letter of presentation means

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]

Related Letters

Other letters.

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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Blog Beginner Guides How To Make a Good Presentation [A Complete Guide]

How To Make a Good Presentation [A Complete Guide]

Written by: Krystle Wong Jul 20, 2023

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

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

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

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

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

Click to jump ahead:

What are the 10 qualities of a good presentation?

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

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

1. Clear structure

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

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

2. Engaging opening

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

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

3. Relevant content

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

4. Effective visual aids

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

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

5. Clear and concise communication

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

6. Engaging delivery

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

7. Interaction and audience engagement

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

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

8. Effective storytelling

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

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

9. Well-timed pacing

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

10. Strong conclusion

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

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

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

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

1. Understand the audience and their needs

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

2. Conduct thorough research on the topic

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

3. Organize the content with a clear structure

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

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

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

4. Develop visually appealing and supportive visual aids

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

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

5. Practice, practice and practice

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

6. Seek feedback and make necessary adjustments

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

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

7. Prepare for potential technical or logistical issues

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

8. Fine-tune and polish your presentation

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

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

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

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

1. Confidence and positive body language

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

2. Eye contact with the audience

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

3. Effective use of hand gestures and movement

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

4. Utilize storytelling techniques

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

5. Incorporate multimedia elements

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

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

6. Utilize humor strategically

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

7. Practice active listening and respond to feedback

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

8. Apply the 10-20-30 rule

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

9. Implement the 5-5-5 rule

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

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

1. How to start a presentation?

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

2. How to end a presentation?

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

3. How to make a presentation interactive?

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

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

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

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

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

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

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

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

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

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

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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.

Fill out your resume

How To Write A Presentation: An Ultimate Guide

Table of Contents

Preparing a presentation can be a daunting experience. Standing in front of an audience to give a speech can be an even more overwhelming prospect. However, you are unlikely to get through university without having to create a presentation. Depending on your subject, instructors may require you to provide feedback from a group task or deliver the findings of a scientific experiment. Whatever the topic, you’ll be presenting to your tutor and fellow students. While preparing a presentation and making your case in front of them is not easy, especially if you’re not used to doing it, it is a good practice since many employers use presentations as part of the recruitment process.

How to Write a PowerPoint Presentation Successfully

Creating an excellent PowerPoint presentation is a skill that any professional must have, especially in the corporate and business world. The problem? It is very easy to get it wrong. From poor color choices to confusing slides, a bad PowerPoint slideshow can distract the audience from the awesome content. A PowerPoint presentation is like a poster presentation; only that the information is on computer slides rather than actual posters. It often accompanies and enhances oral presentations instead of serving as speaking notes. Well-designed slides used sparingly and with good timing can be brilliant. Heck, they can even make an otherwise good presentation awesome. Here are some tips to help you illustrate why your creative talents are the perfect ingredients for a killer presentation.

Use the 10-20-30 Rule

A PowerPoint slide should only have the main points. Guy Kawaski suggested the 10-20-30 rule to make presentations engaging and captivating. He says that a good presentation should not contain more than ten slides, shouldn’t last for more than 20 minutes, and the content should not be more than 30 points. But how do you make your texts lean on the slides? Draw relevant information from your narrative and feature only core ideas and points on slides. You can use the “6×6 technique” to avoid getting too wordy. This guideline suggests using no more than six bullet points or lines per slide with no more than six words per line.

Write an abstract for a Presentation

The purpose of an abstract is to highlight the most critical information in a piece of writing. However, a presentation abstract is different. Try to think of it as an invitation to a party. You want to create as much excitement and curiosity for your presentation as possible. Writing an abstract for a presentation requires the presented information to be more succinct. Unlike a typical abstract or executive summary, the presentation abstract should have less than 250 words and have a simplified and condensed breakdown. The abstract should come after your short bio.

Write A Presentation Outline

When preparing a presentation, there are various ways you can use it to share relevant ideas. One tool that helps presenters is a presentation outline – a synopsis of a talk or pitch. Presentation outlines help you organize your agenda and create a logical flow of thoughts in your script. They give you a clear path to transition your audience from your current status to where you want them to be. Follow these steps to create an outline for your presentation:

• Consider the purpose of your presentation
• Create a structure – introduction, main body, and conclusion
• Use an attention grabber
• Consider visual content
• Include a call to action

Use a Paper Writing Service

Writing presentations can be a stressful process. Students often struggle to get it right and need a guiding hand to help them create engaging and captivating slides. Luckily, CustomWritings presentation writing services that can take care of your PowerPoint presentations. Their team of writers can break down any topic to create slides precisely according to your custom instructions. Besides, the company offers presentation examples and other academic writing services, such as research papers, term papers, assignments, admission essays, and dissertations, at affordable prices across the board for all sorts of projects. No matter your academic level. Whether a Ph.D. or Master’s, you will always get personalized, original, quality, and professional papers at accommodating rates.

Stick to One Idea Per Slide

Like keeping slides virtually uncluttered, focusing on one key idea per slide can help your audience quickly follow along. Too many ideas on one slide can detract the audience from the significance of each idea. By featuring only one point per slide, you also give the idea room for visual impact. For instance, you can experiment with fonts and image sizes to deliver the desired effect.

Include Powerful Visuals

Adding visual elements to your presentation makes your deck more engaging and dynamic. However, the caveat is that visuals used as an afterthought can counter your ideas rather than complement them. Such visuals as nostalgic photos can appeal to the audience’s emotions in a way that a generic stock picture might not. Likewise, using eye-catching charts and graphs to simplify complex information instead of writing out a slew of statistics as text can keep your audience from getting overwhelmed with data. Remember that visual aids should complement your oral presentations, not repeat them or deliver the presentation for you.

Be Savvy with Design Details

A good design can make or break a presentation. If you haven’t got a budget for a designer, presentation tools, such as Canva and Visme, can help you make great slides. Firstly, use color consistently. Bright colors can dazzle, but too many can be off-putting. Use the colors most relevant to your message. Secondly, be consistent with the font. Consistent designs make your presentation look professional. Don’t switch from caps and lower case, Cosmic Sans to Times New Roman, or 10-to-18-point text size. Keep your on-screen text uniform for a more cohesive message. Lastly, format to precision. A wonky line on a slide or a badly pixelated graphic can put some people off, as it looks like you haven’t tried very hard, or worse, you just aren’t good enough. In a snapshot;

• Use color sparingly
• Use font consistently
• Format to perfection

Polish Several Times

Like your favorite shoes, a good presentation needs a few rounds of dusting before it’s all shiny and sparkly. Don’t be afraid to get messy. Arrange your ideas side-by-side and discover new connections that you didn’t see before. You should edit the slides ruthlessly. At first, you may have a considerable amount of information and struggle to get down six bullet points per slide. Edit thoroughly until you pair your message down to the bare essentials. You can also get a fresh pair of eyes to refine your presentation.

