how to write email for presentation

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8 tips on how to write a professional email (with examples)

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Why is it important to know how to write a professional email?

Get email etiquette right for each work situation, time to hit send.

Humans send 332 billion emails every day .

For many of us, sending an email is so common that we may forget just how important writing a good email is to our professional goals.

We can always strive to improve our skills , and learning how to write a professional email to communicate more effectively and build stronger connections at work is one of them.

You aren't alone if you’ve asked yourself: How should I express my intentions concisely? What's the right tone to be professional but not stuffy? Should I start "Hello" or "Dear"?

In this guide, we’ll review the anatomy of an email and provide you with tips to write one effectively and professionally. We’ll also explain situations where writing a formal email with all the proper email etiquette is essential to your career and offer some examples to show you where to start.

Our world is increasing digital — and our work livess are no different.

Most of our communication happens online. In the United States, nearly 74% of Millennials and Gen Z prefer digital channels over face-to-face communication.

Digital communication runs counter to our human nature. Humans depend heavily on verbal and nonverbal communication cues such as body language, eye contact, and tone to gauge a person’s meaning.

Email and other digital communications don't allow us to pick up on these natural communication cues. It's essential to know how to craft messages that show are clear and accurate to what we want to communicate. 

This is particularly vital to our professional lives. Knowing how to write an effective email can help you in the following ways:

• Reputation . Demonstrating reliability and efficiency can make or break your professional reputation in the eyes of colleagues, managers, and potential clients or employers.
• Clarity . Providing meaningful information for the people that need your opinion creates and strengthens professional relationships.
• Efficiency . Using clear language streamlines processes and avoids counterproductive confusion.
• Progress . Respectful communication can help land the job, raise, vacation time, or work extension you want.

How to write a professional email

From crafting an attention-grabbing subject line to deciding on the proper sign-off and everything in between, all parts of an email serve a purpose.

Here are eight tips on how to write a professional email.

1. The right greeting

Greetings in an email are important. We always want to make a good first impression , and choosing the right salutation is the way to put your best foot forward.

Start the email with an appropriate greeting, which will change depending on your relationship with the recipient. The main salutations are the less formal “Hi” and “Hello” or more formal “Dear”: 

• If you’re writing directly to a colleague or someone you have a familiar professional relationship with, you can start with the following, start with “Hello” or “Hi.” 
• If you’re writing to someone you have never met or have a formal professional relationship with, like a hiring manager, or a new or potential client, start with “Dear.” 

"Dear Sir," "Dear Madam," "Dear Mr." or "Dear Mrs." might be overly formal for some recipients, read as antiquated, or even unintentionally misgender and upset someone. If you don't know how someone prefers to be addressed, it's best to stay gender-neutral.

You should also always double-check to ensure you’ve spelled the recipient's name correctly. If this is their first time writing and their full name isn't included on their contact information, consult their LinkedIn profile or another social media app. 

If they have a Gmail account, check their full name by typing their email into the recipient box, hitting the tab button, hovering over the email address, and clicking on their profile picture.

If you’re writing a business communication to send out to an email list, start with "To whom it may concern" for formal greetings or "Hello, everyone" for a group of recipients you have a casual relationship with.

2. Understand your intention

What’s an email for? Before you start writing, think about what exactly you hope to accomplish with your email. Understanding your motives will guide the message’s tone. A company-wide email needs to be written more formally than a response to a co-worker in an email chain. Regardless of what you want to accomplish, you need to write appropriately.

3. Explain your intention

Once you have figured out your intention, let the recipient know why you’re writing to them. Reasons for writing professional emails include:

• Asking for help from a manager
• Calling in a favor from a co-worker
• Replying to an earlier inquiry
• Following-up on something
• Offering clarity about an issue
• Saying thank you

Regardless of what you’re writing about, make sure the intention of the email is clear from the start. Here are some examples of statements you can include early in your email: 

• I wanted to send a follow-up email regarding our meeting yesterday.
• I'm writing to let you know about the team meeting on Thursday.
• I wanted to know if you have time to review my presentation.
• I want to discuss my upcoming vacation time.

4. Get to the point

The best email format for professional communication is writing a quick and concise message. Avoid walls of text. Keeping things short lets your recipient know that you respect their time.

State what you want clearly in the body of your email with 3–5 sentences and no more than three brief paragraphs.

• It was great meeting with you yesterday. I really liked your ideas for the new promotional materials. I wanted to follow up on the conversation and ask: Would it be better to create a video or write a blog post? Please let me know what you think.
• I read through your first draft, and the language is a little informal. I've left some edits, but can you please refer to the style guide and fix the language? Let me know if you need any help.

If you want to talk about something more that requires a lengthier discussion, an email isn't your best form of communication. Send an email briefly explaining what you'd like to discuss and set up a meeting.

• I'm feeling stuck on the social media content for the new account. Do you have some time this week to hop on Zoom and discuss strategy?
• I think there is some confusion about the scope of the new project. Let's schedule a check-in to review this together. Are you available to talk tomorrow?

5. Send your best regards

Keeping things short isn't the only way to show the recipient of your email that you respect their time. You can also let them know with a proper email closing.

Some examples include:

• I look forward to hearing back from you.
• Your feedback on the presentation was really helpful.
• I always love working with you and look forward to our next project.

Always be sure to say thank you:

• Thank you for your time.
• Thank you for reading.
• I always appreciate your input.
• I appreciate your taking the time to meet with me yesterday.

6. Sign off properly 

There are many options for signing off in an email, but it's best not to try to reinvent the wheel. Stick with a safe option like:

• Thanks again,
• Warmly, 

7. Write an appropriate email signature

An email signature is a useful space to give additional information about yourself. A work-appropriate email signature might include the following information about you:

• Position and company name
• Additional contact information, such as a phone number
• Links to relevant social media platforms

8. Proofread

You've spent all this time writing the most professional email possible — so don't rush to hit send without looking it all over.

Proofread your message to ensure that your intention is clear and straightforward and that you don't sound demanding or presumptuous.

Check that there aren't any typos or grammar mistakes. If you don't have the copy-editing skills to go over your message with a fine-toothed comb, download a grammar app for extra help.

If you’re forwarding your personal and business emails into a single inbox, double-check that you’re sending from the appropriate email account.

Let’s say you've just landed that job you always dreamed about (congratulations) and want to introduce yourself to the new team — but you also need to write your current boss a resignation letter. Don’t worry. We have email templates for that.

Specific work situations require specific types of correspondence. All of the other rules still apply; whether you are requesting a cover letter or sending in your resignation, keep it short, concise, and respectful.

Here are a few examples:

Follow-up after a job interview . Address the recipient by their first name, express gratitude for their time, emphasize your interest in the job and ask about the next steps.

Dear [interviewer’s name], 

I hope all is well! Thank you again for the opportunity to interview for [ job title] with [ company name]. It was a pleasure to get to know you and the team. 

I'm following up to see if there are any updates regarding [ job title] from my interview on [date]. I'm really excited about the opportunity. If you need any more information, please let me know.

Thank you again for your time and consideration. I hope to hear from you soon! 

Best regards, 

[Your name] 

Requesting time off . When requesting time off, especially for medical reasons, it's necessary to have a paper trail. Here is a template that you can use:

Hello [supervisor's name],

I am writing to request time off for [dates] because of [reason]. 

I checked with t don' have any urgent projects or deadlines during [dates requested]. Could I take my vacation time during those dates? If you have any questions, please let me know.

[insert your name]

You can check out other professional email examples with our other guides, which include samples, tips, and suggested email formats for the following work situations:

• Introducing yourself to a new team
• Saying thank you to your colleagues
• Writing a cover letter
• Asking for a letter of recommendation
• Giving two weeks' notice

Learning how to write a professional email is one of the most important skills you can learn. And, like every other skill, it just takes a little practice. Taking the time to build better-written communication skills will be worth it in the long term and will help you save time, avoid miscommunication, and construct better professional relationships.

Think through your message, keep it short and sweet, and proofread it twice. Then you’re ready to hit that send button.

Elevate your communication skills

Unlock the power of clear and persuasive communication. Our coaches can guide you to build strong relationships and succeed in both personal and professional life.

Madeline Miles

Madeline is a writer, communicator, and storyteller who is passionate about using words to help drive positive change. She holds a bachelor's in English Creative Writing and Communication Studies and lives in Denver, Colorado. In her spare time, she's usually somewhere outside (preferably in the mountains) — and enjoys poetry and fiction.

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The Perfect Presentation Email Sample: Tips and Examples

If you’re looking to increase your chances of landing a successful presentation, crafting the perfect email can be a game-changer. However, many people struggle with knowing where to start or how to structure their message effectively. That’s why we’ve put together some presentation email samples that can guide you in the right direction.

These samples are designed to help you get your message across in a clear and concise way, with the goal of ensuring that your recipient is hooked from the very first line. Whether you’re looking to pitch an idea, get your foot in the door, or secure a meeting, our presentation email samples are the perfect starting point.

What’s more, each sample is fully editable, meaning that you can customize it to suit your specific needs and audience. From the opening line to the closing CTA, we’ll take you through the entire process, providing you with all the tools you need to craft your perfect presentation email.

So, if you’re ready to take your presentation game to the next level, dive into our presentation email samples and start creating a winning message that will grab your recipient’s attention and leave a lasting impression.

The Best Structure for a Presentation Email

If you want to make a great impression when delivering your presentation through email, it is essential to create an effective structure that will keep your audience engaged and interested. An organized and well-structured email will allow your viewers to understand the main points of your presentation clearly and quickly. Below are some tips that can help you create a winning structure for your presentation email.

Firstly, it is important to start with an attention-grabbing subject line that makes the reader want to open the email. Make sure that the subject line clearly communicates the topic of your presentation and arouses curiosity. It can be a simple question or a statement that intrigues the reader.

The opening paragraph should contain a brief introduction, where you can provide some context about your presentation and why it’s relevant to your audience. You can also mention your credentials and expertise to establish your credibility in the field or topic you are presenting.

The body of the email should focus on the main points of your presentation. Divide your content into clear and concise sections, where each section covers a different aspect of your presentation. Use headings and subheadings to break up your content into manageable parts, and make sure that your text is easy to read and visually appealing. You can also include images, charts, or diagrams to support your presentation and make it more engaging.

It is also essential to include a clear call-to-action in your email. Tell your viewers what you expect them to do after they have read the email. You can ask them to attend a webinar, schedule a meeting, or visit your website for more information. This will help you to get a better response and encourage your audience to take the desired action.

Lastly, end your email with a strong conclusion that summarises the key points of your presentation. This will help the reader to remember the main message of your presentation and give them a reason to act upon the information provided. You can also thank your viewers for their time and attention, and offer any additional support or resources that may be relevant to your presentation.

In conclusion, by following the above-mentioned structure, you can create a powerful presentation email that captures the reader’s attention, conveys your message clearly, and inspires your audience to take action.

Email Presentation Sample

Recommendation for employee promotion.

Dear Mr. Brown,

I am writing to recommend Sarah Smith for the position of assistant manager in our company. Sarah has been a hardworking and dedicated employee for the past four years and has consistently exceeded expectations in all her roles. She has demonstrated exceptional leadership skills and has been instrumental in driving sales and ensuring customer satisfaction.

Sarah is a great team player and has always been willing to go above and beyond to help her colleagues. She possesses excellent communication skills and is always willing to lend an ear to her peers. I am confident that Sarah will excel in the role of assistant manager and provide exceptional leadership to her team.

Thank you for considering my recommendation. Please let me know if you need any further information.

Best regards,

Invitation to Corporate Event

Dear Ms. Johnson,

We would like to invite you to our upcoming corporate event on the 12th of July at the Hilton Hotel. The event is being hosted in honor of our new product launch and we would greatly appreciate your attendance.

The event will begin at 6 pm with cocktails followed by a sit-down dinner. There will be a live band and a DJ to help you dance the night away. The dress code is semi-formal, so please dress to impress!

