how to write a presentation letter

Writing an Exceptional Presentation Letter: Stand Out from the Competition

Have you ever experienced the pressure and anxiety that comes with writing a presentation letter? Crafting a compelling and effective presentation letter can be a challenging task. It's your first chance to make a good impression and stand out from the competition. In this article, we will explore the art of writing an exceptional presentation letter that will grab the attention of hiring managers and make them want to learn more about you.

Why is a Presentation Letter Important?

A presentation letter, also known as a cover letter, is a document that accompanies your resume when applying for a job. While your resume highlights your skills, experience, and qualifications, the presentation letter allows you to introduce yourself personally and express your interest in the position. It provides an opportunity to showcase your writing abilities and demonstrate your enthusiasm and fit for the role.

The Structure of a Presentation Letter

To ensure your presentation letter is well-structured, follow these essential sections:

Start your presentation letter with a professional header that includes your name, contact information, and the date. Make sure to address the letter to a specific person, if possible, rather than using a generic salutation.

2. Salutation

Begin your letter with a formal salutation, addressing the hiring manager or the person responsible for hiring. If you don't have a specific name, use a generic term such as "Dear Hiring Manager" or "Dear [Company Name] Team."

3. Introduction

In the first paragraph, introduce yourself and state the position you are applying for. Express your excitement about the opportunity and briefly mention how you learned about the job opening. This is your chance to grab the reader's attention and make them want to continue reading.

4. Body paragraphs

The body paragraphs should expand on your relevant skills, experiences, and achievements. You should tailor each paragraph to highlight why you are the perfect fit for the position. Use specific examples to demonstrate your capabilities and demonstrate how your qualifications align with the job requirements.

In the closing paragraph, summarize your key points and reiterate your interest in the position. Let the reader know that you are available for an interview and provide your contact information. Express gratitude for their time and consideration.

6. Signature

End your letter with a professional closing, such as "Sincerely" or "Best regards," followed by your full name typed out. Leave space for your handwritten signature if you are sending a printed letter.

Tips for Writing an Effective Presentation Letter

Now that you understand the structure of a presentation letter, let's explore some tips to help you craft a compelling and effective letter:

1. Personalize your letter

Avoid using generic templates and make an effort to tailor your letter to the specific company and position you are applying for. Research the company's values, goals, and culture, and highlight how your skills and experiences align with their needs.

2. Keep it concise and focused

Presentation letters shouldn't exceed one page, so keep your content concise and to the point. Avoid rambling or including irrelevant information. Focus on highlighting your most relevant qualifications and accomplishments.

3. Use a conversational tone

While your presentation letter should maintain a professional tone, it's essential to sound personable and approachable. Write in a conversational style, using personal pronouns and avoiding overly formal language. Engage the reader with active voice, short sentences, and rhetorical questions.

4. Showcase your achievements

Use specific examples to demonstrate your accomplishments and how you have contributed to previous roles or projects. Quantify your achievements whenever possible, using numbers and percentages to showcase your impact.

5. Proofread and edit

Ensure your letter is error-free by thoroughly proofreading it. Check for spelling and grammar mistakes, as well as formatting errors. Consider asking a friend or family member to review it as well, as a fresh pair of eyes may catch things you missed.

Writing an exceptional presentation letter is an essential step in the job application process. By following the structure and tips outlined in this article, you can create a compelling letter that grabs the attention of hiring managers and increases your chances of landing an interview. Remember to personalize your letter, keep it concise, and showcase your achievements. With a well-crafted presentation letter, you can make a strong first impression and stand out from the competition.

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9 Examples: A Perfect Letter of Introduction

By Status.net Editorial Team on June 14, 2023 — 14 minutes to read

• How To Write a Letter of Introduction Part 1
• Types of Introduction Letters Part 2
• Letter of Introduction Template Part 3
• Templates: Letter of Introduction for Job Seekers Part 4
• Templates: Letter of Introduction for Networking Part 5
• Templates: New Team Member Letter of Introduction Part 6
• Employee to Customer Introduction Letter Template Part 7
• Business Introduction Template Part 8
• Tips for Writing a Perfect Letter of Introduction Part 9

A good letter of introduction can be a valuable tool in making new connections, whether for personal, professional, or business purposes. In this article, we’ll explore how to write a perfect letter of introduction.

To begin, it’s important to understand the difference between a letter of introduction and other forms of introductory communication. An introduction letter isn’t a cover letter – rather, it serves to establish relationships and spark interest.

Difference Between Introduction Letter and Cover Letter

An introduction letter is not a cover letter. While both documents are used to make introductions, they serve different purposes. An introduction letter is typically written to introduce yourself, your business, or a third party, whereas a cover letter is used when applying for a job or sending a proposal. In an introduction letter, you should briefly highlight your background, accomplishments, and goals, while in a cover letter, you should focus on how your skills and experiences relate to a specific job opportunity.