Final Thought about Presentation Writing

Written presentations are a powerful way to share ideas – if you create a deck that communicates your points clearly and effectively. Other communication dynamics, such as your oratory skills and body language, can influence your presentation’s success. Nonetheless, a well-written presentation is a resource that your audience can revisit long after you’ve shared it. By applying these PowerPoint presentation tips, you’ll be in a stronger position to inform, entertain, inspire, and activate your audience through a clear message.

Join the thousands who have sharpened their business writing skills with our award winning courses.

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Few of us feel entirely comfortable writing a presentation. There is something very daunting for many people about the process of moving your thoughts from your head to paper (or a series of slides on the computer).

However, there are things that you can do to help yourself. These include knowing your material well and taking time to consider what you want to say.

This page provides advice on how to write a presentation. It discusses the initial writing, and then also explains how to review and edit your work. This will help to ensure that your presentation is as effective as possible.

Before you start...

Before you start to write your presentation, you need certain information: the objective, the subject, and details of the audience, for example. For more about this, see our page on Preparing Your Presentation .

Based on the information you have gathered, you should also have started to develop your ideas and select the main points to include. For more about this, see our page on Organising Your Material .

Some basic starting points

There are two really important things to remember when starting to write a presentation:

1. Give your presentation an introduction, a main message, and a conclusion.

Some people summarise this as ‘say what you’re going to say, say it, then say what you’ve said’ .

However, that is not the whole story. Your introduction needs to ‘set the scene’ a bit and give a broad outline of what you are going to cover in your presentation. If you are using presentation software such as PowerPoint, this should be a single slide. Your conclusion needs to sum up and present your main message to your audience, probably again in a single slide.

If you are taking questions after your presentation, and you are using PowerPoint, you will probably have a slide up on the screen during questions. You could, of course, have a final slide that says something like “Thank you for listening, any questions?”, or gives your contact details.

However, you could also leave up a final slide that highlights your conclusions.

This will help to ensure that your key messages remain in the minds of your audience.

2. Think about using stories to get your message across

We are hard-wired by thousands of years of evolution to listen to stories. Stories helped us survive by reminding us about important behaviours. We therefore tend to remember them much better than dry lists of facts or bullet points.

It is much easier to work with this than ignore it.

There are two aspects of this.

First, you should try to think about your presentation as telling a story to your audience. What is the point that you are trying to make, and how can you best get it across?

Second, it is helpful to use stories as part of your presentation . For example, if you start by telling a story or anecdote, it will act as a ‘hook’ to draw in your audience. You can also use stories to illustrate each point you want to make. Of course, your story has to link to your main message, because you can pretty much guarantee that your audience will remember the story much longer than the conclusion!

Structuring Your Presentation

The structure and content of your presentation will of course be unique to you.

Only you can decide on the best way to present your messages.  However, you might like to consider some standard presentation structures for inspiration:

1. Harnessing the Power of Three

In public speaking and rhetorical debate, as well as in much communication, three is a magic number.  The brain finds it relatively easy to grasp three points at a time.

People find three points, ideas or numbers, easier to understand and remember than four or more. 

You could therefore structure your presentation using the magic number of three.

For example, your presentation should have three main elements: the introduction, middle and conclusions. Within the main body of your presentation, divide your key message into three elements and then expand each of these points into three sub-points.  If you are using a visual aid such as PowerPoint, limit the number of bullet points to three on each slide and expand on each of these as you go along.

What should you do if you have more than three points to make?

Reduce them until you don’t have more than three points!

Your audience will probably only remember three of your five or six points anyway—but which three? Do the work for them, and identify the three most important points, and leave the others out.

2. What, Why, How?

An alternative structure uses the questions “What?”, “Why?” and “How?” to communicate your message to the audience. In a way, this also harnesses the power of three, but is a special case for driving action.

“What?” identifies the key message you wish to communicate. Think about the benefit of your message for your audience. What will they gain, what can they do with the information, and what will the benefit be?

“Why?” addresses the next obvious question that arises for the audience .  Having been told “what”, the audience will naturally then start to think “why should I do that?”, “why should I think that?” or “why should that be the case?”. Directly addressing the “why?” question in the next stage of your presentation means that you are answering these questions and your talk is following a natural route through the material. This will ensure that you have the audience on your side immediately.

“How?” is the final question that naturally arises in the audience’s mind . They want to know how they are going to achieve what you have just suggested.  Try not to be too prescriptive here. Instead of telling people exactly how they should act on your message, offer suggestions as to how they can act, perhaps using examples.

You should try to back up what you say with evidence. You can use case studies, personal examples or statistics here, but try to ensure that you use them in the form of stories.

There is more about this on our page Presenting Data .

Editing Your Content

Once you have a first draft of your presentation, it is important to review and edit this.

This will help to ensure that it really does get your message across in the most effective way.

When editing presentation content, you should consider:

The language . Make sure that what you are saying will be clear to your audience. Remove any jargon and try to use plain English instead. If necessary, explain terms when you first use them.

Sentence structure .  Use short sentences and keep the structure simple. Remember that you will be talking through your ideas and that the audience will be listening rather than reading.

The flow . Make sure that your presentation structure leads your audience through your ideas and helps them to draw your conclusion for themselves.

Use metaphors and stories to aid understanding and retention.

‘Hooks’ to get and hold the audience’s attention . Ensure that you have included several ‘hooks’ at various points in the presentation. This will help you to get and then keep the audience’s attention. These might be stories, or audience participation, or some alternative visual aids , such as a short video.

Check, and double check, for spelling and grammar . Make sure that any presentation slides or illustrations, titles, captions, handouts or similar are free from spelling mistakes.

Ideally, you should take a break from the presentation before editing so that you can look at your writing with a fresh pair of eyes.

You might also want to ask a friend or colleague to have a look, particularly at the flow and the language. If possible, ask someone who is not familiar with the material .