It will be a great opportunity to network with other professionals in the industry and learn more about our latest product launch. We hope to see you there!

The Marketing Team

Proposal to Increase Sales

Dear Mr. Davis,

I am writing to propose an idea that could help increase sales in our company. As you know, we have been experiencing a decline in sales over the past few quarters and it has been a cause for concern. My proposal is to introduce a loyalty program that would incentivize customers to make repeat purchases.

The loyalty program would offer customers a discount for every purchase they make and accumulate points which they can redeem for exclusive rewards. This program will not only encourage customers to make repeat purchases, but it will also attract new customers who are interested in our rewards program.

I believe that this program has the potential to significantly increase our sales and boost customer engagement. Thank you for considering my proposal.

Training Session Invitation

Dear Ms. Green,

We are pleased to invite you to our training session on the 20th of August. The training session will focus on improving your skills in digital marketing and will cover topics such as SEO, social media marketing, and email marketing.

The session will be conducted by industry experts and will provide valuable insights into the latest digital marketing trends and techniques. The session will be interactive and participants will have the opportunity to ask questions and engage in discussions.

The training session will take place at our headquarters and will begin at 10 am. Lunch will be provided. We hope to see you there!

The Human Resources Team

Complaint Follow-Up

Dear Mr. Johnson,

I recently received a complaint regarding our customer service and I wanted to personally follow up and address the issue. I apologize for any inconvenience caused and would like to assure you that we take customer satisfaction very seriously.

I have investigated the issue and discovered that there was a miscommunication between our customer service representative and the customer. We have taken corrective measures to ensure that such an incident does not occur again in the future.

I would like to extend my apologies to you and hope that you will give us another chance to serve you.

The Customer Service Team

Request for Feedback

Dear Ms. Davis,

We value your opinion and would like to request your feedback on our products and services. Your feedback is important to us as it helps us improve and deliver better products to our customers.

We would appreciate it if you could take a few minutes to complete our survey. The survey is anonymous and will only take a few minutes to complete. Your responses will be kept confidential and will not be shared with any third parties.

Thank you for taking the time to provide your feedback. We look forward to hearing from you.

The Customer Experience Team

Thank You for Your Business

I would like to take this opportunity to thank you for your business and for choosing our company as your preferred supplier. We appreciate the trust you have placed in us and we are committed to providing you with the best possible products and services.

We value your feedback and would like to assure you that we will continue to strive to improve our products and services to meet your evolving needs.

We look forward to continuing our relationship with you and providing you with the best possible experience. Thank you once again for your business.

The Sales Team

Tips for Writing a Great Presentation Email

If you want to make sure your presentation email is received well and gets the attention it deserves, you need to follow some key guidelines. Here are some tips to help you write a presentation email that will get your message across effectively:

• Be clear and concise: Make sure your message is clear and to the point. Avoid using jargon or technical terms that your audience may not understand. Keep your language simple and easy to read.
• Use a catchy subject line: Your subject line should entice your reader to open your email. Use a subject line that is short, clear, and persuasive, preferably no longer than six words.
• Include a clear purpose: Let your audience know why you are sending the presentation. Be upfront about what you want them to know, and what actions you want them to take after they read your email.
• Highlight benefits: Highlight the benefits of your presentation to your audience. Show them how your presentation will benefit them, and what they can expect to learn or gain from it.
• Incorporate visuals: Visuals can help make your presentation more engaging and memorable. Consider incorporating graphics, charts, and images to help illustrate your points and keep your reader engaged.
• Be mindful of length: Keep your email short and to the point. People are busy, and they are unlikely to read a lengthy email. Aim to keep your email to less than 300 words, and consider breaking up longer sections into smaller paragraphs.
• Include a call to action: End your email with a clear call to action. This could be to attend your presentation, respond to your email, or take some other action related to your message.
• Proofread: Before sending your email, make sure to proofread it carefully for errors in spelling, grammar, and punctuation. A well-written email will have more impact than one that is riddled with errors.

By following these key guidelines, you can ensure that your presentation email is effective, engaging, and persuasive. Take the time to craft a clear and concise message that highlights the benefits of your presentation to your audience, and you’ll be well on your way to success.

Frequently Asked Questions about Presentation Email Samples

What is a presentation email.

A presentation email is a type of email that is sent to introduce a business proposal or idea to potential investors, partners, or clients. It typically includes a slide deck or other visual aids to help convey the information in a clear and compelling way.

What should I include in a presentation email?

In addition to your slide deck or other visual aids, your presentation email should include a clear and concise explanation of your business idea or proposal, including the problem you are trying to solve, your solution, and the benefits to your audience. You should also include any relevant data or statistics to support your claims.

How can I make my presentation email more engaging?

To make your presentation email more engaging, use a personalized tone that speaks directly to your audience. Use high-quality images and graphics to support your message. And don’t be afraid to inject some personality and a sense of humor into your presentation.

How long should my presentation email be?

Your presentation email should be concise and to the point. Aim for no more than 10-15 slides or around 500-700 words, depending on your audience and the complexity of your proposal.

How can I ensure my presentation email is effective?

To ensure your presentation email is effective, take the time to research your audience and tailor your message specifically to them. Keep your message simple and clear, and emphasize the key benefits of your proposal. Finally, proofread carefully to ensure that your presentation is error-free and professional.

Should I include a call to action in my presentation email?

Yes, a call to action is an important part of any presentation email. Be clear about what you want your audience to do next, whether that’s scheduling a follow-up meeting, signing up for a demo, or investing in your company. Make it as easy as possible for them to take action by including clear instructions and contact information.

What are some common mistakes to avoid in a presentation email?

Some common mistakes to avoid in a presentation email include using jargon or technical terms that your audience may not understand, being too long-winded or repetitive, and failing to provide clear benefits or a compelling reason for your audience to take action. Additionally, be sure to proofread carefully to catch any errors or typos that may detract from your message.

Wrap It Up!

Well, folks, that was our presentation email sample. Hopefully, you found some helpful tips in there to spice up your next email presentation. Whether you’re trying to win over a potential client or impress your boss, we’ve got you covered. Thanks for reading, and don’t forget to check back in for more helpful articles! Have a great day!

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How to Email a PowerPoint Slideshow: A Step-by-Step Guide

Emailing a PowerPoint slideshow is as simple as attaching a file to an email. But to do it correctly, you need to save your presentation in the right format, choose the right file size, and ensure that your recipient can view it. After completing these steps, your PowerPoint slideshow will be successfully sent and accessible to your intended audience.

After you complete the action, your recipient should receive an email with your PowerPoint slideshow attached. They will be able to download and view the presentation on their own device, provided they have the necessary software or app to open PowerPoint files.

Introduction

In our digital age, sharing information has never been easier. Whether you’re a student presenting a project, a professional sharing a business proposal, or someone just looking to spread ideas, PowerPoint slideshows are a go-to method. But what good is a stunning presentation if you can’t get it in front of your audience? Emailing your PowerPoint slideshow is a quick and efficient way to do just that. This simple action is relevant to almost everyone in the digital workspace. It saves time, resources, and allows for instant sharing of information.

Emailing a PowerPoint slideshow seems straightforward, right? Well, it is, but there are a few tips and tricks that can ensure your presentation arrives just as impressively as it leaves your outbox. It’s crucial to know the ropes to avoid any hiccups, such as large file sizes causing your email to bounce back, or the recipient not being able to open the file. Let’s dive into the know-how of emailing a PowerPoint slideshow, ensuring your hard work gets seen and appreciated.

Step by Step Tutorial: Emailing a PowerPoint Slideshow

Before jumping into the steps, understand that following them will help you send a PowerPoint slideshow via email. This process is handy for sharing presentations with colleagues, friends, or anyone who needs to view your slides.

Step 1: Save Your PowerPoint Slideshow

Save your PowerPoint presentation in a format that’s suitable for email.

When saving your PowerPoint presentation, choose a format that maintains the quality of your slides while keeping the file size manageable. The standard .ppt or .pptx formats work well, but if you’re concerned about compatibility, a PDF format is a universal option.

Step 2: Compress Your Presentation

Compress your PowerPoint file if it’s too large to email.

Large files can be troublesome to send via email. If your presentation is too large, consider compressing it to reduce the size. PowerPoint has built-in tools that can help you compress images and media within your slides to make the file smaller.

Step 3: Open Your Email Client

Open your preferred email client to compose a new message.

Whether you use Gmail, Outlook, or any other email service, start by opening your email client and clicking the option to compose a new email. This will be the vehicle to deliver your PowerPoint slideshow to your recipient.

Step 4: Attach Your PowerPoint Slideshow

Attach your saved PowerPoint presentation to your email.

Look for the ‘attach file’ icon (usually represented by a paperclip) in your email client. Click on it and navigate to the location where your PowerPoint presentation is saved. Select the file and attach it to your email.

Step 5: Compose Your Email

Write a brief message to accompany your PowerPoint slideshow.

Don’t just send an email with an attachment and no context. Write a short message explaining what the presentation is and why you’re sending it. This will provide your recipient with the necessary information and entice them to open your slideshow.

Additional Information

When it’s time to share your PowerPoint slideshow, there are a few additional things to consider. First, think about the accessibility of your presentation. Will your recipient need any special software to view it? It’s always a good idea to ask ahead of time or provide options, such as saving your slideshow as a PDF, which can be opened on almost any device.

Another tip is to use file-sharing services for particularly large presentations. Platforms like Google Drive, Dropbox, or WeTransfer allow you to upload your PowerPoint slideshow to the cloud, and then send a link via email. This way, you avoid the file size limits of email services and ensure your recipient can download the presentation at their leisure.

Also, be mindful of the security of your content. If your PowerPoint slideshow contains sensitive information, consider password-protecting it before sending. You can also use encrypted email services for added security.

Remember, the goal is to make sure your PowerPoint slideshow is received and can be viewed with ease. The last thing you want is for your hard work to go unseen due to a technical hiccup.

• Save your presentation in a suitable format.
• Compress your presentation if it’s too large.
• Open your email client and compose a new message.
• Attach your PowerPoint slideshow to the email.
• Write a message to accompany your presentation and hit send.

Frequently Asked Questions

Can i email a powerpoint slideshow from my phone.

Yes, you can email a PowerPoint slideshow from your phone using your mobile email client. Just ensure that your presentation is saved on your phone or accessible through a cloud service.

How can I make my PowerPoint file smaller to email?

You can compress images within PowerPoint or use a file compression tool. Also, saving your presentation in PDF format can sometimes reduce the file size.

What’s the maximum file size I can email?

This depends on your email provider. For example, Gmail has a limit of 25MB for attachments. If your presentation is larger, you’ll need to use a file-sharing service.

Can I password-protect my PowerPoint slideshow before emailing it?

Yes, PowerPoint allows you to add a password to your presentation. This can be done in the ‘File’ menu under ‘Info’ and then ‘Protect Presentation.’

What if my recipient doesn’t have PowerPoint?

If your recipient doesn’t have PowerPoint, consider saving your presentation as a PDF. Alternatively, they can view it using free software like PowerPoint Viewer or Google Slides.

Emailing a PowerPoint slideshow is a crucial skill in the modern world of digital communication. It’s a simple yet effective way to share your ideas, projects, or proposals with anyone, anywhere. While there are some hurdles like file size limits and software compatibility, a little preparation and foresight can overcome these challenges.

Remember to save your presentation in an accessible format, keep the file size manageable, and always double-check with your recipient for any specific requirements they might have. With these tips and tricks up your sleeve, you’re ready to share your PowerPoint masterpiece with confidence and ease. So go ahead, hit that send button, and let your slideshow make the impact it deserves!

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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How To Make a Good Presentation [A Complete Guide]

By Krystle Wong , Jul 20, 2023

A top-notch presentation possesses the power to drive action. From winning stakeholders over and conveying a powerful message to securing funding — your secret weapon lies within the realm of creating an effective presentation .  

Being an excellent presenter isn’t confined to the boardroom. Whether you’re delivering a presentation at work, pursuing an academic career, involved in a non-profit organization or even a student, nailing the presentation game is a game-changer.