Introduction Letter vs. Letter of Recommendation

An introduction letter is also not a letter of recommendation. A letter of recommendation is written by someone who knows you well, like a former employer, teacher, or mentor, to vouch for your abilities and accomplishments. It often includes specific examples of your work and contributions, as well as why the person is recommending you for a certain position or opportunity.

Related: A Perfect Letter of Recommendation [8 Templates]

An introduction letter is written by you or on behalf of an individual or company to make an initial connection with others. While you might mention your skills and experience in an introduction letter, it doesn’t have the same weight or credibility as a letter of recommendation, since it lacks the endorsements from others.

Related: How to Ask for a Letter of Recommendation [Examples]

The Full Guide to Reference Letters [Best Templates]

• An introduction letter is used to introduce yourself, your company, or a third party to others.
• A cover letter is used when applying for a job or submitting a proposal, focusing on how your skills and experiences relate to the specific opportunity.
• A letter of recommendation is a formal endorsement of your abilities and accomplishments, written by someone who knows you well.

Part 1 How To Write a Letter of Introduction

Format and structure.

To write an effective letter of introduction, start with proper formatting. Use a standard font, such as Arial or Times New Roman, and set the font size to 12. Stick to a formal tone, and use single spacing with a space between paragraphs.

Greeting and Opening Remarks

Begin your letter with a professional greeting. If you know the recipient’s name, use “Dear [Name].” If not, use “Dear [Title]” or “To Whom It May Concern.” Your opening remarks should briefly explain the purpose of the letter and introduce yourself or the person you are introducing.

Related: How to Start a Letter (and Mistakes to Avoid)

In the main body of the letter, provide details about yourself or the person you are introducing. Focus on the key qualifications, skills, and experiences that are relevant to the recipient. This is also an ideal place to mention any mutual connections or shared interests.

• Keep the paragraphs short and concise.
• Highlight your achievements or expertise.
• Use bullet points or tables to enumerate qualifications or experiences, if necessary.

Closing and Sign Off

To close the letter, express your gratitude to the recipient for their time and attention. Offer your assistance if they have further questions or would like additional information. Use a standard sign-off, such as “Sincerely,” “Best Regards,” or “Yours Faithfully,” followed by your full name and contact information (e.g., email, phone number).

Related: How to End an Email Professionally (Examples)

Part 2 Types of Introduction Letters

Job-related introductions.

In job-related introduction letters, you are typically introducing yourself as a potential employee or applicant. This is useful when seeking new job opportunities, submitting your resume, or reaching out to potential employers. Your letter should showcase your skills, experience, and enthusiasm for the position while also expressing your interest in the company and its mission.

Networking Introductions

When networking, it’s important to make a great first impression by introducing yourself effectively. In a networking introduction letter, the goal is to establish a connection with an individual or a group within your industry. Mention your title, role, and any common acquaintances you may have. Also, highlight some of your accomplishments or notable experiences relevant to the people you’re introducing yourself to.

Agency or Freelancer Introductions

If you are an agency or a freelancer looking for clients, an introduction letter is a great way to showcase your services and expertise. The focus should be on how you can support the client’s needs and help them achieve their goals. Provide a brief overview of your industry experience, the services you offer, and some examples of successful projects or satisfied clients.

Team Introduction

In a team introduction letter, your objective is to introduce your team members to a new client, project team, or department. Detail the relevant qualifications, skills, and areas of expertise for each team member. This will help establish trust and confidence in your team’s abilities. Be sure to include contact information to facilitate further communication.

Letter of Introduction Examples

Part 3 letter of introduction template.

Dear [Recipient],

I hope this letter finds you well. My name is [Your Name], and I am writing to introduce myself to you. [Insert a brief sentence or two about yourself, such as your current position or relevant experience]. I am reaching out to you because [insert reason for writing the letter, such as expressing interest in a job opportunity or seeking to establish a professional relationship].

I am excited to learn more about your organization and explore opportunities for collaboration. Please feel free to reach out to me at [insert contact information] if you have any questions or would like to discuss further.

Thank you for your time and consideration.

Best regards, [Your Name]

Templates for various types of introduction letters:

Part 4 Templates: Letter of Introduction for Job Seekers

Dear [Recipient’s Name],

I hope this message finds you well. My name is [Your Name] and I am writing to express my interest in the [Job Title] position at [Company Name]. I came across your job posting on [Job Board/Website] and believe my skills and experience make me an ideal candidate.

Throughout my career, I have worked on various projects focusing on [specific skills or subject matter]. At my previous job at [Previous Company Name], I [describe a significant achievement or responsibility]. Additionally, I am skilled in [list relevant skills] and have experience using [software or tools related to the job].

I have attached my resume for your review, which includes more information on my background and qualifications. I would appreciate the opportunity to discuss my suitability for the position during an interview. Please feel free to contact me at [Your Email] or [Your Phone Number] to schedule a meeting or for any further information.

Thank you for taking the time to consider my application. I look forward to hearing from you soon.