A final thought

The actual writing of your presentation is really the final stage of your preparation.

If you have done your homework, you will already be clear about the reason why you are presenting, the subject matter, and the main points you want to make. Actually putting it down on paper should therefore be relatively straightforward.

Continue to: Deciding the Presentation Method Preparing for a Presentation

See also: Organising the Presentation Material Working with Visual Aids Coping with Presentation Nerves Dealing with Questions

• High-impact business writing
• Effective email writing
• Bid, tender and sales-proposal writing
• Technical writing
• Writing for customer service

• Customer-service writing
• Effective report writing

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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Letter Writing: How to Write, What to Include, Key Points, Best Practices, Avoiding Pitfalls, Objectives, and a Thoughtful Conclusion

In a time where we mostly use digital mode to talk, writing letters is a special way to be honest and connect with others.. A letter transcends the transient nature of instant messages, allowing for a more profound exchange of thoughts and emotions. Let’s delve into the essence of crafting a meaningful message and the key elements that make it a personal and cherished correspondence.

How to Write: Begin with a warm salutation, addressing the recipient by name. The opening sets the tone for the letter and creates an immediate connection. Follow this with a concise and engaging introduction, expressing the purpose of your letter. Organize your thoughts in a logical sequence, ensuring a smooth flow from one idea to the next. Conclude with a closing statement that leaves a lasting impression.

What to Include: A well-rounded letter encompasses personal anecdotes, reflections, and sentiments. Share news, experiences, and emotions, making the reader feel connected to your world. Pose questions to invite a response, fostering a two-way communication flow. Be genuine and considerate, tailoring the content to the recipient’s interests and experiences.

Important Key Points:

• Be authentic and honest in your expression.
• Use descriptive language to evoke imagery and emotions.
• Maintain a balance between formality and familiarity based on the relationship.
• Pay attention to grammar, spelling, and overall presentation.

Best Practices:

• Choose a readable font or maintain legible handwriting.
• Organize the letter with clear paragraphs and appropriate spacing.
• Include contact information at the top (name, address, phone number, email).
• Add the date and a formal salutation.
• Maintain a professional and respectful tone.
• Clearly state the purpose of the letter in the opening paragraph.
• Keep paragraphs focused and avoid unnecessary details.
• Proofread for grammar, spelling, and punctuation errors.
• Conclude with a polite closing (e.g., “Sincerely” or “Best Regards”).
• Use language appropriate for the context of your letter.
• Mention attached documents if necessary.
• Address the recipient with the appropriate title (Mr., Ms., Dr., etc.).
• Include a polite request for follow-up if needed.

What to Avoid:

• Steer clear of excessive jargon or overly complex language.
• Refrain from sharing sensitive or confidential information inappropriately.
• Avoid a generic, one-size-fits-all approach.

Objectives: The primary aim of a letter is to connect, share, and strengthen relationships. Whether expressing gratitude, offering support, or sharing news, each letter contributes to the tapestry of a shared history.

Conclusion: In an age marked by fleeting digital exchanges, a well-crafted letter serves as a testament to the enduring power of thoughtful communication. May this letter find you well and inspire the words you share with others.

Request Letter to Principal for Permission to Use Laboratory – Sample Letter Requesting Access to Laboratory

Request letter for examination retake – sample letter to school principal requesting for a retake of examination, request letter to principal for additional study materials – sample letter requesting additional study materials, request letter for permission to use school library – sample letter requesting access to school library, privacy overview.

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Format of a Formal Letter

Help with formatting formal and business letters. A summary of writing rules including outlines for cover letters and letters of enquiry, and formal abbreviations.

How to Write a Formal Letter

There are times in life when you will probably want to write a formal letter instead of an informal letter or email. These include cover letters for job applications, letters of enquiry, letters of resignation, legal correspondence and many more. In these situations it's important that you follow the expected format.

Use a formal letter format

Layout is a crucial aspect of professional writing. It sets the tone and communicates the seriousness of the content within.

The Power of Proper Formatting: The layout of your letter speaks volumes! Ensure it's professional and communicates your message effectively.

The example formal letter shown below shows you a general outline for a formal or business letter. Further information about each part can be found after the image.

English Writing Skills

Our writing skills section offers key insights, tips, and exercises to enhance your skills. Discover how to harness the power of the written word to effectively express your ideas.

Follow formatting rules and conventions

When writing a formal or business letter, there are certain rules and conventions that need to be followed. These rules ensure that the letter maintains a professional tone and is easily understood by the recipient.

You must try to write as simply and clearly as possible, and avoid making the letter longer than necessary. Remember not to use informal language like contractions.

Keep your letter's content concise, clear, and relevant. Every word counts!

How to start a formal letter

The return address should be written in the top right-hand corner of a formal letter. This will usually your address, but could be any other address to which a reply should be sent.

Add the address of the person you are writing to. The recipient's address should be written on the left, often starting below your address. If you are going to print and post the letter using a windowed envelope, make sure you align this address with the clear plastic window.

There is no strict rule about the placement of the date, but it can be placed on either the left or right side of the page after the recipient's address. Write the month as a word.

The tip to starting a formal English letter is to greet the person you're writing to in the correct way. This is known as the 'Salutation'. If you know the name of the person you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, including their title. Remember, try not to be too informal or casual.

Salutations Set the Tone! - Greet your recipient appropriately, whether you know their name or not.

a) If you do not know the name of the person you are writing to, use the following form (it is always advisable to try to find out a name):

Dear Madam, Dear Sir, Dear Sir or Madam,

b) If you know the name , use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the family name only. If you are writing to a woman and do not know if she uses Mrs or Miss , you can use Ms , which is for both married and single women.

Dear Mr Jenkins, Dear Ms Hamers, Dear Mrs Hutchins, Dear Miss Davis, Dear Dr Green, Etc.

In the past, English formal letters had a variety of intricate salutations based on the social status and relationship between the writer and the recipient. For example, letters to clergymen might begin with "Reverend Sir" or "Most Worthy Sir."

If you want help with writing any kind of letter, please feel free to ask us in our discussion forum. Our teachers and experts will be able to help answer any questions you might have.

How to write the letter body

The body content should be clear, concise, and relevant to the purpose of the letter. It should not include any unnecessary information or informal language.

Be direct and try to keep it as brief as possible, often between three or four paragraphs in total.

