you because <insert personalized reason — for example: your leadership on X, your impact on the team, your expertise in Y>.
The recording will take less than a minute and can be completed anytime before . You can record directly from your desktop or mobile device, and we offer a built-in teleprompter if that’s helpful.
Your clip will be included in a video supporting . We’ll be sharing it .
It’s a great opportunity to <insert benefit — for example: increase visibility with leadership, highlight your team’s work, showcase your expertise>.
If you’re open to participating, I’ll send a recording link along with a prompt for guidance.
Best,
Invitation Message 2: Recording Link and Tips
Purpose: Provide the link, reinforce simplicity, and set contributors up for success.
Hi ,
Thank you for agreeing to record a clip for our video.
Here’s the prompt you’ll respond to — you’ll also see this when you open the recording link:
Click here to record:
Please submit your clip by .
A few helpful tips:
- The video should be approximately long
- You can add talking points into the built-in teleprompter
- You may re-record as many times as you’d like
- You can record on desktop or mobile (desktop is often easier)
- Face a light source to avoid being backlit
If you have any questions, I’m happy to help.
Thanks again for your time and contribution.
Best,
Final Thought
Strong participation starts with a strong invitation. When contributors feel personally selected, clearly informed, and confident about the process, they’re far more likely to engage — and to deliver authentic, high-quality content.
Use these templates as a starting point, and tailor them to your audience and campaign goals.