In this article, I’ll cover the top qualities of compelling presentations and walk you through a step-by-step guide on how to give a good presentation. Here’s a little tip to kick things off: for a headstart, check out Venngage’s collection of free presentation templates . They are fully customizable, and the best part is you don’t need professional design skills to make them shine!

These valuable presentation tips cater to individuals from diverse professional backgrounds, encompassing business professionals, sales and marketing teams, educators, trainers, students, researchers, non-profit organizations, public speakers and presenters. 

No matter your field or role, these tips for presenting will equip you with the skills to deliver effective presentations that leave a lasting impression on any audience.

Click to jump ahead:

What are the 10 qualities of a good presentation?

Step-by-step guide on how to prepare an effective presentation, 9 effective techniques to deliver a memorable presentation, faqs on making a good presentation, how to create a presentation with venngage in 5 steps.

When it comes to giving an engaging presentation that leaves a lasting impression, it’s not just about the content — it’s also about how you deliver it. Wondering what makes a good presentation? Well, the best presentations I’ve seen consistently exhibit these 10 qualities:

1. Clear structure

No one likes to get lost in a maze of information. Organize your thoughts into a logical flow, complete with an introduction, main points and a solid conclusion. A structured presentation helps your audience follow along effortlessly, leaving them with a sense of satisfaction at the end.

Regardless of your presentation style , a quality presentation starts with a clear roadmap. Browse through Venngage’s template library and select a presentation template that aligns with your content and presentation goals. Here’s a good presentation example template with a logical layout that includes sections for the introduction, main points, supporting information and a conclusion: 

2. Engaging opening

Hook your audience right from the start with an attention-grabbing statement, a fascinating question or maybe even a captivating anecdote. Set the stage for a killer presentation!

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

3. Relevant content

Make sure your content aligns with their interests and needs. Your audience is there for a reason, and that’s to get valuable insights. Avoid fluff and get straight to the point, your audience will be genuinely excited.

4. Effective visual aids

Picture this: a slide with walls of text and tiny charts, yawn! Visual aids should be just that—aiding your presentation. Opt for clear and visually appealing slides, engaging images and informative charts that add value and help reinforce your message.

With Venngage, visualizing data takes no effort at all. You can import data from CSV or Google Sheets seamlessly and create stunning charts, graphs and icon stories effortlessly to showcase your data in a captivating and impactful way.

5. Clear and concise communication

Keep your language simple, and avoid jargon or complicated terms. Communicate your ideas clearly, so your audience can easily grasp and retain the information being conveyed. This can prevent confusion and enhance the overall effectiveness of the message. 

6. Engaging delivery

Spice up your presentation with a sprinkle of enthusiasm! Maintain eye contact, use expressive gestures and vary your tone of voice to keep your audience glued to the edge of their seats. A touch of charisma goes a long way!

7. Interaction and audience engagement

Turn your presentation into an interactive experience — encourage questions, foster discussions and maybe even throw in a fun activity. Engaged audiences are more likely to remember and embrace your message.

Transform your slides into an interactive presentation with Venngage’s dynamic features like pop-ups, clickable icons and animated elements. Engage your audience with interactive content that lets them explore and interact with your presentation for a truly immersive experience.

8. Effective storytelling

Who doesn’t love a good story? Weaving relevant anecdotes, case studies or even a personal story into your presentation can captivate your audience and create a lasting impact. Stories build connections and make your message memorable.

A great presentation background is also essential as it sets the tone, creates visual interest and reinforces your message. Enhance the overall aesthetics of your presentation with these 15 presentation background examples and captivate your audience’s attention.

9. Well-timed pacing

Pace your presentation thoughtfully with well-designed presentation slides, neither rushing through nor dragging it out. Respect your audience’s time and ensure you cover all the essential points without losing their interest.

10. Strong conclusion

Last impressions linger! Summarize your main points and leave your audience with a clear takeaway. End your presentation with a bang , a call to action or an inspiring thought that resonates long after the conclusion.

In-person presentations aside, acing a virtual presentation is of paramount importance in today’s digital world. Check out this guide to learn how you can adapt your in-person presentations into virtual presentations . 

Preparing an effective presentation starts with laying a strong foundation that goes beyond just creating slides and notes. One of the quickest and best ways to make a presentation would be with the help of a good presentation software . 

Otherwise, let me walk you to how to prepare for a presentation step by step and unlock the secrets of crafting a professional presentation that sets you apart.

1. Understand the audience and their needs

Before you dive into preparing your masterpiece, take a moment to get to know your target audience. Tailor your presentation to meet their needs and expectations , and you’ll have them hooked from the start!

2. Conduct thorough research on the topic

Time to hit the books (or the internet)! Don’t skimp on the research with your presentation materials — dive deep into the subject matter and gather valuable insights . The more you know, the more confident you’ll feel in delivering your presentation.

3. Organize the content with a clear structure

No one wants to stumble through a chaotic mess of information. Outline your presentation with a clear and logical flow. Start with a captivating introduction, follow up with main points that build on each other and wrap it up with a powerful conclusion that leaves a lasting impression.

Delivering an effective business presentation hinges on captivating your audience, and Venngage’s professionally designed business presentation templates are tailor-made for this purpose. With thoughtfully structured layouts, these templates enhance your message’s clarity and coherence, ensuring a memorable and engaging experience for your audience members.

Don’t want to build your presentation layout from scratch? pick from these 5 foolproof presentation layout ideas that won’t go wrong. 

4. Develop visually appealing and supportive visual aids

Spice up your presentation with eye-catching visuals! Create slides that complement your message, not overshadow it. Remember, a picture is worth a thousand words, but that doesn’t mean you need to overload your slides with text.

Well-chosen designs create a cohesive and professional look, capturing your audience’s attention and enhancing the overall effectiveness of your message. Here’s a list of carefully curated PowerPoint presentation templates and great background graphics that will significantly influence the visual appeal and engagement of your presentation.

5. Practice, practice and practice

Practice makes perfect — rehearse your presentation and arrive early to your presentation to help overcome stage fright. Familiarity with your material will boost your presentation skills and help you handle curveballs with ease.

6. Seek feedback and make necessary adjustments

Don’t be afraid to ask for help and seek feedback from friends and colleagues. Constructive criticism can help you identify blind spots and fine-tune your presentation to perfection.

With Venngage’s real-time collaboration feature , receiving feedback and editing your presentation is a seamless process. Group members can access and work on the presentation simultaneously and edit content side by side in real-time. Changes will be reflected immediately to the entire team, promoting seamless teamwork.

7. Prepare for potential technical or logistical issues

Prepare for the unexpected by checking your equipment, internet connection and any other potential hiccups. If you’re worried that you’ll miss out on any important points, you could always have note cards prepared. Remember to remain focused and rehearse potential answers to anticipated questions.

8. Fine-tune and polish your presentation

As the big day approaches, give your presentation one last shine. Review your talking points, practice how to present a presentation and make any final tweaks. Deep breaths — you’re on the brink of delivering a successful presentation!

In competitive environments, persuasive presentations set individuals and organizations apart. To brush up on your presentation skills, read these guides on how to make a persuasive presentation and tips to presenting effectively . 

Whether you’re an experienced presenter or a novice, the right techniques will let your presentation skills soar to new heights!

From public speaking hacks to interactive elements and storytelling prowess, these 9 effective presentation techniques will empower you to leave a lasting impression on your audience and make your presentations unforgettable.

1. Confidence and positive body language

Positive body language instantly captivates your audience, making them believe in your message as much as you do. Strengthen your stage presence and own that stage like it’s your second home! Stand tall, shoulders back and exude confidence. 

2. Eye contact with the audience

Break down that invisible barrier and connect with your audience through their eyes. Maintaining eye contact when giving a presentation builds trust and shows that you’re present and engaged with them.

3. Effective use of hand gestures and movement

A little movement goes a long way! Emphasize key points with purposeful gestures and don’t be afraid to walk around the stage. Your energy will be contagious!

4. Utilize storytelling techniques

Weave the magic of storytelling into your presentation. Share relatable anecdotes, inspiring success stories or even personal experiences that tug at the heartstrings of your audience. Adjust your pitch, pace and volume to match the emotions and intensity of the story. Varying your speaking voice adds depth and enhances your stage presence.

5. Incorporate multimedia elements

Spice up your presentation with a dash of visual pizzazz! Use slides, images and video clips to add depth and clarity to your message. Just remember, less is more—don’t overwhelm them with information overload. 

Turn your presentations into an interactive party! Involve your audience with questions, polls or group activities. When they actively participate, they become invested in your presentation’s success. Bring your design to life with animated elements. Venngage allows you to apply animations to icons, images and text to create dynamic and engaging visual content.

6. Utilize humor strategically

Laughter is the best medicine—and a fantastic presentation enhancer! A well-placed joke or lighthearted moment can break the ice and create a warm atmosphere , making your audience more receptive to your message.

7. Practice active listening and respond to feedback

Be attentive to your audience’s reactions and feedback. If they have questions or concerns, address them with genuine interest and respect. Your responsiveness builds rapport and shows that you genuinely care about their experience.

8. Apply the 10-20-30 rule

Apply the 10-20-30 presentation rule and keep it short, sweet and impactful! Stick to ten slides, deliver your presentation within 20 minutes and use a 30-point font to ensure clarity and focus. Less is more, and your audience will thank you for it!

9. Implement the 5-5-5 rule

Simplicity is key. Limit each slide to five bullet points, with only five words per bullet point and allow each slide to remain visible for about five seconds. This rule keeps your presentation concise and prevents information overload.

Simple presentations are more engaging because they are easier to follow. Summarize your presentations and keep them simple with Venngage’s gallery of simple presentation templates and ensure that your message is delivered effectively across your audience.

1. How to start a presentation?

To kick off your presentation effectively, begin with an attention-grabbing statement or a powerful quote. Introduce yourself, establish credibility and clearly state the purpose and relevance of your presentation.

2. How to end a presentation?

For a strong conclusion, summarize your talking points and key takeaways. End with a compelling call to action or a thought-provoking question and remember to thank your audience and invite any final questions or interactions.

3. How to make a presentation interactive?

To make your presentation interactive, encourage questions and discussion throughout your talk. Utilize multimedia elements like videos or images and consider including polls, quizzes or group activities to actively involve your audience.

In need of inspiration for your next presentation? I’ve got your back! Pick from these 120+ presentation ideas, topics and examples to get started. 

Creating a stunning presentation with Venngage is a breeze with our user-friendly drag-and-drop editor and professionally designed templates for all your communication needs. 

Here’s how to make a presentation in just 5 simple steps with the help of Venngage:

Step 1: Sign up for Venngage for free using your email, Gmail or Facebook account or simply log in to access your account. 

Step 2: Pick a design from our selection of free presentation templates (they’re all created by our expert in-house designers).

Step 3: Make the template your own by customizing it to fit your content and branding. With Venngage’s intuitive drag-and-drop editor, you can easily modify text, change colors and adjust the layout to create a unique and eye-catching design.

Step 4: Elevate your presentation by incorporating captivating visuals. You can upload your images or choose from Venngage’s vast library of high-quality photos, icons and illustrations. 

Step 5: Upgrade to a premium or business account to export your presentation in PDF and print it for in-person presentations or share it digitally for free!

By following these five simple steps, you’ll have a professionally designed and visually engaging presentation ready in no time. With Venngage’s user-friendly platform, your presentation is sure to make a lasting impression. So, let your creativity flow and get ready to shine in your next presentation!

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How to Email a PowerPoint Presentation: 5 Proven Ways

Table of Contents

After you’ve finished creating a PowerPoint presentation – assembling the content, perfecting the design, and adding animations and other special effects – you may want to email it to your students, employees, or clients. There are several ways to email PowerPoint slides, and the one you choose may depend on a few things: the file’s size, security concerns, and whether you want users to be able to edit the presentation. Let’s look at each of the 5 methods in detail. 