The first paragraph should be kept short and is designed to introduce you and to state the purpose of the letter- to make an enquiry, complain, request something, etc. The paragraph or paragraphs in the middle should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much. The last paragraph should state what action you expect the recipient to take- to refund, send you information, etc.

How to end a formal letter

Just as there are conventions about creating the salutation, there are also rules about how you close or sign-off your letter. If you do not know the name of the person, end the letter using 'Yours faithfully'. If you know the recipient's name, use 'Yours sincerely'.

Sign your name, then print it underneath your signature using capital letters (or type it). If you think the person you are writing to might not know whether you are male of female, put your title in brackets after your name. Optionally, it can also be helpful to include your phone number and email address.

Now that you've completed the first draft, read if over from start to finish and check for any errors in grammar and spelling. Make sure it reads well and that the recipient will understand what the letter is about.

Proofreading is Key! - Before sending, always check for errors. A well-proofed letter showcases attention to detail.

In the 18th and 19th centuries, it was common for formal letters to have long and ornate closing statements. An example might be: "I remain, Sir, with the most distinguished consideration, your most obedient servant."

Free formal letter template download:

This sample formal letter template can be a useful tool for ensuring that all necessary information is included in the correct format.

Abbreviations Used in Letter Writing

There are several abbreviations that are commonly used in professional letters. From "AKA" to "TBD", getting to know these common abbreviations will help to keep your letters sharp.

Outline: A Covering Letter

A covering letter accompanies your CV or resume when applying for a job. It should include information about the applicant's qualifications, experience, and interest in the position. This is a simple formal letter example that uses a fairly conventional layout of the paragraphs.

Opening Paragraph Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy. Paragraph 2 Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate. Paragraph 3 Inform them that you have enclosed your current CV and add any further information that you think could help your case. Closing Paragraph Give your availability for interview, thank them for their consideration, restate your interest and close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is sent when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy. It's an example of a basic business letter, and should include information about the applicant's qualifications, experience, and interest in the company.

Opening Paragraph Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them. Paragraph 2 Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you. Paragraph 3 Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it. Closing Paragraph Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

What is MLA letter format?

This refers to the guidelines recommended by the Modern Language Association for writing and formatting letters in a uniform and professional manner. This format is commonly used in academic settings, such as when writing cover letters for research papers or submitting correspondences to scholarly journals.

The primary purpose of following MLA format is to ensure clarity, consistency, and proper organisation in written communication. The format includes specific guidelines for elements such as the heading, date, recipient's address, salutation, body paragraphs, closing, and signature. By adhering to these guidelines, writers can effectively convey their ideas while maintaining professionalism and adhering to academic standards.

More information: Using MLA Format

What is APA letter format?

The APA format recommended by the American Psychological Association is a standardised way to structure and present written correspondence in the field of psychology and other social sciences. It outlines specific guidelines for fonts, margins, spacing, and citation style to ensure consistency and clarity in academic communication.

This format is widely used in research papers, professional letters, and manuscripts, aiming to provide a cohesive and professional appearance. The format emphasises readability and organisation by including a clear heading, concise and formal language, and proper referencing. Additionally, it includes specific guidelines for the placement of addresses, dates, salutations, subject lines, body paragraphs, and signatures, allowing writers to maintain consistency and professionalism in their correspondence.

Overall, the APA format serves as a tool to enhance communication within the academic community and ensure that ideas and information are conveyed accurately and effectively.

More information: Using APA Format

What is Chicago letter format?

Chicago letter format is a specific style of formatting business letters that is commonly used in the United States. It follows a set of guidelines to create a professional and visually appealing document.

The format typically starts with the sender's contact information, including the name, address, phone number, and email address. This is followed by the date on which the letter is written, and then the recipient's contact information, including their name, title, company name, and address.

An appropriate salutation is used to address the recipient, after which the body of the letter is typically divided into paragraphs, with each paragraph conveying a distinct idea or point. It is crucial to maintain a polite and formal tone throughout the letter.

It is common to include a complimentary closing, such as "Sincerely" or "Best regards," followed by the sender's name and title. Lastly, the sender's initials may be included, along with any enclosures or attachments.

The Chicago format ensures that business correspondence is clear, organized, and professional, allowing for effective communication between parties.

More information: The Chicago Manual of Style Online

Final Thoughts

We hope you have found this comprehensive guide useful. Mastering the art of writing this type of letter is an essential skill in both professional and personal contexts. The ability to communicate effectively and appropriately through a formal letter can open doors and facilitate important conversations. By understanding and applying the principles outlined here, you can ensure your formal letters are clear, concise, and convey your message effectively.

Remember, practice makes perfect! - The more you write, the better you'll get. So, keep practicing and refining your skills.

Enjoy a seamless learning experience without interruptions from advertisements.

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Management Notes

Objective of Presentation – 12 Common Objectives Explained in Detail | Business Communication

Objective of presentation.

Table of Contents

A presentation is a fundamental part of human communication, and it is widely used across a variety of fields including education, business, research, and entertainment. A presentation’s primary objective is to provide information, ideas, or concepts to an audience in an engaging, clear, and organized manner.

In this comprehensive article, we examine the multifaceted objectives of presentations and explore how they can be used to inform, educate, persuade, inspire, and solve problems.

We will demonstrate how presentations effectively share knowledge, influence opinions, and facilitate collaboration by providing a detailed analysis.

Some of the common objectives of the presentation are as follows:

Presenters are primarily responsible for providing information about a specific topic, event, project, product, or service to their audience. In order to improve the audience’s understanding of the subject matter, the presenter will provide essential information and relevant details.

Effective information dissemination is essential to the success of any presentation, whether it is a scientific conference, a business proposal, or an educational lecture.

It is important that presenters carefully structure their presentations, ensuring clarity and coherence. Visual aids, such as slides, charts, and graphs, can complement verbal explanations, simplifying complex information.

Moreover, audience interaction, such as Q&A sessions, can reinforce key points and address specific questions, further facilitating effective communication by addressing specific questions.

2. Educate:

Presentations play a vital role in educational settings, as they are often used to teach new concepts, theories, or skills. A well-designed educational presentation can encourage active engagement and improve knowledge retention in classrooms, workshops, or training sessions. It facilitates learning and enhances the audience’s knowledge of a particular subject.