Sincerely, [Your Name] [Your Email Address] [Your Phone Number]

Related: Best Job Interview Request Email Responses (Examples)

Subject: [Your Name] – [Target Job Title]

I came across the [Job Title] opening at [Company Name] and after reviewing your company’s impressive accomplishments in [Industry], I believe that my [Number of Years] years of experience in a similar role make me an ideal fit.

Enclosed is my resume, which highlights my expertise in [Specific Skills or Accomplishments]. I am confident that my experience in [Area of Expertise] would make a valuable contribution to your team.

[Optional: Mention any mutual connections, if applicable.]

I would welcome the opportunity to discuss my qualifications further and explore how I could contribute to [Company Name]’s success. Thank you for considering my application.

Part 5 Templates: Letter of Introduction for Networking

A networking introduction letter aims to establish connections with potential clients, partners, or colleagues.

Subject: Introduction – [Your Name] and [Recipient’s Name]

Hi [Recipient’s Name],

I hope this message finds you well. I came across your profile while searching for professionals in the [Industry] field, and I am impressed by your experience and accomplishments.

As a fellow professional in the [Industry], I believe that connecting with like-minded individuals like yourself can greatly benefit both our careers. I am particularly interested in [Specific Area of Interest] and would appreciate any insights or advice you may have.

If you’re open to it, I’d love to set up a time to chat over a coffee or a quick phone call. Looking forward to your response.

Best regards, [Your Name] [Your Email Address] [Your Phone Number]

I hope this email finds you well. My name is [Your Name], and I am a [Your Profession or Title] at [Your Company or Organization]. I recently attended the [Event or Conference Name] and saw your insightful presentation on [Topic]. Your ideas resonated with me, and I believe your expertise could benefit the projects I am currently working on.

My current projects involve [briefly describe your projects, e.g., developing new software or implementing a marketing strategy]. I am eager to learn more about your work in [Recipient’s Field of Expertise] and would love to schedule a phone call or coffee meeting to discuss our shared interests and potential collaboration.

Please let me know when you are available, and I will be happy to make arrangements. You can contact me at [Your Email] or [Your Phone Number].

Looking forward to connecting with you.

Part 6 Templates: New Team Member Letter of Introduction

Template 1: introducing yourself.

When joining a new team, a letter of introduction helps introduce you to your colleagues and establish rapport.

Subject: Hello from [Your Name], your new [Job Title / Team Role]

Dear [Team Name or Colleagues],

I hope this email finds you all in good spirits. My name is [Your Name], and I am excited to join the [Company Name] team as your new [Job Title / Team Role]. It’s a pleasure to meet all of you!

A little bit about myself: I have been working in the [Your Industry] for [Number of Years] years, mainly focusing on [Area of Expertise]. My skills include [list relevant skills], and I am proficient in [software or tools you will be using].

In my spare time, I enjoy [mention personal hobbies or interests to connect on a personal level].

I am eager to contribute to the team’s success and look forward to learning from each of you. Please feel free to reach out if you have any questions or concerns, or if you would like to grab lunch or coffee together.

Thank you for the warm welcome, and have a great day!

Best, [Your Name]

Template 2: New Team Member

Welcome a new team member with this template, outlining their role and initial responsibilities.

Subject: Welcome [New Team Member’s Name]!

Dear [Existing Team Members],

Please join me in extending a warm welcome to our newest team member, [New Team Member’s Name]. [He/She/They] will be joining us as a [New Team Member’s Job Title] effective [Start Date].

[New Team Member’s Name] brings with them a wealth of experience in [Area of Expertise], having worked at [Previous Company] for [Number of Years Experience]. In their new role, they will be responsible for [Responsibilities].

We are excited to have [New Team Member’s Name] on board and look forward to their contributions as we continue to grow and succeed.

Please take the time to introduce yourself to [New Team Member’s Name] and offer any assistance they may need as they familiarize themselves with our processes and systems.

Best regards, [Your Name] [Your Title]

Part 7 Employee to Customer Introduction Letter Template

Introducing an employee to clients or customers:

Dear [Customer],

I am writing to introduce you to our newest team member, [Employee Name]. [He/She] is joining us as [Position/Title] and brings with [him/her] [Number] years of experience in [Industry/Specialization].

[Employee Name] is an expert in [Skill/Expertise] and has a proven track record of delivering exceptional [Service/Product]. [He/She] is committed to providing our customers with the highest level of service and ensuring that their needs are met with the utmost care and attention.

We are thrilled to have [Employee Name] on board and believe that [he/she] will be a valuable asset to our team and to our customers. [He/She] is excited to meet and work with all of you, and we are confident that you will find [him/her] to be a knowledgeable and helpful resource.

Please join me in welcoming [Employee Name] to our team and we look forward to continuing to serve you with excellence.

Sincerely, [Your Name] [Your Title] [Company Name]

Part 8 Business Introduction Template

Introduce your business to potential clients, partners, or investors with this template.

Subject: Introducing [Your Company Name]

I would like to take this opportunity to introduce you to [Your Company Name], a [Description of Your Business] that specializes in [Product/Service Offering]. We have successfully served clients in [Industry] for [Number of Years/Timeframe].