1. Send as an Email Attachment

Sending a file as an email attachment is perhaps the first thing that comes to mind when there’s a need to email a PowerPoint presentation.

To do this:

• Save your completed PowerPoint presentation on your hard drive.
• Open your email program.
• Add recipients’ email addresses.
• Click on the attach button (usually represented by a paperclip icon), and navigate to the file on your hard drive.
• Once you’ve found the file on your computer, double-click on the file name or icon and it will upload to your email server.
• All that’s left to do is write the subject and body of your email and click Send .

This method is quick and easy, but:

• It would make the sender vulnerable to plagiarism, as the receiver could copy the content at will.
• Most popular email services cannot attach files greater than 25MB.
• PowerPoint files won’t open on Macs without an additional tool.
• Files created using newer versions of PowerPoint won’t open in older versions of the software.

2. Convert and Share Files in PowerPoint 

PowerPoint comes with a host of built-in features to help facilitate the sharing of presentation files. You can send your presentation as an attachment, a link, a PDF file, an XPS file, or as an Internet Fax. To access these features, click File > Share > Email .

Under Email , select between the following options:

• Send as Attachment , to attach your slides to your email.
• Send a Link , to create an email with a link to your slideshow. But to use this option, you need to have access to a shared location, such as a SharePoint or OneDrive, and save your presentation there. (We’ll address this method in greater detail later in the article.)
• Send as PDF , to save your slides as a .pdf file, and then attach it to an email.
• Send as XPS (Microsoft’s alternative to PDF), to save your presentation as an .xps file and then attach it to an email message.
• Send as Internet Fax , to send your presentation as an Internet fax. For this option, you first need to sign up with a fax service provider.

3. Make It an HTML5 File

You can also convert a presentation that you want to share into an HTML5 file. In this way, your users will be able to open the slides in a browser and view them online. There are numerous advantages to this method:

• In presentations converted into the HTML5 format, all images and videos look the same as they do in the original and all PPT effects and transitions are preserved. 
• HTML5 presentations work flawlessly in all operating systems and on all devices, and don’t require any software to open them. Users can view HTML5 slides right in their browsers.
• HTML5 slides are easy to upload to websites or Learning Management Systems .
• Your slides will be safe behind a wall of protections – watermarks, passwords, and time and domain restrictions. Users will only see your presentation when you allow them to.
• Presentations cannot be corrected by outside sources after conversion, meaning that copyrights will be protected.

You can turn your presentations into HTML5 format by using iSpring Converter Pro , which is shipped as a PowerPoint add-in. After installation, the iSpring tab will appear on your PowerPoint ribbon, so you can perform a conversion in a few clicks. Here’s how to do this:

• Download and install iSpring Converter Pro. 
• Open a PowerPoint presentation. 

• Click on Publish . 

Start your free iSpring Converter Pro trial now →

4. Make It Into a Video

Another way to share your email presentation easily is to convert it into an MP4 file. This is an especially useful method if you want to share your ideas via video by uploading it to a platform like YouTube. 

And this is where iSpring Converter Pro will fit nicely again. As with the HTML5 file, after conversion, a video will preserve all animations, effects, formatting, and audio embedded in the source files. iSpring lets you manage presentation specifics like video quality and size, as well as publication to YouTube from within the software itself. 

To turn presentation into a video , perform the same steps we covered above but, when publishing, choose Video instead of HTML5. 

Then you can click the Email button to send the output via email. 

If you want to upload your video presentation to YouTube, go to the YouTube tab in the iSpring publishing window. 

Log in to your YouTube account by clicking Sign In in the Account field, enter information about the video – title, description, and category in the relevant fields – and configure the settings if needed. Then, click the Publish button. After that, you can watch the published video in your YouTube account. The only thing you need to do now is email the link to the video to your users. 

See a comprehensive guide on how to publish a PPT to YouTube →

5. Share via a Link

If converting a PPT file to another format is not what you want, but the presentation is too big to email as an attachment, you can always compress it into a .zip file before sending it. Or, instead of emailing the file directly, you can upload it to a file hosting service, like Google Drive or Dropbox, and share it by sending the link to recipients.

To compress large presentations into zip files:

• Right-click on the file in your computer.
• Choose Send to .
• Select the compressed (zipped) folder.
• Log in to your file hosting service and follow the steps required to upload a file and share it via a link. When recipients receive your email, they can click on your link and view the file online or download it to their computers and watch it using the PowerPoint slide show viewer.

Choose the handiest method from among these five for your line of work and presentation needs. Plus, consider the security of the method you use and decide how much control you would like to maintain over the intellectual property in the presentation.

Do you have any other ideas for sharing PowerPoint presentations? Tell us in the comments below!

Useful Resources on PowerPoint

Are you a PowerPoint lover? If so, here are some other helpful articles for you:

• How to Share a PowerPoint Presentation Online
• How to Protect PowerPoint Presentations
• How to Add Narration to a PowerPoint Presentation
• How to Add Youtube Video Into PowerPoint Presentation
• How to Structure a PowerPoint Presentation
• How to Convert PowerPoint Presentation to an eLearning Module
• How to Remove the Background From a Picture in PowerPoint

Fast PowerPoint to HTML5 Converter

Convert presentations to HTML5 with all effects and transitions preserved

Content creator:

Helen Colman

She enjoys combining in-depth research with expert knowledge of the industry. If you have eLearning insights that you’d like to share, please get in touch .

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ABA Journal The digital English academy

How to Introduce Yourself in English to Your New Coworkers by Email

Have you ever thought about moving abroad for a new work experience? Many young and not-so-young people choose to give themselves the opportunity to work abroad to both learn English and to enrich their resume. Others that are already well-established in their home country sometimes receive an offer to transfer abroad temporarily to work in their company’s headquarters.

Whatever the reason may be that drives us to work abroad, it is always an important experience that can motivate us not only from a work point of view, but from a cultural and human point of view as well. It is interesting to learn different ways to do things and different ways to face challenges at work. In addition, from a human point of view, travelling for either long or short time periods helps us to acquire important skills like the spirit of adaptation and independence.

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At the same time, the idea of starting a work experience in a country where a different language is spoken and where we do not know the culture can generate a bit of anxiety. As always, the secret to facing your fears and giving your best lies in good preparation. Have you thought about sending an email to your new coworkers? Here we present some ways to respond to your boss’s welcome email or to send a presentation email to your new colleagues.

Responding to a Welcome Email

Both your job interview and evaluation have been successful. You now feel happy to see an email from your boss in your inbox. This is a welcome email, that is to say, a message welcoming you to your new job . Do you feel excited and don’t know how to respond? First of all, you should know that it is neither necessary nor obligatory to respond. But, if you still want to show your appreciation to your employer for having given you the job, here are some phrases you can use to answer. While the translation to your mother tongue may sound forced, that does not mean that these phrases do not sound natural in English.

Example #1:

Thank you for your kind email. I’m glad to be part of this team. It is a great opportunity to work for XXX and I will do my best to contribute to its future and success.

I look forward to working with you.

Kind Regards ,

Mario Pérez

Example #2:

Thank you for showing confidence in me. I will work hard to live up to the expectations and I appreciate the opportunity you are giving me to use my talents for XXX.

I am excited to be part of your team and look forward to seeing you on XXX.

Colleagues and Members of the Staff

If the idea of meeting your coworkers for the first time makes you anxious, you can send a presentation email to those you will be working the closest with , such as your team leader, boss, or colleagues. In the email, you can introduce yourself, explain your role, clarify why you’re sending the email, and conclude by expressing your desire to meet the recipient. Here is a formal example that you could send to a boss and a more informal example for coworkers at the same or lower position.

My name is Mario Perez, I have just been hired as the new sales assistant at XXX. The purpose of this email is to introduce myself to you and give you my contact information, should you need to talk to me. My email address is XXX and my contact phone is +44XXX. I look forward to meeting you in person, and I am excited about working together.

Kind regards ,

Hello Team!

My name is Mario Perez and I will be taking on the role of Jr. Marketing Director starting on May 25th. I want to take a moment to introduce myself to you and to say hello. I´m so happy to join the team and look forward to meeting everyone in person. Please feel free to come to my office any time, if you have any questions or you would like to meet me.

Best wishes ,

Are You Ready for Your New Job?

Now that you know how to write a presentation email, you have one more tool to start your new career without too much anxiety. It is true, however, that to work in an environment where English is spoken, it is important to know the language well in order to communicate daily with colleagues, clients, and the public. ABA English offers 144 free video classes to improve your English along with qualified teachers ready to resolve your doubts and answer your questions. What are you waiting for?

Related Articles

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May 26, 2020

Smart Learning® from ABA English: learn English with what you like

May 15, 2020

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Business writing essentials

How to write a presentation (and deliver it, even via Zoom)

Jack elliott.

31 minute read

You’ve been asked to give a presentation. Chances are, your response will be roughly one of the following:

1. It’s a subject you’re passionate about and you’re a confident speaker. You’re pleased to have the opportunity.

2. You secretly worry that your style is flat and unengaging. You’re not looking forward to it.

3. At best, the prospect makes you nervous; at worst, terrified. You’d rather have root canal surgery.

If you belong in one of the last two categories, you probably know you’re not alone. You may have heard the statistic that public speaking is more widely feared even than death .

However you feel about the prospect of presenting, this comprehensive guide will take you step by step through the process of planning, writing and delivering a presentation you can be proud of (even via Zoom).

Use the contents links below to jump to the section you need most, make your way through methodically from start to finish, or bookmark this page for next time you need it.

What is a presentation?

Essentially, it’s a story. And its origins go back thousands of years – to when our ancestors gathered around the campfire to listen to the wise elders of the tribe. Without PowerPoint!

These days, presentations encompass the glitz and scale of the Oscars or the new iPhone launch through to business briefings to smaller audiences, in person or – increasingly – online. We’re focusing on the business side.

Whatever the occasion, there’s always an element of drama involved. A presentation is not a report you can read at your leisure, it’s an event – speakers are putting themselves on the spot to explain, persuade or inspire you. Good presentations use this dynamic to support their story.

Always remember: everyone wants you to do well

If you are nervous, always remember: no one sets out to write a poor presentation and no one wants to go to one either. There may be private agendas in the room, but for the most part audiences approach presentations positively. They want to be engaged and to learn. They want you to do well.

First things first: the date’s in the diary and you need to prepare. Let’s break it down.

1. Preparing your presentation

Imagine you’re a designer in the automotive industry and your boss has asked you to give a presentation. The subject: the future of the car and how it will fit with all the other modes of transport.

Where to start? How to approach it? First you need an angle, a key idea.

We talk about ‘giving’ a presentation – and of course it’s the audience who will be receiving it. So, instead of beginning with cars (in this case), let’s think about people. That way we can root the talk in the everyday experience we all share.

Maybe you remember a time you were stuck in traffic on a motorway. Morning rush hour. No one moving. Up ahead children were crossing a footbridge on their way to school, laughing at the cars going nowhere. And you thought, ‘Enjoy it while you can! This will be you one day.’ But maybe not. Surely we can do better for future generations!

There’s your opening – the whole issue captured in a single image, and you’ve immediately engaged your audience with a simple story.

The who, the why and the what

Always begin with the people you’ll be addressing in mind. Before you start writing, answer three fundamental questions: who is your audience, why are you talking to them and what do you want to say?

The answers will provide the strong foundations you need and start the ideas flowing. Ignore them and you risk being vague and unfocused. Clear writing is the result of clear thinking and thinking takes time, but it’s time well spent.

Got a presentation to write? Before you do anything else, answer three fundamental questions: who is your audience, why are you talking to them and what do you want to say? @EmphasisWriting Click To Tweet

Start with the audience

Are you a senior car designer talking to your team? If the answer’s yes, you can assume high-level, shared knowledge.

But if you’re talking to the sales or marketing departments, you can’t make the same assumptions – there are issues you might have to explain and justify. And if it’s a press briefing, it’s about getting the message out to the general public – a different story again.

Knowing your audience will also dictate your tone. Your presentation to the board is likely to be quite formal, whereas a talk for your team can be more relaxed.