Presenters must adapt their delivery style to accommodate different learning preferences so that their content reflects the audience’s level of understanding and achieves the educational objective. It is easier to solidify concepts and make the learning experience more enjoyable when real-life examples, case studies, and interactive activities are used.

3. Persuade:

A presentation’s objective is to persuade the audience, particularly in business, marketing, or public speaking situations. In order to persuade an audience, the presenter needs to convince them to accept a particular viewpoint, idea, or proposal using logical arguments, emotional appeal, and credibility.

It is important for presenters to understand their audience’s needs, concerns, and motivations when crafting compelling messages. By using storytelling techniques, testimonials, and persuasive language, the audience can be emotionally connected to the ideas presented, making them more receptive.

The presenter’s position can also be reinforced by strong evidence and data-driven arguments.

4. Inspire and Motivate:

A presentation’s objective is usually to motivate or inspire the audience, particularly when leading, giving a public speaking, or building a team. In order to foster a sense of enthusiasm and commitment towards a shared vision or goal, the presenter is expected to inspire and energize the audience.

In order to achieve this goal, presenters must display passion, authenticity, and leadership skills. By sharing personal anecdotes, success stories, and uplifting quotes, presenters can evoke emotions and build a sense of camaraderie among the audience. In addition, presenting a clear vision and a path to achieving it can motivate the audience to act.

5. Report Findings:

Presentations are commonly used to present research findings, project results, financial results, or other critical data in academic and professional settings. Providing structured and visually appealing results facilitates comprehension and discussion by facilitating the presentation of results.

The methodology, findings, and implications of a research or project should be clearly presented in an effective reporting presentation. Charts, graphs, and infographics are excellent visual aids for enhancing data visualization and simplifying complex information. Further exploration and collaboration can also be enhanced by presenting limitations and future directions.

6. Training and Development:

Organizations use presentations to promote learning, skill development, and knowledge transfer, which make them an essential tool for training and development. This presentation aims to provide the audience with the tools and information they need to excel in their job.

An interactive and engaging training session that encourages active participation is crucial to achieving the training objective. Learning and skill application can be reinforced through hands-on exercises, role-playing, and group discussions. Feedback and follow-up resources can ensure continued growth.

7. Entertain:

Entertainment is a primary objective of some presentations, particularly in conferences, seminars, or social gatherings. A presentation’s primary purpose is to entertain the audience and keep them engaged, alleviate boredom, and create an enjoyable experience.

Presenters can use humor, storytelling, and multimedia elements to achieve the entertainment objective. Also, engaging the audience through quizzes, challenges, and audience participation can make the presentation more lively and enjoyable.

8. Problem-Solving:

A presentation can be used to solve problems and identify solutions, especially in business and decision-making contexts. The objective is to engage an audience in finding viable solutions to specific problems.

Before presenting potential solutions, presenters need to clarify the problem and its implications in order to achieve the problem-solving objective. Audiences can be guided through the decision-making process by using a structured approach such as the problem-solving model or SWOT analysis.

By involving the audience in brainstorming or group exercises, valuable insights and innovative solutions can also be gained.

9. Present Updates:

Presentations serve as an opportunity to share information about ongoing projects, company developments, or industry trends in business environments. Their objective is to keep stakeholders informed and engaged.

In order to achieve this objective, presenters must provide accurate and up-to-date information. By proactively addressing potential concerns or challenges, stakeholders can be instilled with confidence and foster transparency. Visual aids like timelines, charts, or trend graphs can help convey progress and future projections.

10. Facilitate Discussion:

A presentation can serve as a basis for group discussion, where the audience actively contributes ideas and perspectives. This promotes dialogue. A presenter must create an inclusive and open environment that encourages audience participation in order to achieve this objective.

It is beneficial to allow for a variety of viewpoints and experiences to be exchanged. Active listening and thoughtful responses from the presenter can enrich the discussion further.

11. Promote Collaboration:

Collaboration: Presentations encourage collaboration between members of a team by sharing ideas, progress, and goals. They encourage people to align efforts for a common goal.

Teamwork and a shared sense of purpose are essential to achieving the collaboration objective. By inviting input and feedback from all team members, the presenter can create a sense of inclusion and ownership. In order for the team’s efforts to be coordinated and productive, clear action plans and follow-up procedures must be established.

12. Showcase Creativity:

A presentation may be used to present innovative ideas, campaigns, or projects in creative fields such as design, art, or marketing. The objective is to impress and engage the audience through creative thinking.

Presenters must think outside the box and use unconventional presentation techniques in order to achieve the creativity objective. The presentation can be memorable and impactful if it incorporates multimedia elements, interactive experiences, or live demonstrations.

In addition, audience members can gain a deeper understanding of the project’s conception by providing context and explaining the creative process.

A well-organized and delivered presentation can accomplish its objectives effectively, leaving a lasting impression on the audience and fulfilling the presenter’s objectives.

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A Guide to the Proper Business Letter Format with Examples

This article covers the following areas –.

Navigating the world of professional correspondence can be daunting. As an SEO writer and digital marketer, I’ve learned the importance of effective communication, especially in the form of a well-crafted business letter. Here, I’ll share insights and practical tips on the proper format for business letters, going beyond the basics to help you make your letters stand out.

A proper business letter format includes a sender’s address, date, recipient’s address, salutation, body, and closing with a signature. It should maintain a formal tone, using clear, concise language, and adhere to standard margins and alignment.

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Continue reading for comprehensive insights into crafting effective business letters, including detailed examples and practical tips to enhance your professional communication skills.

What Is a Business Letter?

A business letter is a formal document used in the professional world to communicate between individuals or organizations. Despite the rise of emails and instant messaging, business letters have maintained their importance. They are especially used for situations where a permanent record or a formal tone is necessary.

Business letters are more than just a means of communication; they represent your professionalism and attention to detail. A well-written letter can open doors to new opportunities, while a poorly formatted one can close them just as quickly.

Here’s how your business letter might look:

Key Elements of a Business Letter

Crafting a business letter requires attention to various elements that together make your communication clear, professional, and effective. Each part of a business letter has a specific function, contributing to the overall impact of your message. Understanding and implementing these elements correctly can greatly enhance the quality of your business communication.

1. Heading and Sender’s Address

The heading of your business letter should include your full name, address, contact number, and email address. This provides the recipient with your contact information and sets a professional tone for the letter. If you are representing a company, it’s standard to use the company’s letterhead, which usually includes this information along with its logo and other contact details.