Our key services/products include: – [Service/Product 1] – [Service/Product 2] – [Service/Product 3]

We understand the challenges faced by businesses like yours in the [Industry] sector and have a track record of delivering solutions tailored to your needs. Our expertise in [Specific Area] allows us to offer you the best possible service.

We would be thrilled to explore how our offerings can provide value to your organization. Please don’t hesitate to reach out if you have any questions or would like to schedule a meeting.

Best regards, [Your Name] [Your Title] [Your Company] [Your Email Address] [Your Phone Number]

Part 9 Tips for Writing a Perfect Letter of Introduction

When writing a letter of introduction, it is important to keep it brief. Clearly state the purpose and get straight to the point. Your recipient may have a busy schedule, so limit your introduction to a few paragraphs. Being concise ensures that your message is understood and remains memorable.

Use a Professional Tone

Maintain a professional tone throughout your letter of introduction. Avoid using casual language or informal expressions. This demonstrates your respect for the recipient and reflects well on your professionalism.

Include Contact Information

Ensure that you include your contact information, such as email address and phone number, so the recipient can easily reach you. This can be placed at the beginning or end of the letter. Including your contact information allows the recipient to respond and take the desired action.

Before sending your letter of introduction, proofread it carefully for errors in grammar, spelling, and punctuation. A well-written, error-free letter shows attention to detail and care in your communication. You can ask a colleague or friend to review your letter for additional insights and suggestions.

Frequently Asked Questions

How do you start a good introduction letter.

To start a good introduction letter, ensure you have a clear purpose for the letter. Begin by addressing the recipient by name if possible and introducing yourself. State the reason for writing the letter and try to engage the recipient’s interest with a hook, such as a shared connection or a relevant accomplishment. Example:

My name is [Your Name] and I am writing to introduce myself and express my interest in [reason for writing the letter]. I hope this letter finds you well.

I wanted to reach out to you because [hook – shared connection or relevant accomplishment]. As someone who is [briefly describe your background or experience], I believe that I would be a valuable asset to your [company/organization/project].

I am excited to learn more about your work and how I can contribute to it. Please feel free to reach out to me at [contact information] to discuss this further.

Thank you for your time and consideration. I look forward to hearing from you soon.

What distinguishes a letter of introduction from other types of letters?

A letter of introduction is specifically written to introduce yourself, your business, or an employee to another party. It aims to establish a relationship, provide information about your expertise or service offerings, and potentially open up opportunities for collaboration. Unlike cover letters, which focus on a specific job position, introduction letters highlight your skills or experiences more broadly and are often used for networking purposes.

What are the different types of introduction letters?

Introduction letters come in various forms, such as:

• Business to Business (B2B) – Introducing a company, product, or service.
• Employee to Customer – Introducing an employee to clients or customers.
• Self-introduction – Introducing oneself for networking, job applications, or collaboration opportunities.
• New Hire Introduction – Introducing a new employee to the team or organization.

What are some effective tips for writing a letter of introduction?

• Be concise and clear about your purpose.
• Use a professional tone and language.
• Personalize the letter by addressing the recipient by name.
• Emphasize your strengths, experiences, or areas of expertise.
• Include a call-to-action, such as requesting a meeting or asking the recipient to review your attached documents.
• Proofread and edit your letter for grammar, spelling, and punctuation errors.
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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 Share on X

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 Share on X

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 Share on X

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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How to Write A Letter of Presentation

• publishcare.com
• August 28, 2024

In the professional world, knowing how to write a letter of presentation is essential for anyone seeking a new job, business opportunity, or professional relationship. This document, also known as a cover letter, serves as your formal introduction, allowing you to present your qualifications and express your interest in a role or project. In this comprehensive guide, we’ll walk you through the process of crafting an effective letter of presentation that will help you stand out from the competition.

What is a Letter of Presentation?

A letter of presentation is a formal letter that accompanies your resume or CV when applying for a job or introducing yourself to a potential business partner. The purpose of this letter is to provide additional context about your skills, experience, and suitability for the position or opportunity you’re pursuing. It is an opportunity to showcase your personality, enthusiasm, and professionalism, making a strong first impression.

Why is a Letter of Presentation Important?

A well-written letter of presentation can significantly impact your chances of success. It allows you to:

• Highlight Relevant Skills : You can emphasize specific skills or experiences that make you a strong candidate.
• Showcase Your Personality : The letter gives you the chance to convey your personality and enthusiasm, which might not be as evident in a resume.
• Tailor Your Application : You can customize the letter to align with the job description or the company’s values, showing that you’ve done your research.

Step-by-Step Guide: How to Write a Letter of Presentation

Follow these steps to craft a compelling letter of presentation:

Start with the Header and Contact Information

Begin your letter with your contact information at the top, followed by the date, and then the recipient’s contact details. This is standard practice and ensures that the recipient knows how to reach you.