And what’s the audience’s mood? On another occasion you might have bad news to deliver – perhaps the national economy and the company’s finances are threatening people’s jobs. Then you must empathise – put yourself in their position and adapt your tone accordingly.

I want to …

You also need a clear objective (the why ). For our car designer, the overriding objective should be to plant a key idea in the audience’s mind. Starting with that image of the schoolchildren, it’s to convince the audience that the company has a radical and distinctive design future.

That’s the takeaway. How should they do that? Should they explain, persuade or inspire – the three key strategies for any presentation? You may need to use several of them to achieve your goal.

Objectives should always complete the statement ‘I want to …’. What do you want to do ?

It’s about …

The what is the substance of your presentation – the building blocks, all the facts and figures that tell the audience ‘It’s about …’.

Back to our designer. The move away from petrol and diesel will allow a complete rethink of car design. The electric power unit and battery can lie under the car’s floor, freeing up all the space taken up by the conventional engine. And then there are all the issues around emission-free, autonomous vehicles in the ‘smart’ cities of the future.

When you’re planning, it can be helpful to get all the information out of your head and onto the page, using a mind map , like the example below (for a talk on UK transport policy).

This is an effective way of unlocking everything you know (or still need to do more research on). Start with your main topic, then keep asking yourself questions (like who, what, when, where, how and why) to dig into all the aspects.

Mind map with the topic of ‘UK transport policy at the centre. Arrows point out to six bubbles with the labels ‘Who’, ‘When’, ‘Why’, ‘How’, ‘What’ and ‘Where’. More arrows point out from each of these bubbles to explore related points in each area, and still more arrows from some of those points to expand further. The information reads:

• Special interests / NGOs
• Need for clear government direction
• What industry will do
• R&D spend
• What industry is doing
• Congestion [this leads to the sub-point ‘Wasted time and money’]
• More pollution
• More congestion
• More wasted time and money
• Climate change
• Road pricing
• Legislation
• Working together
• New technology
• Exports/revenue
• Social policy
• Rest of world
• Emerging economies

Once you’ve got it all out on the page, you can identify which parts actually belong in your presentation. Don’t try to include every last detail: audiences don’t want to process piles of information. They are more interested in your ideas and conclusions.

Now let’s put all this research and planning into a structure.

2. How to structure your presentation

On 28 August 1963, Dr Martin Luther King Jr stood on the steps of the Lincoln Memorial in Washington DC and delivered one of the most powerful speeches in history: ‘I have a dream’.

He was the leader of the civil rights movement in the US and his audience that day numbered in the hundreds of thousands. His goal was to inspire them to continue the struggle.

Presentations usually aim to either explain, persuade or inspire – sometimes with elements of all three. Your aim will determine your structure. This will be the backbone of your presentation, giving it strength and direction.

Explain in a logical sequence

When you explain, you add to people’s knowledge to build the key idea. But ask yourself, what does this audience already know?

If you’re an astrophysicist talking to an audience of your peers, you can use terms and concepts you know they’ll be familiar with. If you’re explaining black holes to Joe Public, you can’t do that. Typically, you’ll have to use simple analogies to keep the audience with you (‘Imagine you’re in a huge dark room …’).

Whether it’s black holes or new software, good explanations start with what we know and then build on that understanding, step by step, layer by layer. The audience will stay with you if they can follow your logic and you can help this with linking comments – ‘Building on that … ‘, ‘This means …’, ‘To illustrate that, I’ve always found …’.

Presentations usually aim to either explain, persuade or inspire – sometimes with elements of all three. Your aim will determine your presentation's structure. @EmphasisWriting Click To Tweet

We need to change

If you’re writing a persuasive presentation, you also need to follow a particular sequence.

Whether you’re writing a pitch for a prospective customer or making research-based recommendations to a client, you follow the same structure. That structure is the Four Ps . It’s a powerful way of leading your audience’s thinking.

Start with the current situation – where you are now ( position ). Explain why you can’t stay there, so the audience agrees things have to change ( problem ). Suggest up to three credible ways you can address the issue ( possibilities ). Then decide which one is the optimum solution ( proposal ).

Three is a magic number for writers – not too many, not too few. But there may be one standout possibility, in which case you go straight to it ( position, problem, proposal ).

Think about how the pandemic has profoundly changed our working lives. Towns and cities are full of offices that people used to commute to. But to maintain social distancing, we’ve been encouraged to work from home where possible and to stay away from public transport.

At some point, decision-makers within organisations will have to make a call – or share a recommendation – about what to do long term. Should we go back to the office, stay at home or combine the two?

If we had to present on this choice using the Four Ps structure, we could outline the pros and cons of each possibility and then make a push for the one we recommend above the others. Or we could join the likes of Google and Twitter and simply propose purely remote working well into the future.

I have a dream

A presentation that inspires is about the future – about what could be. Scientists inspire children to follow careers in astronomy or physics with their passion and stunning visuals. Designers re-energise companies with their radical, exciting visions. Business leaders convince their staff that they really can turn things around.

An audience watching an inspirational presentation is not going to take away lots of facts and figures. What’s important is their emotional and intellectual engagement with the speaker, their shared sense of purpose. One way to build that engagement is with your structure.

From dark to light

The most inspiring presentations are so often born of shared struggle. On 13 May 1940, Winston Churchill addressed the British parliament – and the British people listening on their radios – in the darkest days of the Second World War.

He was brutally realistic in his assessment of the current position: ‘We have before us many, many long months of struggle and of suffering.’ He then set out his policy: ‘To wage war by sea, land and air, with all our might … against a monstrous tyranny’, and the prize: ‘Victory, however long and hard the road may be.’

In difficult situations, audiences immediately see through false hope and empty rhetoric. They want honest acknowledgement, and the determination and clear strategy to lead them to the future.

We can imagine how the same structure could show up in a more business-related context:

‘I’m not going to sugar-coat the figures. We have to change to save jobs and secure our future. There will be dark days and sacrifices along the way, but what’s the hardest part of any turnaround? It’s getting started. To do that, we all need to keep asking two fundamental questions: where can we improve, how can we improve? And if we push hard enough and if we’re utterly relentless, change will come and our momentum will build.’

Are you going to appeal to your audience’s

• habits of thought (current beliefs)?

If your recommendations run counter to their current beliefs, try appealing to their emotions.

3. Writing your presentation script

You don’t have to write a script. Some people put a few PowerPoint slides together and wing it; others make do with bullets on a smartphone, laptop or cue cards. It depends on the event and the presenter.

Writing a full script takes time, but if it’s a very important presentation and you might use it again – perhaps to appeal for investment – it will be worth it.

Some people will write a full script because the company or organisation that’s commissioned a presentation will want to see a copy well ahead of the event (often for legal reasons). Others will write the script, edit it down to the required time and then edit it down again to bullets or notes.

If the presentation is to a small audience, your notes or bullets will suit a more conversational approach. There are no rules here – see what works best for you. But what you must do is know your subject inside out.

To write clearly, you must think clearly and a full script will expose the areas that aren’t clear – where an explanation needs strengthening, for example, or where you should work on a transition.

Timing is everything

A full script also helps with working out timing, and timing is crucial. TED talks, for example, have a strict 18-minute limit, whether in front of an audience or online. That’s short enough to hold attention, but long enough to communicate a key idea. (The ‘I have a dream’ speech lasted 17 minutes 40 seconds and it changed the world.)

It takes a very skilled presenter to go much over 30 minutes. If you are taking questions during or after your presentation , however, it’s fine to build in extra time.

Imagine you’re writing your presentation in full and your slot is 20 minutes. On an A4 page with a 14-point Calibri font and 1.5 line spacing, that will equate to about 10 pages.

You can also divide the page in two, with slides on the left and text on the right (or vice versa). Then you can plan your words and visuals in parallel – and that will be roughly 20 pages.

Script page with a slide on the left-hand side and text on the right. The slide has the heading ‘What is your purpose?’ and has a photo of a smiling person at a whiteboard mid-presentation. The text on the slide reads:

Do you want to:

• do a combination of all three?

The notes next to the slide read:

How should they do that? Should they explain, persuade or inspire – the three key strategies for any presentation? You may need to use several of them to achieve your goal.

The most powerful key on your keyboard – Delete

Use these numbers as your goal, but your first draft will probably be longer. That’s when you start deleting.

Be ruthless. Anything not adding to the story must go, including those anecdotes you’ve been telling for years ( especially those anecdotes). It’s not about what you want to tell the audience, it’s about what they need to hear.

Don’t feel you have to include every single issue either. Dealing with two or three examples in some detail is far better than saying a little bit about many more.

And interpret visual material you’re displaying rather than describing it, just as you wouldn’t repeat the text that’s on the screen. The audience can see it already.

It’s a conversation

Be yourself – don’t write a script that’s not in your style. We want the real you, not a supercharged version.

Some people are naturals when it comes to presenting – which can mean they’ve learned how to draw on their authentic strengths.

Sir David Attenborough is a great example. He has a wide-ranging knowledge of the natural world. He has an infectious passion and enthusiasm for his subject. And most importantly, he doesn’t lecture the camera: he talks naturally to his audience (and he’s now using Instagram to inspire new generations).

You can take a cue from Sir David and make your presentation style your own. Knowing your own strengths and really understanding your why will help you speak with purpose and passion.

And aim to speak naturally. Use conversational, inclusive language. That means lots of personal pronouns ( I believe, we can) and contractions ( Don’t you wonder …, you’re probably thinking …).

Sir David Attenborough introduces his new series, Our Planet at its premiere. He builds up our awareness by layering information alongside arresting statistics. These are framed simply, in relatable terms (‘96% of mass on the planet is us …’), so we easily grasp their shocking significance. He also uses ‘we’ and ‘us’ a lot to underline how this environmental emergency affects us all on ‘the planet we all call home’.

Finding the right words

Imagine you’re talking to someone as you write. And try saying the words out loud – it’s a good way to catch those complex, overlong sentences or particular words that will be difficult to say.

Presentations are not reports that can be reread – the audience has to understand what you are saying in the moment . Don’t leave them wondering what on earth you’re talking about, as they will only fall behind.

So avoid using long or complex words, or words you wouldn’t hear in everyday conversation (if your everyday conversation includes ‘quarks’ and ‘vectors’, that’s fine). And beware of jargon – it can exclude the audience and it quickly becomes clichéd and outdated.

Here are some more hints and tips on how to write effectively for speaking:

Syntax (word order): Disentangle your thoughts and arrange the words in your sentences to be simple and logical. Often, complex syntax shows up when the main point is getting lost inside excess information (or that the speaker is unsure what their main point is).

Pace, rhythm and tone: Varying the pace, rhythm and tone of sentences makes both the speaking and listening experience far more enjoyable.

Make sure the stress falls on the most important words. For example, ‘To be or not to be ‘ (where the stress rises and falls on alternate words) or ‘I have a dream ‘ (where the stress falls on the final word).

Vary the length of sentences and experiment with using very short sentences to emphasise a point.

Play with rhythm by arranging words in pairs and trios. Saying things in threes gives a sense of movement, progression and resolution: Going, going … gone . Saying words in pairs gives a more balanced tone (‘courage and commitment’, ‘energy and effort’) or a sense of tension between the words (‘war and peace’, ‘imports and exports’).

Analogies: Good analogies can work well in presentations because they paint vivid pictures for the audience. The best way to do it is to use either a simile (‘It wasn’t so much a dinner party, more like feeding time at the zoo’) or a metaphor (‘He was the fox and the company was the henhouse’).

Alliteration: This means using two or more words that start with the same sound, like ‘big and bold’, ‘sleek and shiny’ or ‘key components’. On the page alliteration may look contrived, but it can effectively highlight important phrases in a presentation.

Words to avoid: Be careful about using clichés like ‘pushing the envelope’, ‘playing hardball’ and ‘thinking outside the box’. And think carefully about using any word that ends with -ism, -ise, -based, -gate, -focused and -driven.