Here’s a sample of how the heading and sender’s address part of a business letter would typically look:

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions 123 Business Ave, Suite 456 Newtown, NY 12345 Email: [email protected] Phone: (123) 456-7890

Directly below the sender’s address, leave a line space and then write the date. It’s important to use the full date format (e.g., January 26, 2024) to ensure clarity and avoid any confusion. The date on the letter is crucial as it indicates when the communication was sent, which can be important for record-keeping and follow-ups.

January 26, 2024

In this example, the date “January 26, 2024” is written in a full format, providing clear and unambiguous information about when the letter was composed. This standard format is universally understood and helps maintain a formal tone in the correspondence. The date is positioned a line space below the sender’s address, maintaining a clean and organized layout.

3. Recipient’s Address

Here’s an example:

Alex Taylor Senior Purchasing Manager Global Tech Innovations 456 Industry Road Tech City, CA 98765

4. Salutation

Begin the body of your letter with a formal salutation. Address the recipient with “Dear Mr./Ms. [Last Name].” If the recipient’s name and gender are unknown, “Dear Sir/Madam” is a respectful alternative. The salutation sets the tone of respect and formality in the letter.

In this example, the salutation “Dear Mr. Taylor,” is used to formally address the recipient, Alex Taylor. It is a respectful and professional way to begin the letter, ensuring that the tone is appropriate for a business setting. If the gender of the recipient is unknown or if the sender prefers a gender-neutral approach, “Dear Alex Taylor” or a general salutation like “Dear Sir/Madam” can be used.

5. The Body of the Letter

Crafting the body of a business letter is akin to telling a well-structured story. It must have a clear beginning, a detailed middle, and a conclusive end. Each part plays a crucial role in conveying your message effectively and ensuring the recipient understands and responds to your communication as intended. Your message truly takes shape in the body of the letter, and your words must be clear, concise, and purposeful.

Opening Paragraph

For example:

Middle Paragraph(s)

The middle paragraphs are the core of your letter, where you elaborate on the subject introduced in the opening. This is your chance to provide detailed information, explanations, and justifications. It’s important to be as specific as possible while still being concise. The goal is to convey your message clearly and persuasively without overwhelming the reader with unnecessary information.

Closing Paragraph

The closing paragraph of your business letter should summarize the main points and include a call to action or suggest the next steps. It’s your opportunity to wrap up the letter neatly and prompt the recipient to respond or take specific action.

“I am confident that a partnership between our companies would be mutually beneficial. I would welcome the opportunity to discuss this proposal in more detail and explore how we can tailor our services to meet your needs. Please let me know a convenient time for a meeting.”

The body of your business letter is where you make your case, present your argument, or offer your services. It’s essential to maintain a professional tone throughout and ensure your letter is informative and engaging. By following this structure, you can write effective business letters that achieve your communication objectives.

6. Closing and Signature

Remember, a well-structured business letter reflects your professionalism and can significantly impact your business relationships. Ensure that your business letters are not only well-received but also respected for their clarity and professionalism.

Here’s how this part of a business letter would typically look:

In this example:

This format not only concludes the letter respectfully but also reinforces the sender’s identity and professionalism, making it an effective closing for a business letter.

7. Subject Line: Not Mandatory

How to Write the Subject Line of a Business Letter

Including a subject line can also increase the efficiency of communication, as it directly informs the recipient of the letter’s content, reducing the time needed to discern the purpose of the letter. In busy professional settings, where recipients may receive a large volume of mail, a well-defined subject line can ensure that your letter is given appropriate attention.

In summary, while not a strict requirement, the inclusion of a subject line in a business letter is a best practice that can enhance the effectiveness and clarity of your communication.

Formatting a Business Letter

Importance of margins.

1-inch margins on all page sides are standard in business letter formatting. This provides a clean and uncluttered frame for your content, making the letter appear organized and professional. Margins also ensure that your letter looks good even after being printed and possibly filed or scanned.

Alignment for Clarity

Left-aligning your text is a standard practice in business communication. This alignment is easier to read and looks more formal and organized than centered or right-aligned text. It guides the reader’s eye in a natural flow from left to right, ensuring that your message is communicated effectively.

Choosing the Right Font

The role of spacing.

Single spacing of your letter with a blank line between paragraphs enhances readability. It makes the letter easier to scan and allows the reader to identify key points quickly. Consistent spacing also contributes to the overall neat appearance of the letter.

Quality of Paper

When printing your business letter, use high-quality, standard-sized paper (usually 8.5″ x 11″ in the United States). Choosing a slightly heavier paper than regular printer paper can add a touch of professionalism.

Printing Considerations

Email attachments.

If you’re sending your business letter as an email attachment, consider saving it as a PDF to preserve the formatting. This ensures that the recipient sees the letter as intended, regardless of their device or software.

When sending a business letter in the body of an email, maintain the same formatting standards. Use a standard, readable font, and ensure the margins and alignment are clean and professional.

Practical Tips for Effective Business Letters

Regarding business letters, it’s not just about what you say, but also how you say it. The effectiveness of a business letter lies in its clarity, tone, and attention to detail. These practical tips will help ensure that your business letters are not only professional but also impactful and reflective of your intent.

1. Clarity and Conciseness

Clear and concise writing is paramount in business letters. Get straight to the point and avoid beating around the bush. This respect for the recipient’s time is appreciated in the business world.

2. Tone and Formality

While maintaining a formal tone is crucial, letting your personality subtly shine through is equally important. This helps in building a rapport with the recipient. Keep the tone professional, but don’t be afraid to add a personal touch, especially if you have a relationship with the recipient.

Consider the context and your relationship with the recipient when deciding how formal your letter should be. For a new client, a more formal tone is appropriate. However, a slightly more relaxed tone might be suitable if you’re writing to a long-time colleague.

3. Proofreading

Use tools like Grammarly for basic grammar and spelling checks. However, don’t rely solely on automated tools. A manual review is important as it allows you to catch errors that software might miss and ensure that the letter’s tone and flow are appropriate.

4. Cultural Sensitivity

When talking to people from different countries in business, it’s really important to understand their culture. Each culture has its own way of being polite and liking to talk in business. For example, some cultures are very formal, and others are more relaxed. It’s good to do a bit of research to make sure you’re speaking in a way that’s respectful to them. This helps avoid misunderstandings or accidentally offending someone.