123 Main Street

Dhaka, Bangladesh

[email protected]

+880 1234567890

August 27, 2024

Mr. John Doe

Hiring Manager

ABC Company

456 Business Avenue

Address the Recipient

Address the letter to a specific person if possible. Using “Dear [Mr./Ms. Last Name],” is more personal and shows that you’ve made an effort to learn who will be reading your letter.

Dear Mr. Doe,

Craft a Compelling Introduction

Your introduction should be concise and engaging. State the purpose of your letter, such as the job you’re applying for, and briefly mention why you are an excellent fit for the role.

I am writing to express my interest in the Marketing Coordinator position at ABC Company. With a background in digital marketing and a passion for creative campaign management, I am confident in my ability to contribute effectively to your team .

Highlight Your Qualifications in the Body

In the body of your letter, expand on your qualifications, providing specific examples of your skills and experience. Make sure to align your qualifications with the requirements of the job.

With over three years of experience as a Digital Marketing Specialist at XYZ Corp, I have developed expertise in SEO, content creation, and social media strategy. I successfully managed multi-channel marketing campaigns that increased lead generation by 30% within six months. My ability to analyze market trends and adapt strategies quickly has been key to driving successful marketing initiatives.

Provide Specific Examples

Use quantifiable achievements to demonstrate your impact in previous roles. This adds credibility and shows potential employers or partners what you can bring to the table.

In my previous role, I led a team in redesigning our company’s website, which resulted in a 25% increase in traffic and a 15% rise in conversion rates. Additionally, I spearheaded a content marketing campaign that engaged our audience and attracted new customers, leading to a 40% growth in social media followers over a year.

Express Your Enthusiasm and Fit

Show that you’ve researched the company and explain why you are particularly interested in the role or partnership. This demonstrates that you’re not just looking for any job but are genuinely interested in this specific opportunity.

I am particularly drawn to ABC Company due to its innovative approach to customer engagement and its commitment to sustainability. I am excited about the prospect of contributing to a company that values creativity and forward-thinking strategies. My passion for digital marketing, combined with my experience, makes me eager to bring new ideas and a fresh perspective to your team.

Conclude with a Strong Closing

End your letter by reiterating your interest and suggesting the next steps, such as an interview or meeting. Thank the recipient for their time and consideration.

I would welcome the opportunity to discuss how my skills and experiences align with the needs of your team. Thank you for considering my application. I look forward to the possibility of contributing to ABC Company’s continued success.

Sincerely, Abu Sayad

Tips for Writing an Effective Letter of Presentation

• Tailor Each Letter : Customize your letter for each application, reflecting the specific role or company you are targeting.
• Keep It Concise : Aim for one page, keeping your content focused and relevant.
• Use Professional Language : Maintain a formal tone and avoid slang or overly casual language.
• Proofread Carefully : Ensure your letter is free from spelling and grammar errors.
• Use Keywords : Incorporate relevant keywords from the job description to improve your chances of getting noticed by applicant tracking systems (ATS).

Common Mistakes to Avoid

• Being Too Generic : A generic letter that could apply to any job won’t stand out. Tailor your content to the specific role.
• Repeating Your Resume : Avoid simply repeating the information in your resume. Use the letter to add context and personality.
• Neglecting to Research the Company : Failing to mention something specific about the company can make your letter seem impersonal.

A well-crafted letter of presentation can set you apart from other candidates by showcasing your qualifications, enthusiasm, and professionalism. By following the steps outlined in this guide, you can create a letter that not only highlights your strengths but also aligns perfectly with the needs of the role or opportunity you’re pursuing. Remember, the goal is to make a strong impression and increase your chances of success in securing the position or partnership you desire.

FAQs: How to Write a Letter of Presentation

1. what is a letter of presentation.

A letter of presentation, also known as a cover letter, is a formal document that accompanies your resume or CV when applying for a job or introducing yourself to a potential business partner. It serves to introduce yourself, highlight your qualifications, and express your interest in a specific role or opportunity.

2. How long should a letter of presentation be?

A letter of presentation should typically be one page long. It should be concise, focused, and include only the most relevant information about your skills, experience, and interest in the position or opportunity.

3. What should I include in a letter of presentation?

A letter of presentation should include:

• Header : Your contact information and the recipient’s contact information.
• Salutation : Addressed to a specific person if possible.
• Introduction : The purpose of the letter and a brief introduction of yourself.
• Body : Details of your qualifications, experience, and why you are a good fit for the role.
• Closing : A call to action, expressing your interest in further communication, and a polite sign-off.

4. How can I make my letter of presentation stand out?

To make your letter of presentation stand out:

• Tailor it to the specific job or opportunity.
• Use a professional tone while still letting your personality shine through.
• Include quantifiable achievements to demonstrate your impact.
• Research the company or recipient and mention something specific that connects you to them.

5. Should I include keywords in my letter of presentation?

Yes, including relevant keywords from the job description or industry can help your letter align with the needs of the employer and increase its chances of getting through applicant tracking systems (ATS).