Be careful with humour too: don’t write jokes unless you can naturally tell them well. Keep the tone light if it fits the occasion, but a badly told joke can be excruciating.

4. How to start your presentation

People tend to remember beginnings and endings the most, so make sure your opening and conclusion are both strong.

You have about a minute to engage an audience. You want them to be intrigued, to want to know more, to come slightly forward in their seats. If you only learn one part of your presentation by heart, make it that minute.

A quick ‘thank you’ is fine if someone has introduced you. A quick ‘good morning’ to the audience is fine too. But don’t start thanking them for coming and hoping they’ll enjoy what you have to say – you’re not accepting an Oscar, and they can tell you what they thought when it’s over. Get straight down to business.

There are four basic types of introduction which will draw your audience in:

• News – ‘Positive Covid-19 tests worldwide have now reached …’
• Anecdotal – ‘About ten years ago, I was walking to work and I saw …’
• Surprise – ‘Every five minutes, an American will die because of the food they eat.’
• Historical – ‘In 1800, the world’s population was one billion. It’s now 7.8 billion.’

You can interpret these beginnings in any number of ways. If you were to say, ‘I have an admission to make …’, we will expect a personal anecdote relating to your main theme. And because you’re alone in front of us, it’s playing on your vulnerability. We’re intrigued straight away, and you’ve established a good platform for the rest of the presentation.

You can also combine these techniques. The historical beginning creates a sense of movement – that was then and this is now – as well as a surprising fact. It may prompt a thought like, ‘Wow, where’s this going?’ And you can trade on this with your own rhetorical question: ‘What does this mean for everyone in this room? It’s not what you think …’.

As well as setting up your story, you need to quickly reassure the audience they’re in safe hands. One way to do that is to give them a map – to tell them where you’re going to take them and what they’re going to see along the way.

Then you’re starting the journey together.

5. How to end your presentation

Your ending is what you want the audience to take away: your call to action, your vision of the future and how they can contribute.

If your presentation is online or to a small group in a small room, your ending is not going to be a battle cry, a call to man the barricades – that would be totally inappropriate. But equally don’t waste it with something flat and uninspiring.

Here are four effective ways to end your talk (like the intros, you can combine them or come up with your own):

• Predict the future – ‘So what can we expect in the next ten years? …’
• Quotation – ‘As our chief exec said at the meeting yesterday, …’
• Repeat a major issue – ‘We can’t carry on with the same old same old.’
• Summarise – ‘Continuous improvement isn’t our goal. It’s our culture.’

Predicting the future fits well with a historical beginning – it completes the arc of your presentation.

If you end with a quotation, make sure it’s relevant and credible – it has to be an authoritative stamp.

Repeating a major issue means pulling out and highlighting a major strand of your presentation, while summarising is about encapsulating your argument in a couple of sentences.

Your ending can also be a change of tone, perhaps signalled by the single word ‘Finally …’. It’s the audience’s cue to come slightly forward again and pay close attention.

As with your opening, it will have more impact if you’ve learned your ending – put down your notes, take a couple of steps towards the audience and address them directly, before a simple ‘Thank you.’

6. Creating your PowerPoint slides

We’ve all been there – watching a seemingly endless, poorly designed slide deck that’s simply restating what the presenter is saying. So common is this tortuous experience that there’s a name for it: Death by PowerPoint. But it doesn’t have to be like this.

Do you need slides at all?

As with your script, the first thing you should ask is ‘Do I actually need this?’ In 2019, Sir Tim Berners-Lee gave the Richard Dimbleby lecture for the BBC. He spoke for about 40 minutes with no autocue (he’d memorised his script) – and no speaker support.

This is a uniquely powerful form of presentation because the audience’s attention is totally focused on that one person. The call to action at the end of a presentation and delivering bad news are also best done without visuals.

Visual support

But if they’re well-judged and relevant, slides or other visuals can add enormously to a presentation – whether it’s photography, video or the ubiquitous PowerPoint. There are, however, two things everyone should know about PowerPoint in particular:

• It’s incredibly versatile and convenient.
• In the wrong hands, it can be unbearably tedious.

Your PowerPoint slides should not essentially be your cue cards projected onto a screen. They shouldn’t be packed margin to margin with text or full of complex diagrams.

If the presentation is live, the audience has come to watch you, not your slide deck. Online, the deck may have to work harder to sustain visual interest.

As with the script, keep your finger poised over that Delete key when you’re putting the deck together.

How many slides?

There’s no hard-and-fast rule about how many slides you should use, but think in terms of no more than one or two a minute on average. And don’t use more than a couple of short video inserts in a 20-minute presentation.

You might have a section where you show a few slides in a sequence or hold a single slide for a couple of minutes, which is fine. Varying the pacing helps to keep a presentation moving.

Optimise for psychology

As self-professed presentation aficionado David JP Phillips notes in his TEDx talk , people – and that includes your audience – have terrible working memories. If you don’t account for this fact in your slides, your talk will not have a lasting impact. In fact, most of it will be forgotten within around 30 seconds.

To counter this effect, David identifies five key strategies to use when designing your PowerPoint:

• Only have one message per slide: more than that and you’re splitting your audience’s attention.
• Don’t use full sentences on slides, and certainly don’t imagine you can talk over them if you do. People trying to read and listen at the same time will fail at both and absorb nothing. Move your running text into the documentation section instead, and keep the slide content short and sweet.
• People’s focus will be drawn to the biggest thing on the slide. If your headline is less important than the content below it, make the headline text the smaller of the two.
• You can also direct people’s attention using contrast. This can be as simple as guiding their point of focus by using white text (on a dark background) for the words you want to highlight, while the surrounding text is greyed out.
• Including too many objects per slide will sap your audience’s cognitive resources. (Your headline, every bullet, any references, even a page number each count as an object.) Include a maximum of six objects per slide and viewers will give a mental sigh of relief. This will probably mean creating more slides overall – and that’s fine.

More Powerpoint and visual aid tips

Here are a few more guidelines for creating your visual aids:

• Never dive into PowerPoint as job one in creating your presentation. Work out your talk’s structure (at least) before designing your slide deck. Making a genuinely effective PowerPoint requires that you know your subject inside out.
• List any visuals you’ll need as you prepare your script. That terrific photo you saw recently could be difficult to track down, and you might need permission and to pay to use it.
• It bears repeating: keep each slide to one key idea.
• Use the build effect of adding one bullet at a time (or use the contrast trick above) and try not to use more than three bullets per frame (or six objects overall).
• Strip each bullet to the bare minimum – no articles (‘a’, ‘an’ and ‘the’), no prepositions (‘in’, ‘at’, ‘to’ etc) and cut right back on punctuation.
• Every word that’s not there for a reason has to go. Delete, delete, delete.

‘Extra’ slides

• Use a ‘walk-in’ slide. Rather than have the audience arrive to a blank screen, this tells them who you are and your presentation’s title.
• Use occasional holding slides in between those with more content – perhaps an image but no text. They give the audience a visual rest and put the focus back on you.
• A plain white background might look fine on a computer monitor, but it will be glaring on a big screen. Invert the norm with a dark background, or use shading or ‘ghosted’ images to break up backgrounds and add visual interest.
• Some colours work better than others on-screen. Blues and greys are soft and easy on the eye. Red is a no-no, whether for backgrounds or text. And if you stick with a light background, favour a more subtle dark grey over black for the text.
• Use sans serif fonts (like Arial, Helvetica or Calibri) and think about point size – make sure it’s easily legible.
• Only use upper case where absolutely necessary.

Images and data

• Photos work well full screen, but they also really stand out well on a black background.
• Make sure your charts and graphics aren’t too complex. The dense information that’s fine on the page will not work on-screen – it’s too much to take in. Graphs behind a TV newsreader are often reduced to a single line going dramatically up or down.
• Don’t present data or graphs and expect them to speak for themselves. You need to find the story and significance in the data and present that .

And finally

• Proofread, proofread, proofread – or risk standing in front of an embarrassing spelling mistake.

Technical check

• Check what laptop they’re using at your venue. If you’ve written your deck on a PC, run it on a PC (and, of course, the same rule applies if you’ve used a Mac).
• If you’ve emailed your presentation to the venue, take a USB copy along as back-up.
• If you’re presenting online, check which platform you’ll be using and get comfortable with it. If someone else will be hosting the event, make sure you arrange a time for a rehearsal, especially if there will be a producer.

7. Delivering your presentation

You’ve put a lot of time and effort into preparing your presentation and now you’ve come to the sharp end – it’s time to stand and deliver.

Run it through

You don’t have to rehearse, but most presenters do and for good reason – it catches weak points and awkward transitions. And, crucially, it bolsters confidence.

Read your script or go through your bullets aloud – it will help to settle your nerves. If you use colleagues as a dummy audience, you can do a sense check too: ‘Does that bit work?’ ‘Have I explained it clearly?’ ‘Do you get the big picture?’ And rehearsing out loud will catch those words and sentences you thought you could say but can’t.

The more you rehearse, the more familiar and natural the presentation will become. Rehearse the technical side too – where the video is going to come in, how you’re going to vary your pace and tone to maintain interest.

Try speaking slightly more slowly than you would normally so the audience catches every word, and don’t be afraid to pause now and again. It gives a breathing space for you and the audience.

Connect with your audience

When you deliver your presentation for real, establish eye contact with the audience, just as you would in a conversation. In a small room with a small audience, talk to individuals. In a larger space, don’t talk to the first couple of rows and ignore the rest – include everyone.

And if you stumble over your words here or there, carry on and don’t dwell on it – you’ll lose your concentration. Audiences are generally forgiving and they might not even notice.

Each audience is unique: they react differently in different places. And although tomorrow might be the tenth time you’ve done the same presentation, it will be the first time this audience sees it. Your duty is to keep it fresh for them.

A final point

This is your presentation – you’re in control and the audience needs to feel they’re in safe hands.

It’s perfectly natural to feel nervous , but it’s the thought of doing it that’s the worst bit. Once you get going – and especially when you sense the audience is with you – the nerves will start to disappear. Try to enjoy it. If you enjoy it, it’s far more likely the audience will too.

And remember: everyone wants you to do well.

8. How to present online

Taking to Zoom or another online platform to present was once the exception. These days, online presenting is as essential a skill as presenting in person.

The switch to online can be nerve-wracking and cause even usually skilled presenters to falter. But there’s no need for that to happen.

Indeed, all of the advice we’ve talked about on preparing, structuring and writing for in-person presenting is equally relevant for your online delivery. You just need to be ready for the unique challenges that remote presentations pose.

An obvious one is that while you still have an audience, it will probably be muted and possibly even unseen (if webcams are switched off). This makes it far more difficult to gauge audience reaction, and if the event is pre-recorded, there might not be any at all – at least not immediately. Clapping and laughing emojis are not quite like the real thing.

Keep eye contact

But although your audience may be many miles away, there are still ways you can – and should – create a sense of connection with them. Your presentation will have much more impact if you do.

Whether the event is live or recorded, at least start with your webcam on (unless you really can only use slides). If it’s an option and feels appropriate, consider keeping your camera on throughout – remember, you are the presentation as much as any visuals.

If you will be on display, make sure you know where your webcam’s lens is and at key moments of your talk look directly into it – and out at your audience – to punctuate those points.

And don’t look at a second screen to cue up your PowerPoint – viewers will think your attention is wandering.

Engage your online audience

Being an engaging speaker is always important, but remember that the online world is already a place we associate with distraction. It’s also easier for a viewer behind their laptop to disguise their wandering attention than it would be for one in an auditorium or boardroom.

This isn’t to say your audience don’t want to give you their attention. But it is more important than ever to keep your presentation sharp and concise. Revisit your structure, your script or cue cards and your slides. Take a really critical eye to it and (as always) delete, delete, delete anything that’s not directly relevant.

If it works for your format, you can look at making your presentation interactive. You can then break the content into short segments, interspersed with comment, polls, questions and discussion. The variety will be a welcome change for your viewers.

Your visuals are part of what will keep people with you – along with the interplay you create between you and them. This means following the best-practice guidance we covered earlier is even more important.