5. Follow-Up

Saying what you’ll do next in your letter is a good way to keep things moving. You could say you’ll call them or send another email. Or, you can ask them to contact you. This lets them know what to expect and keeps the conversation going. It’s important, though, not to be too pushy. Let them have time to reply.

This way, you show you’re interested and organized but also that you respect their time. Finding this balance is important for good business communication and keeping good relationships.

Examples of Business Letters

Business letters come in various forms, each serving a unique purpose in professional communication. From job applications to customer inquiries and even formal complaints, how you structure and write these letters can significantly impact their effectiveness. To better understand how to apply the principles of effective business letter writing, let’s explore some examples of different types of business letters.

Example 1: Job Application Letter

Jordan Smith 123 Main Street Anytown, NY 12345 [email protected] (123) 456-7890

Hiring Manager XYZ Corporation 456 Business Rd. Business City, NY 67890

In my previous role at ABC Agency, I successfully managed several digital marketing campaigns that resulted in a 30% increase in website traffic and a significant boost in social media engagement. My experience in SEO and content marketing aligns well with the requirements of your position. I am particularly drawn to this opportunity at XYZ Corporation because of your commitment to innovation and excellence in the marketing field.

Jordan Smith

Example 2: Customer Inquiry Response Letter

Jane Doe 123 Park Avenue Anytown, CA 98765

Thank you for contacting ABC Company regarding your recent purchase of the XYZ product. We understand your concern about the issue you’ve experienced and are here to assist you.

After reviewing your situation, we would like to offer a replacement for the product, as it seems there was a defect in the unit you received. We value your satisfaction and strive to ensure all our customers have a positive experience with our products. We will ship the replacement to the address provided and expect it to arrive within 5-7 business days.

Customer Service Team ABC Company

Example 3: Formal Complaint Letter

Alex Johnson 456 Elm Street Complaintown, ST 12345 [email protected] (321) 654-9870

Manager XYZ Store 123 Retail Road Shopping City, ST 67890

On visiting the store to address the issue, I was met with dismissive and rude behavior from one of your sales associates, which is unacceptable and not the standard I expect from XYZ Store. I am requesting a full refund for the defective appliance and an official apology for the poor service I received.

I have been a loyal customer of XYZ Store for several years, and this experience has significantly impacted my view of your business. I hope that this matter will be resolved promptly and that steps will be taken to improve customer service in the future.

Alex Johnson

Example 4: Networking Letter

Jamie Lee Director of Marketing Innovative Solutions Inc. 1234 Market St. Tech Valley, MA 02129

I recently came across your insightful article on digital marketing trends in the “Marketing Weekly” journal. Your perspective on leveraging AI in marketing strategies particularly resonated with me, as I have been exploring similar avenues in my recent projects.

As a marketing consultant with a focus on digital innovation, I am always looking to connect with forward-thinking professionals in our field. I believe that a conversation between us could be mutually beneficial, as we share similar interests and expertise.

Thank you for considering my request, and I hope to hear from you soon.

Warm regards,

Example 5: Letter of Inquiry

October 10, 2024

I am writing to you as the Project Manager of EcoTech Innovations, a company dedicated to sustainable technological solutions. We have been closely following the groundbreaking research SolarTech Enterprises has published in the field of solar energy efficiency.

I look forward to the possibility of working together for a greener future. Thank you for considering this inquiry, and I hope to hear from you soon.

Example 6: Letter of Recommendation

Dr. Elizabeth Johnson Professor of Computer Science University of Techville 123 University Lane Techville, TX 75001 [email protected] (214) 555-0321

I am writing to highly recommend Mark Thompson for the position of Software Engineer at your esteemed company. As a Professor of Computer Science at the University of Techville, I have had the pleasure of teaching and mentoring Mark for the past four years.

During his time at the university, Mark has consistently demonstrated exceptional skills in programming and problem-solving. He has been a key contributor to several successful projects, including an award-winning software development project in our annual tech fair.

Please feel free to contact me if you need further information or insights into Mark’s abilities and contributions. I am more than happy to provide additional details.

Final Thoughts

Mastering the art of the business letter is an essential skill in the professional world. Following these guidelines and tips ensures that your letters effectively communicate your message while presenting a professional image. Remember, a well-written business letter can significantly impact your professional journey.

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Top 10 Business Letter Templates with Samples and Examples

Hanisha Kapoor

When a heartbroken Claire Smith wrote letters to Shakespeare’s tragic heroine Juliet about his long-lost lover in the movie ‘Letters to Juliet’, the moving letters helped him reunite with his love. For centuries, letters have been used to express love and concern for those we hold dear. Business letters are the perfect medium to create the desired impact on the reader, and stir positive, mountain-moving emotions. This personal touch that makes the reader feel special and touches a chord with his/her unique sensibilities is one of the reasons companies still use business letters as their prime form of communication.

If you wish to find that perfect cover letter to introduce your proposal, here’s our comprehensive collection of cover letter PowerPoint Templates .

A world-renowned example of a business letter as a powerful tool for communication is the annual letter that investment guru and business magnate, Warren Buffet, writes to shareholders in his company, Berkshire Hathaway. The 91-year-old business legend has been sending/publishing the letter for six decades now; the last was sent in February this year. Buffet’s piece of communication (publicly available now) is a fabulous example of a business letter resonating with genuine concern for his shareholders, and radiating awe-inspiring honesty. Buffet is among the world’s richest and can afford any technology in the world, yet he has found it fit to convey his thoughts through the evergreen medium of a business letter.

On more mundane terms, business letters are usually written to suppliers, debtors, creditors, customers, clients, or any other party concerned to convey information, conclude transactions, enquire about prices or features, place an order, etc. Business letters are so popular as these have specific formats designed to convey your message with clarity; in fact, clear communication is the key goal of a business letter in the first place. Misunderstanding cannot creep in at any cost.

Business Letters to Communicate the Message on the Record

It is vital that business owners write effective, impactful letters to create the right persona for their company, reflecting their values and professionalism. Information contained in business letters is recorded and preserved for the ages. Mistakes in the letter can damage your reputation and stay on record, in perpetuity.

Writing a persuasive business letter is not exactly rocket science, but it can be tricky. Looking for a cost-effective way to communicate with your clients? Grab this exclusive blog replete with business newsletters PPT Templates to showcase your newly added products, deals, services, etc.