6. Can I use the same letter of presentation for different job applications?

It’s not advisable to use the same letter of presentation for multiple job applications. Each letter should be customized to fit the specific job and company you are applying to, highlighting the qualifications and experiences most relevant to that role.

7. How formal should the tone of my letter of presentation be?

The tone of your letter of presentation should be professional yet personable. Avoid overly casual language, but don’t be so formal that it feels stiff or impersonal. Strive for a balance that reflects your professionalism and enthusiasm.

8. Do I need to address the letter of presentation to a specific person?

If possible, you should address the letter to a specific person, such as the hiring manager or department head. This shows that you’ve done your research and adds a personal touch. If you don’t know the recipient’s name, you can use a general salutation like “Dear Hiring Manager.”

9. What should I avoid in a letter of presentation?

Avoid the following common mistakes in a letter of presentation:

• Being too generic or vague.
• Repeating information that’s already in your resume.
• Writing a letter that’s too long or too short.
• Using informal or inappropriate language.
• Neglecting to proofread for spelling and grammar errors.

10. How should I close a letter of presentation?

You should close your letter of presentation by expressing your enthusiasm for the opportunity, suggesting the next steps (like scheduling an interview), and thanking the recipient for their time and consideration. End with a polite sign-off such as “Sincerely” or “Best regards.”

11. Is it necessary to include my contact information in the letter of presentation?

Yes, it’s important to include your contact information at the beginning of the letter. This ensures that the recipient knows how to reach you if they’re interested in following up.

12. Can I send a letter of presentation via email?

Yes, a letter of presentation can be sent via email. When doing so, the letter itself should be included as the body of the email, with your resume attached. Make sure to write a clear and concise subject line, such as “Application for [Job Title] – [Your Name].”

13. How do I tailor my letter of presentation to a specific job?

To tailor your letter of presentation:

• Research the company and role to understand what they’re looking for.
• Highlight your relevant experience and skills that match the job requirements.
• Mention specific details about the company that attract you to the job.

14. Is it appropriate to mention salary expectations in a letter of presentation?

Generally, it’s best to avoid mentioning salary expectations in a letter of presentation unless the job posting specifically asks for it. If required, you can mention a salary range that aligns with your experience and the market rate.

15. What should I do if I don’t have much experience to include in my letter of presentation?

If you lack extensive experience, focus on your education, relevant skills, and any volunteer work or internships that have prepared you for the role. Emphasize your willingness to learn and your enthusiasm for the opportunity.

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Home / For applicants / Cover letter

How to Write Your Cover Letter

Sintetic sheet

The advantage of the presentation letter is to have a very simple structure that frames the communication so that the reader is slid and, in any case, the contents are well positioned.

What to keep

Essential elements for writing a good letter of presentation:

• Sender's details (name, surname, phone number, and email address);
• recipient data (possibly name and surname, to address it to a specific person);
• The place and date (the letter must be updated, you should not have the impression that you have sent a dated or left-to-case document, with standard texts);
• consent to the processing of your personal data (with reference to Legislative Decree 196/2003: it must be reported especially in the Curriculum Vitae, but indicating it in the letter is a sign of completeness).

Logical distribution

The presentation letter by practice is divided into three basic paragraphs:

• Who am I and why am I writing? It is advisable not to repeat name and surname again (to which other spaces are dedicated). The only weapons available to us are the words: no matter how nice or affable we are to be able to relate through the submission letter (these will be cards to be played at the interview), but we will prove to be able to go straight to the point. NO to "my name is Mario Rossi, I'm an engineer ...", and yes to "I'm a young graduate" (if you graduate with the maximum and in a short time, you can use the expression "I'm a brilliant neolaureato in" ), or if you already have experience, you can present yourself through the professional role (no references to the job, which are in the CV!): I am a chemical expert, a marketing manager, an electronic engineer, a computer engineer, a skilled worker, etc.
• motivations: clarify what leads us to look for a specific job position and talk about our stimuli: why did we choose that company rather than another?
• Objectives: The professional goals we set for short and medium to long term. What are we looking for in this company? On what basis do we think we can reach this goal?
• Quality and strengths: can be internships and internships, other work experience, thesis and research on business-related issues, experiences abroad, knowledge of multiple languages, and a particular personal interest in strategic business activities.
• Thanks and conclusions. With the concluding part we can appeal to the reader's attention ("thank you for the attention"), claiming to be available for further clarification of the candidacy and, in the meantime, to be awaiting a response, inviting him contact us again, pointing to our direct contact details and our availability.

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How can I create an effective business presentation letter sample?

To create an effective business presentation letter sample, follow these steps:

• Start with a compelling introduction that grabs the reader’s attention and clearly states the purpose of the letter.
• Clearly outline the key points or messages you want to convey in a logical and organized manner.
• Use concise and persuasive language to communicate your ideas effectively.
• Incorporate relevant data, statistics, or examples to support your claims and make your letter more credible.
• Make sure to address the needs and interests of your audience, highlighting the benefits they will gain from your proposal or request.
• Proofread your letter thoroughly to eliminate any grammatical or spelling errors.
• Finally, end the letter with a strong conclusion that summarizes your main points and includes a call to action, encouraging the reader to take the desired next step.