Using Zoom for your presentation? Master the art of online delivery through this simple mix of set-up, delivery and technical tricks @EmphasisWriting Click To Tweet

Modulate your voice

Your tone of voice is extremely important here because presenting online is like radio with pictures. When people say ‘You have a great voice for radio’ what they mean is that it’s easy to listen to, often because you’re using quite a low-pitched, warm and relaxed register.

Listen to voices on the radio and voiceovers and identify the ones you particularly enjoy. What do you like about them? Why do you enjoy some voices and not others?

A flat, unmodulated voice, for instance, is difficult to listen to for long periods (and isn’t likely to inspire anyone).

Experiment with intentionally adding energy to your voice, as internet audio can have a dulling effect. As our trainer Gary Woodward puts it: ‘Turn up the enthusiasm dial even higher than you think, to make sure it comes through.’ And always vary your pace and tone as you would in a normal conversation.

And if it suits the tone of your talk, smile now and again. Smiling is contagious, and people will hear it in your voice even if they can’t see you.

Perfect your transitions

One of the other key challenges of remote presentations is that you have another layer of technology to wrestle with: sharing your PowerPoint online.

This means that many presentations begin with the popular catchphrase ‘Can you see my screen?’

This can also cause many presenters to stumble through their transitions, making the links between their slides clunky. And while remote audiences may be forgiving, for a slick presentation it’s best to prevent these sort of fumbles.

Naturally, practice plays a part here. But you can also give yourself the advantage with your set-up.

Dave Paradi from Think Outside the Slide explains one great way of setting up Zoom so you can smoothly cue up and run your slide deck – and be certain what’s being displayed.

You’ll even be able to see the rest of your screen (but the audience won’t). As you’ll be able to see what’s coming up, your transitions can also be seamless.

The trick is to use one of Zoom’s advanced settings after you hit ‘Share screen’, to share only a portion of your screen:

Advanced screensharing options pop-up box in Zoom, with the options ‘Portion of Screen’, ‘Music or Computer Sound Only’ and ‘Content from 2nd Camera’. The ‘Portion of Screen’ option is highlighted in blue.

This will give you a frame you can move to the part of the screen you want the audience to see.

Put your PowerPoint slides into ‘presenter view’ before launching the screenshare. Then you’ll be able to see the upcoming slides and your notes throughout, and your animations (like build slides) will work as normal.

Zoom’s ‘portion of screen’ setting in action

Presenter view in PowerPoint, with the current displayed slide on the left and the upcoming slide displaying smaller on the right, with notes below it. There is a notification saying ‘You are screen sharing’ at the top and a sharing frame positioned around the current slide.

The other part of the trick? Set it up in advance shortly before you’re due to speak. Once you’re happy with the set up, you can stop sharing until it’s time to kick off your talk. When you return to ‘Share screen’ again, it will reopen the frame in the same place.

Dave shows you the process in this video:

Five practical tips for a truly professional online presentation

You’re happy with the content of your talk, you’ve ruthlessly streamlined your slides and mastered your radio voice. Now just make sure you cover these crucial practicalities for a polished presentation:

1. Create a good space Make sure you have your environment well set up:

• Keep the background on display as tidy and minimalist as possible – a plain wall or backdrop is great, if you can.
• Manage and minimise background noise (shut the window, ensure your phone’s on silent, put the cat out, make sure someone’s watching the kids in another room – whatever it takes).
• Check your lighting: have your light source in front of you, not behind you (or you’ll be in shadow).
• Set up your computer or device at eye level so that you are well-framed and facing it straight on – avoid looming above it while providing a lovely view into your nostrils.

2. Think about your appearance Dress in the same way you would if the presentation were in person, and judge your choice of attire based on the formality of the event and your audience.

3. Practise! Run through the presentation and rehearse the technical side. Practise your transitions, including the initial cueing up of your slides (perhaps using the Zoom tip above), so that you can be confident in doing it all smoothly.

4. Be primed and ready Log in early on the day of your talk. Check all your tech is working, get your headset on and ensure everything is set up well ahead of time. This will save any last-minute issues (and stress) and means you can hit the ground running.

5. Stand and deliver Even online, consider giving your presentation standing up, if you can do so comfortably (adjusting your device or webcam accordingly). This may put you more into a presenting frame of mind and will differentiate you from most remote presenters.

Are you still there?

Live audiences have a group dynamic – as soon as a few people start laughing it becomes infectious and the others join in. It’s naturally different online. But that doesn’t have to throw you.

You might not get that immediate feedback, but don’t overcompensate and feel you have to win them back.

Yes, it’s often more difficult to gauge an audience’s reaction online – especially if their audio is muted and their webcams off. Yes, this can be daunting. But they are still out there listening. You may or may not hear (or see) laughter, but they could still be smiling and very interested in what you have to say. Have faith in your own content. Whatever form your delivery will take, keep coming back to your purpose and message for giving this talk – and keep considering the people you’ll be talking to. Whether the address will be online or in person, it is keeping this focus which is the key to every powerful presentation.

Ready to learn even more? Work one-to-one on your presentation-writing skills with one of our expert trainers or join our scheduled presentation-writing courses . If your team are looking to upskill, we also offer tailored in-house training . And if fear of presenting is holding your team back, check out our in-house course The reluctant presenter .

Image credit: lightpoet / Shutterstock

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These days he's one of Emphasis' top business-writing trainers, but in previous career lives Jack has written for many public and private sector organisations. He has an in-depth knowledge of the engineering and manufacturing sectors, particularly the UK automotive industry. As the lead scriptwriter for chairmen and CEOs, he has been responsible for proposals, pitches and reports as well as high-profile speeches and global product launches.

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Nov 30, 2022

How to write an invitation email — 7 examples and a template

In this guide on how to write invitation emails, we break down the writing process into simple steps

Lawrie Jones

Table of contents

You’re invited to read the best invitation email guide online. RSVP if you’re interested in learning more.

In this guide on how to write invitation emails, we break down the writing process into simple steps.

Then, we provide 8 invitation email examples for information and inspiration. By the end, you’ll understand the building blocks to write the best invitation emails.

How to write an invitation email

Email marketers, event organizers, and interviewers all know that invitation emails are hard to write.

Get it right, and you’ll have a room full of happy faces. Get it wrong, and you could find yourself all alone.

We’ve written a lot about formal writing at Flowrite, but invitation emails are a chance to get creative and write compelling messages that demand a reply. It’s the best way to secure a slot in the calendar.

So, ready to get started?

What are invitation emails (and why do they matter?)

Invitation emails are, as you’d expect, used to encourage someone to do something. It could be an invite to an interview, an event, a meeting, a webinar, or a sales presentation.

In each case, the purpose of the message is to inspire action – generating attendees for your event, candidates for your interview, or meat in your meeting.

These aren’t sales emails (we’ve written about those before) but messages to someone you know (or who will know you). As such, you don’t have to go too hard on the sales and push the promo, but be clear about what you’re inviting the person to and why. 

The bottom line is to ensure every message has value to the person receiving it. 

Before we illustrate this with examples, let’s email the ideal invitation email format. 

Invitation email format

Invite emails are easy to write (if you follow this format). First, a strong, simple subject line spells out what you want.

That’s followed by a body copy that offers value and contains all the details people need (such as date, time, and location). Finally, you finish with more information on how people can sign-up and a positive sign-off. 

Let’s show you how that works… 

1. Invitation email subject line

Your subject line should get straight to the point. You’ll want to grab the reader’s attention and explain to them what the message is about (and why they should care). In the case of interviews or meetings with colleagues, the process is pretty straightforward:

• Interview Invitation – 25 Jan @ 9:00 am 
• Meeting Request – 2023 Strategy & Planning – 25 Jan @ 9:00 am 

Simple, clear, and straight to the point! That works for this type of invitation, where people will know who you are and what you’re asking. It gets a little more complicated when writing emails to people you don’t know (what marketers call cold emails ).

Crafting cold emails is a big challenge, with millions of words written about how to optimize them. But it boils down to finding words that grab someone’s attention and gets them to click.

Here are a couple of examples:

• Do you want priority access to our latest event? Open your invitation here!
• We’re looking for a legend. Could you be our latest guest speaker?
• Want to play a part in our industry-leading podcast?

These examples (and millions more you can find online) attempt to hook you in with a tasty proposition.

2. Invitation email body

All email invitation body copy works similarly, with the same structure. It goes a little something like this:

• Intro to you/your business
• Explanation of why you’re emailing
• Details of the invite
• Dates, times, and attendance info

Following this format will ensure you have all the essential details in your invitation email. You don’t need to be boring; you can get creative if you want – but always include everything from the list above.

You can see how we do this below in the 8 invitation email samples.

3. How to end an invitation email

You’re inviting someone to something, right? So you’ll want them to confirm their attendance. So spell it out in a clear CTA. Something like this can work well:

• Please confirm that you can attend. You can email me at (insert address) or call me at (insert number). 

If you’re inviting someone for an interview, this will be enough. However, for an event, you may want to add an incentive or put a time limit on it.

• Sign-up today, and you’ll receive a 25% discount!
• Places are strictly limited, so sign-up today (or prepare to be disappointed).

You’ll also need to include contact details or links to an online form where people can sign-up for the event. Don’t forget to add your name, job title, and company information.

7 invitation email examples

OK, we’ve come to the part where we stop telling and start showing!

Here are 8 invitation email examples that cover some of the situations you might need to write one. We’ve got a simple invitation example, an interview email, and an invitation to an online video call, among others.

If you want to use these examples, you can cut and paste them, but always change them to suit your circumstances. 

1. Simple invitation email sample

Let’s start with a simple invitation sample. This covers the basics and is a standard and (if we’re honest) quite dry approach.

Of course, if you want, you can liven this up – but even if you use it as-is, it will get the job done.

2. Reply to the interview invitation email sample

In this reply to the interview invitation sample, we provide a ready-made template to agree to the interview time and date. Good luck!

3. Event invitation email sample

When writing an event invitation email, you’ll need to be more creative and create a compelling case for someone to attend. You should explain what your event is about and its relevance.

You should provide details of why the person should attend and, as outlined earlier, offer an incentive or introduce some peril. 

4. Meeting invitation email sample

If you’re employed anywhere, you’ll probably spend most of your life in and out of meetings (and probably get hundreds of meeting requests a year).

This meeting email invite is more than a simple placeholder; it provides information on the meeting and why someone would want to attend. Your recipients will thank you for this level of detail.

5. Zoom invitation email sample

This Zoom meeting invite is similar to the meeting request above but includes login information and tips to get the best out of a Zoom meeting.

How many Zoom meetings have you been to that don’t start on time because someone’s camera isn’t working or the sound isn’t on? Exactly. Tell people about the behaviors you want to see (and be sure to embody them!).

• Bullet points are great!

6. Webinar invitation email sample

Webinars are an effective way to showcase your products or services, share insights, and build an audience.

Like the event template above, you must provide reasons for someone to give up their time and attend – which we do here.

You’ll need to try and find what will motivate your audience to engage with you.

7. Guest speaker invitation email sample

Guest speakers are a great addition to your event, but how do you hook one in?

By using our guest email invite template! Anyone brave enough to stand up in front of a crowd will have an ego, so providing a few compliments alongside the context of your event is a good thing.

Set out what you want them to do and when you want an answer.

Proven invitation email template

OK, so we can’t guarantee this initiation template will work, but it follows all our rules and recommendations, so it’s about as close as you can. So fill in the gaps, and focus on providing the details, and you’ll get the results you want from every message.

Invitation email template with Flowrite

If you're still struggling to find the right words for interview invitation emails, then sign up for Flowrite – it transforms sequences of words into clear, consistent, and compelling emails, like this:

Here's another example of how Flowrite could write your event invitation email fos you:

Final words

We started by saying that writing invitation emails isn’t easy, but if you follow our advice, it is.

The crucial thing is to follow the format and ensure that you include everything – including dates, times, and essential details. Focus on cracking the structure, use the tips outlined above, and never try to be funny!