By following these guidelines, you can create a compelling and effective business presentation letter sample that will leave a lasting impression on your recipients.

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• Interactive Presentation

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

Jane Ng • 05 April, 2024 • 9 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.

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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?

• 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.

A writer who wants to create practical and valuable content for the audience

Tips to Engage with Polls & Trivia

More from AhaSlides

Thank Someone For a Speech or Presentation

It seems everyone I talk to wants me to express appreciation for your inspiring presentation last week. Your years of research, your depth of understanding of user interfaces, and your ability to present the subject in such an interesting way produced one of the most memorable evenings in our group's history. I personally appreciated your approach to anticipating users' intents. The subject intrigues me, and I plan to learn more. Please consider adding our group to your annual speaking tour. You are always welcome at our conference.

Thank you for speaking to the Doe Alumni yesterday evening. We are grateful for the time and effort you took to share your thoughts and experiences with the Doe Development office.

Since we are entering a new growth phase on our campus, your comments were very timely. I believe we can benefit immediately from the methods you suggested for recruiting more members. Your enthusiasm is contagious, and we hope to use your suggestions in our next campaign. Thank you again for your contribution.

Thank you for your stimulating speech at last month's meeting of the Springfield Genealogical Society. Your comments were especially helpful to those doing research in the British Isles. Many members were at a standstill in their progress, and your talk seemed to provide much needed help. Thanks again for a truly memorable evening. We hope you can join us again.

Please accept our sincere appreciation for the outstanding presentation you made to the Springfield Women's Club about your experiences in China. It was very interesting to hear about your experience teaching in the university there. Your stories about your Chinese colleagues were fascinating. The slides you showed gave us a close look at the land, culture, and people that we couldn't have gained in any other way. Thank you so much for sharing your time and experiences with us. We all agreed that your lecture was the most interesting we have had this year.

I would like to personally thank you for your presentation to the Kansas Education Association Conference in October. Judging from the comments of those who attended, the conference was very successful. Most of the credit goes to you and the others who gave such interesting presentations.

We hope that you will want to be involved in our conference next year. We will send you a call-for-presenters form as we get closer to next year's convention. We were pleased to have your participation in this outstanding conference, and we thank you for your valuable contribution.

Thank you for taking the time to speak to our student body on the dangers of drug abuse. I felt that your remarks on prescription drug use and abuse were especially timely.

We truly appreciate parents like you who are willing to give their time and talents to enrich the lives of our young people.

I appreciated the remarks you made at the City Council meeting on Tuesday. You had clearly researched the subject, and many of us felt that yours was a voice of sanity in the midst of an emotional and divisive discussion. I wish that more people would try to see all sides of the issues that come up.

No matter how the final vote goes, I want you to know that what you said had a significant impact on many of us. Thank you.

How to Write this Thank-You Letter: Expert Tips and Guidelines

Whether you are writing a thank you note out of duty or from your personal desire to express thanks, use a sincere tone. Mention specific details and show that the speech or presentation did have an effect.

• Thank and compliment the speaker(s) or presenter(s).
• Express congratulations for an excellent performance, and point out some of the more memorable parts. If the performance was only mediocre, simply thank the person(s) for participating in the program.
• Close with a second compliment or expression of appreciation.

Write Your thank-you in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 thank and compliment the speaker(s) or presenter(s)., sample sentences for step 1.

• On behalf of the members of the local Chamber of Commerce, I want to thank you for your insightful presentation yesterday.
• As chairperson for our County Fair entertainment committee, I want to thank your dance group for their delightful performance. They won the hearts of the entire audience.
• Many thanks for addressing our group on your unwed mothers' program. You are doing a wonderful service.
• The members of our book club would like to thank you for speaking to us last Thursday.
• Your lecture on new technologies for the 21st Century at our symposium last week was very interesting and informative; in fact, it was the highlight of the evening.
• Thanks for an excellent presentation. Your address to our company yesterday evening has everyone talking today.
• Thank you for the inspiring sermon that you delivered on Easter Sunday. Your message was exactly what I needed to hear.

Key Phrases for Step 1

• appreciate the time you took
• for being with us
• for sharing your
• for an outstanding presentation
• for participating so effectively
• for your thought-provoking
• for your delightful
• for helping us recognize
• for providing us with
• for accepting this assignment
• highlight of the
• hold you in such high regard
• how much we appreciated
• interesting and informative
• know how busy you are
• many thanks for
• on behalf of the
• thank you for
• volunteering your time to
• want you to know how much
• was exactly what I needed to hear
• was very kind of you to
• was a pleasure to listen to
• would like to extend my thanks

2 Express congratulations for an excellent performance, and point out some of the more memorable parts. If the performance was only mediocre, simply thank the person(s) for participating in the program.

Sample sentences for step 2.