Master that, and your invitation emails will ensure you’ve got people queuing around the block for a bit of the action.

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Interview invitation

Reply to: "

Dear Hiring Manager, ‍ Reading your job posting on LinkedIn for a Content Marketing Manager piqued my interest. Your description of the work responsibilities closely match my experience, so I am excited to submit my application for your consideration. ‍ In my current position as an Content Lead for BookSum, I write articles for the company website, manage the editing and posting of articles of our guest post program, manage the social media presence of the company, and write and sent out a weekly newsletter. Within six months I've grown the subscriber base of the newsletter by 40%. ‍ My resume is attached. If I can provide you with any further information on my background and qualifications, please let me know. I look forward to hearing from you. Thank you for your consideration. Sincerely, Jess Smith

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interview next tue at 4 pm PST via Zoom?

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Event invitation

our online summit on personal productivity at work on dec 9 10 am GMT featuring adam grant and speakers from calendly and notion read more on flowrite.com/summit rsvp by answering to this email

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Email your presentation to others

In PowerPoint, you can use email to send your presentation to others. You can send your presentation as an attachment, a link, a PDF file, an XPS file, or as an Internet Fax.

Important:  You won’t be able to email your presentation directly from PowerPoint on a Windows RT PC. Instead, you can open an email program, create your email, and attach the presentation to it.

If the presentation you're planning to send through email contains audio or video files, do one or both of the following:

Compress your media files to minimize the size of your presentation.

Optimize the media in your presentation for compatibility so that your presentation will play without fail when it is received.

Select File > Share > Email

Under Email , click one of the following:

Send as Attachment to attach your presentation to an email message.

Send a Link to create an email that contains a link to your presentation.

Note:  To Send a Link , you must save your presentation in a shared location, such as a SharePoint document library that your recipients have permission to access, or OneDrive.

Send as PDF to save your presentation as a Portable Document Format (.pdf) file, and then attach the PDF file to an email message. For more information about PDF files, see File formats that are supported in PowerPoint .

Send as XPS to save your presentation as a .xps file, and then attach the file to an email message. For more information about XPS files, see File formats that are supported in PowerPoint .

Send as Internet Fax to send your presentation as a fax without using a fax machine. This option requires you to first sign up with a fax service provider. If you haven't already signed up with a fax service provider, click Send as Internet Fax , and you'll be directed to a website where you can select a provider.

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How To Write A Presentation 101 | Step-by-Step Guides with Best Examples | 2024 Reveals

Jane Ng • 05 Apr 2024 • 8 min read

Is it difficult to start of presentation? You’re standing before a room full of eager listeners, ready to share your knowledge and captivate their attention. But where do you begin? How do you structure your ideas and convey them effectively?

Take a deep breath, and fear not! In this article, we’ll provide a road map on how to write a presentation covering everything from crafting a script to creating an engaging introduction.

So, let’s dive in!

Table of Contents

What is a presentation , what should be in a powerful presentation.

• How To Write A Presentation Script
• How to Write A Presentation Introduction 

Key Takeaways

Tips for better presentation.

• How to start a presentation
• How to introduce yourself

Start in seconds.

Get free templates for your next interactive presentation. Sign up for free and take what you want from the template library!

Presentations are all about connecting with your audience. 

Presenting is a fantastic way to share information, ideas, or arguments with your audience. Think of it as a structured approach to effectively convey your message. And you’ve got options such as slideshows, speeches, demos, videos, and even multimedia presentations!

The purpose of a presentation can vary depending on the situation and what the presenter wants to achieve. 

• In the business world, presentations are commonly used to pitch proposals, share reports, or make sales pitches. 
• In educational settings, presentations are a go-to for teaching or delivering engaging lectures. 
• For conferences, seminars, and public events—presentations are perfect for dishing out information, inspiring folks, or even persuading the audience.

That sounds brilliant. But, how to write a presentation?

How To Write A Presentation? What should be in a powerful presentation? A great presentation encompasses several key elements to captivate your audience and effectively convey your message. Here’s what you should consider including in a winning presentation:

• Clear and Engaging Introduction: Start your presentation with a bang! Hook your audience’s attention right from the beginning by using a captivating story, a surprising fact, a thought-provoking question, or a powerful quote. Clearly state the purpose of your presentation and establish a connection with your listeners.
• Well-Structured Content: Organize your content logically and coherently. Divide your presentation into sections or main points and provide smooth transitions between them. Each section should flow seamlessly into the next, creating a cohesive narrative. Use clear headings and subheadings to guide your audience through the presentation.
• Compelling Visuals: Incorporate visual aids, such as images, graphs, or videos, to enhance your presentation. Make sure your visuals are visually appealing, relevant, and easy to understand. Use a clean and uncluttered design with legible fonts and appropriate color schemes. 
• Engaging Delivery: Pay attention to your delivery style and body language. You should maintain eye contact with your audience, use gestures to emphasize key points, and vary your tone of voice to keep the presentation dynamic. 
• Clear and Memorable Conclusion: Leave your audience with a lasting impression by providing a strong closing statement, a call to action, or a thought-provoking question. Make sure your conclusion ties back to your introduction and reinforces the core message of your presentation.

How To Write A Presentation Script (With Examples)

To successfully convey your message to your audience, you must carefully craft and organize your presentation script. Here are steps on how to write a presentation script: 

1/ Understand Your Purpose and Audience

• Clarify the purpose of your presentation. Are you informing, persuading, or entertaining?
• Identify your target audience and their knowledge level, interests, and expectations.
• Define what presentation format you want to use

2/ Outline the Structure of Your Presentation

Strong opening.

Start with an engaging opening that grabs the audience’s attention and introduces your topic. Some types of openings you can use are: 

• Start with a Thought-Provoking Question: “Have you ever…?”
• Begin with a Surprising Fact or Statistic: “Did you know that….?”
• Use a Powerful Quote: “As Maya Angelou once said,….”
• Tell a Compelling Story : “Picture this: You’re standing at….”
• Start with a Bold Statement: “In the fast-paced digital age….”

Main Points

Clearly state your main points or key ideas that you will discuss throughout the presentation.

• Clearly State the Purpose and Main Points: Example: “In this presentation, we will delve into three key areas. First,… Next,… Finally,…. we’ll discuss….”
• Provide Background and Context: Example: “Before we dive into the details, let’s understand the basics of…..”
• Present Supporting Information and Examples: Example: “To illustrate…., let’s look at an example. In,…..”
• Address Counterarguments or Potential Concerns: Example: “While…, we must also consider… .”
• Recap Key Points and Transition to the Next Section: Example: “To summarize, we’ve… Now, let’s shift our focus to…”

Remember to organize your content logically and coherently, ensuring smooth transitions between sections.

You can conclude with a strong closing statement summarizing your main points and leaving a lasting impression. Example: “As we conclude our presentation, it’s clear that… By…., we can….”

3/ Craft Clear and Concise Sentences

Once you’ve outlined your presentation, you need to edit your sentences. Use clear and straightforward language to ensure your message is easily understood.

Alternatively, you can break down complex ideas into simpler concepts and provide clear explanations or examples to aid comprehension.

4/ Use Visual Aids and Supporting Materials

Use supporting materials such as statistics, research findings, or real-life examples to back up your points and make them more compelling. 

• Example: “As you can see from this graph,… This demonstrates….”

5/ Include Engagement Techniques

Incorporate interactive elements to engage your audience, such as Q&A sessions , conducting live polls, or encouraging participation. You can also spin more funs into group, by randomly dividing people into different groups to get more diverse feedbacks!

6/ Rehearse and Revise

• Practice delivering your presentation script to familiarize yourself with the content and improve your delivery.
• Revise and edit your script as needed, removing any unnecessary information or repetitions.

7/ Seek Feedback

You can share your script or deliver a practice presentation to a trusted friend, colleague, or mentor to gather feedback on your script and make adjustments accordingly.

More on Script Presentation

How to Write A Presentation Introduction with Examples

How to write presentations that are engaging and visually appealing? Looking for introduction ideas for the presentation? As mentioned earlier, once you have completed your script, it’s crucial to focus on editing and refining the most critical element—the opening of your presentation – the section that determines whether you can captivate and retain your audience’s attention right from the start. 

Here is a guide on how to craft an opening that grabs your audience’s attention from the very first minute: 

1/ Start with a Hook

To begin, you can choose from five different openings mentioned in the script based on your desired purpose and content. Alternatively, you can opt for the approach that resonates with you the most, and instills your confidence. Remember, the key is to choose a starting point that aligns with your objectives and allows you to deliver your message effectively.

2/ Establish Relevance and Context

Then you should establish the topic of your presentation and explain why it is important or relevant to your audience. Connect the topic to their interests, challenges, or aspirations to create a sense of relevance.

3/ State the Purpose

Clearly articulate the purpose or goal of your presentation. Let the audience know what they can expect to gain or achieve by listening to your presentation.

4/ Preview Your Main Points

Give a brief overview of the main points or sections you will cover in your presentation. It helps the audience understand the structure and flow of your presentation and creates anticipation.

5/ Establish Credibility

Share your expertise or credentials related to the topic to build trust with the audience, such as a brief personal story, relevant experience, or mentioning your professional background.

6/ Engage Emotionally

Connect emotional levels with your audience by appealing to their aspirations, fears, desires, or values. They help create a deeper connection and engagement from the very beginning.

Make sure your introduction is concise and to the point. Avoid unnecessary details or lengthy explanations. Aim for clarity and brevity to maintain the audience’s attention.

For example, Topic: Work-life balance

“Good morning, everyone! Can you imagine waking up each day feeling energized and ready to conquer both your personal and professional pursuits? Well, that’s exactly what we’ll explore today – the wonderful world of work-life balance. In a fast-paced society where work seems to consume every waking hour, it’s vital to find that spot where our careers and personal lives harmoniously coexist. Throughout this presentation, we’ll dive into practical strategies that help us achieve that coveted balance, boost productivity, and nurture our overall well-being. 

But before we dive in, let me share a bit about my journey. As a working professional and a passionate advocate for work-life balance, I have spent years researching and implementing strategies that have transformed my own life. I am excited to share my knowledge and experiences with all of you today, with the hope of inspiring positive change and creating a more fulfilling work-life balance for everyone in this room. So, let’s get started!”

🎉 Check out: How to Start a Presentation?

Whether you’re a seasoned speaker or new to the stage, understanding how to write a presentation that conveys your message effectively is a valuable skill. By following the steps in this guide, you can become a captivating presenter and make your mark in every presentation you deliver.

Additionally, AhaSlides can significantly enhance your presentation’s impact. With AhaSlides, you can use live polls , quizzes , and word cloud to turn your presentation into an engaging and interactive experience. Let’s take a moment to explore our vast template library !

Frequently Asked Questions

How to write a presentation step by step .

You can refer to our step-by-step guide on How To Write A Presentation Script: Understand Your Purpose and Audience Outline the Structure of Your Presentation Craft Clear and Concise Sentences Use Visual Aids and Supporting Material Include Engagement Techniques Rehearse and Revise Seek Feedback

How do you start a presentation? 

You can start with an engaging opening that grabs the audience’s attention and introduces your topic. Consider using one of the following approaches: Start with a Thought-Provoking Question: “Have you ever…?” Begin with a Surprising Fact or Statistic: “Did you know that….?” Use a Powerful Quote: “As Maya Angelou once said,….” Tell a Compelling Story : “Picture this: You’re standing at….” Start with a Bold Statement: “In the fast-paced digital age….”

What are the five parts of a presentation?

When it comes to presentation writing, a typical presentation consists of the following five parts: Introduction: Capturing the audience’s attention, introducing yourself, stating the purpose, and providing an overview. Main Body: Presenting main points, evidence, examples, and arguments. Visual Aids: Using visuals to enhance understanding and engage the audience. Conclusion: Summarizing main points, restating key message, and leaving a memorable takeaway or call to action. Q&A or Discussion: Optional part for addressing questions and encouraging audience participation.

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