• Your talk was particularly appropriate at this time when we are considering new initiatives for expanding growth. Many of us were especially interested in your analysis of water resources available to sustain growth.
• I believe the quality and variety of their dances have set new levels of expectation for future performers.
• Several in our group have expressed appreciation for the information you presented on adoptions and educational counseling. Most were unaware of the services that are available.
• We know how busy you are, so we are grateful that you would take the time to prepare and spend an evening with us.
• Our audience was intrigued by the new possibilities for global communication. We truly are becoming a global village.
• Several of our people are looking at ways that we might implement some of your suggestions. The consensus is that they would like you to return next year as a follow-up to this event. Let me know if that is a possibility for January.
• Often we are too close to our problems to view them with the clarity that someone else would. I recognize now that I must change the way I respond to my daughter's challenges.

Key Phrases for Step 2

• a very stimulating experience
• appreciated your participation
• audience was intrigued by
• consensus of opinion is
• everybody is talking about
• found ourselves identifying with
• has given rise to
• have a wonderful gift for
• held the children's attention
• identifying ways to apply
• informative and enlightening
• look forward to implementing
• made a lasting impression on
• most were unaware that
• several in our group have
• the time you took to
• touched on so many critical areas
• were particularly intrigued by
• were so pleased with
• were enthralled by your
• were especially interested in
• were previously unaware of
• your insights into

3 Close with a second compliment or expression of appreciation.

Sample sentences for step 3.

• Thanks again for helping to make our monthly meeting so rewarding.
• We hope you will be able to join us again next year.
• Thank you for helping us become more aware of the problems and the ways we can help solve them.
• We hope you will consent to speak to us again, perhaps next year.
• Many thanks from all of us.
• I am grateful for the time you spend in careful preparation to present us with meaningful weekly sermons.

Key Phrases for Step 3

• a most worthwhile experience
• able to join us again
• accept our invitation to
• carry on the tradition of
• for making our meeting so
• for so generously volunteering to
• hope you will be able to
• hope you will consent to
• innovative approach to
• it was a privilege to
• look forward to
• many thanks from all of us
• played a major role in
• so many people benefited from
• such a special occasion
• to bring us this important message
• to share your expertise
• was a superb presentation
• was the high point of
• wish to invite you to

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Business Letter Format Tips

Letter Closings

Letter of Presentation

A letter of presentation can be any letter where you share information or and idea to another party. Commonly it is used in business as a marketing letter to other businesses or clients, explaining what you have to offer or introducing them to your product(s) or services.

One form of letter of presentation is a letter that you send to a potential employer to demonstrate your desire to gain employment within their organization. It is usually the first letter your potential employer will read, so it is extremely important to sell yourself to them, explicitly stating why you would like to work for them and what benefits you could bring to their organization.

Starting to Write

Letters of presentation are mostly unsolicited so it is important to jump right in with your selling point.

Keep it short and snappy, the recipient is unlikely to read anything long winded.

Stay targeted. Send your letter only to people you know could potentially benefit from your business, idea etc, and pitch directly to them.

Don’t forget to leave plenty of contact information for follow-up.

Letter of Presentation to a Company Sample

General Accountants of Cambridge

Kimberly J. Adamo

2705 Dane Street Cambridge, MA 02141

Dear Mrs. Adamo,

I wish to offer my services to you in the form of an account executive, starting immediately.

I have 5 years experience in this field being an account executive for 3 different companies, all leaders in their field. While participating in those positions, I grew the level of sales that our team achieved every year, and I am sure I can do the same thing for you.

I have attached my resume and references to give more background on who I am and what qualifications I have.

Thank you for your time and I look forward to hearing from you!

Jane Clever

Letter of Presentation of a Business Sample

Dear Milton Offices Managers,

Is your company’s internet connection and network fast enough? MK Internet Solutions is the premiere fibre internet provider to small businesses.

We have the fastest speed in the industry and never throttle bandwidth at peak times. We tailor our service specifically to businesses like yours, so much so that our broadband is not even available to the general public.

Our 24/7 American based customer service provides you with up to 3 free service call outs a year, so if you’re ever having technical problems we can help solve the problem.

Fastest speeds in the industry, amazing support, and did we mention free setup – including networks of hundreds of computers?

Our standard packages is just $50 per month, but we would love to discuss the needs of Milton Offices further, tailoring a package just for you.

Give us a call on (228) 235-3417, or drop us an email at [email protected]

Have a great day!

Harry Rookes

MK New York

Letter of Presentation of a Product Sample

Dear Garden Force,

As former gardeners ourselves we understand that speed and efficiency is important if you are to finish multiple gardens per day, that’s why we invented the Transform Mower!

This state of the art device first operates as a sturdy petrol lawn mower, but with a folding of the handle and a press of the button it contracts in to a strimmer.

No more walking back to the van, no more time wasted setting up, just one clean simple job.

Want to give it a try? Our team will drive out to one of your jobs and give you a live demonstration!

We can’t wait to hear from you,

GardenForce.com

(620) 301-9746

[email protected]

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