SlideTeam offers a repository of ready-made business letter templates to ease your workload. Deploy these customizable and content-ready PowerPoint Slides to post (email in the modern world) well-formatted business letters that convey the desired message with flair and conviction; at the cost of repetition, please remember there is no scope for misunderstanding, or someone loses his/her job.

Use these actionable business letters to create the right impression on readers and compel them to write back.

Browse our collection of well-crafted business letters PPT Slides and download these to meet your requirement.

Let’s dig in!

Template 1: Writing a Business Letter Steps PPT Template

This predesigned PowerPoint Template will help you craft a professional business letter. This slide showcases the format that needs to be followed for writing a neat and crisp company letter. Follow the instructions on the slide and give your business letter a proper outline. Deploy this easy-to-use PowerPoint Diagram to pen down a compelling business letter. Download now!

Grab this template

Template 2: Cover Letter for Business Proposal PowerPoint Slide

Use this ready-made PowerPoint Template and kick-start your presentation with an amazing cover letter. Walk your client through your business proposal and engage them in your presentation using this cover letter PPT Slide. Help them understand your company and processes. Grab this PPT graphic and persuade your clients to get onboard with you. Download now!

Download this template

Template 3: Cover Letter for Business Presentation PPT Diagram

Want to leave the first right impression on your audience? Incorporate this PowerPoint Template and give your presentation a fantastic start. Use this ready-made PPT slide to exhibit the purpose of your organization, its functions, processes, past work, and more. Give a brief overview of your experience in the field using this content-ready presentation template. Get yourself a deal and create a phenomenal impact on your business with the use of cover letter in this striking PPT layout.

Download this slide

Template 4: Cover Letter for Business Plan Services PowerPoint Layout

Here is another predesigned PowerPoint Template to attract your audience to your services. Deploy this PPT slide and write a convincing cover letter to start your presentation. This content-ready PowerPoint diagram is well-formatted and written as pro. You can personalize it by adding your company’s name and services. Incorporate this ready-to-use presentation template and craft a compelling business proposal to get hold of your clients. Download now!

Template 5: Cover Letter for Business Transformation Proposal PowerPoint Slide

Are you facing a hard time crafting a professional business letter? Grab this ready-to-use PowerPoint Template and outline a professional and engaging cover letter for your clients and stakeholders. Use this actionable PowerPoint Diagram to follow the proper format and add correct salutations in the business letter. Deploy this predesigned PPT slide and personalize it by adding your content to it to meet your business requirement. Grab this presentation template now!

Template 6: Cover Letter for Business Services Proposal PPT Diagram

This is a well-structured PowerPoint Slide to help you craft a business letter. This PPT Layout is special for its visual-appeal and easy recall. Use this PowerPoint layout to present your services, processes, team, etc., to the client. Incorporate this actionable PowerPoint Diagram and showcase how you are unique with this engaging cover letter. Download now!

Template 7: Business Letter PowerPoint Template

Incorporate this beautifully designed business letter PPT template in portrait orientation. Use this PowerPoint Diagram to structure your cover letter to introduce yourself and your company. This PPT slide comes with ready-made content to ease your workload. Personalize the template by adding your name, contact details, and company logo and communicate in a stress-free manner with your clients. Download now!

Template 8: One-page Business Letter PPT Slide

Wish to craft a compelling business letter for your client? Look no further! Deploy this actionable PowerPoint Slide and write a business letter that makes an impact on your audience. This well-structured PPT Template will walk your stakeholders and clients through your job profile, company history, services, products, etc. Outline your cover letter and customize it with your brand logo and name using this PowerPoint Design. Download now!

Grab this slide

Template 9: Company Letter PowerPoint Diagram

Here is another well-designed PowerPoint template to help you draft a fantastic introductory business letter to onboard new clients. Use this actionable PPT slide as a base to format and structure your business letter. Deploy this PowerPoint diagram and showcase your work experience, skills, business processes, and more to present your proposal. Outline a comprehensive company letter with this ready-made PPT graphic. Download now!

Template 10: Business Advisory Cover Letter PowerPoint Template

The business advisory cover letter PPT Slide is a top-notch choice to help you craft a business letter that takes care of pain-points of the business owner (your client) in terms of conveying the value he/she offers to clients. Incorporate this content-ready PPT Slide and use it to outline your cover letter that meets all requirements. Customize and personalize the template by showcasing your company name and logo. Craft an engaging business letter and impress your stakeholders by highlighting your services and business in a professional and concise manner. Download now!

Establishing a business relationship with clients, stakeholders, and customers requires a robust operational plan, workforce, services, and a well-crafted business letter to seal the deal. Ensure your products, proposal, and processes are communicated to your clients with well-written, tastefully-designed business letters. Incorporate SlideTeam’s ready-made business letter PPT Templates to exchange confidential or any other information with ease. You can download these customizable presentation templates from our monthly, semi-annual, annual, annual + custom design subscriptions here .

PS : Looking for company letterhead ideas? Read this exclusive guide featuring beautifully designed PPT templates for professional communication.

FAQs on Business Letters

What are the three major hallmarks of an excellent business letter.

1 . APPROPRIATE LENGTH A business letter needs to be long enough to cover all that the the sender needs to say, and match what the receiver needs to know. Before putting pen to paper, or the finger on the keyboard, DECIDE the information you need to put in the business letter. Too much will make it long, in which case it will not be read fully; too little information will render it useless and not convey, fully, what you wanted to say.

2. SIMPLE LANGUAGE AND STYLE Business letters can sometimes lull the writer into assuming a pompous tone, peppered with old-style English as the writer is a little shy of stating the mistake of a customer, a vendor or a supplier. This, in fact, makes things difficult for the all stakeholders as no one is sure of the what the communication means. AVOID VAGUE LANGUAGE AT ALL COST. For instance, ‘Winning A Deal’ can mean many things. Translate into concrete, simple language by saying: We will now be supplying to XXX corporation, which will give us higher margins.

3. PLANNING Plan before you write, with the critical question of what the purpose of the letter is at the back of you mind. Note everything you want to say in the business letter and ensure you have all relevant points. Finally, just these sets of information in the right order. The result: A memorable business letter, and more business orders! Believe us, this happens.

What are types of business letters?

Composing business letters is vital for organizations. Whether you want to introduce yourself to a client or encourage someone to read a report, a well-structured and formatted business letter can help engage your audience. You must construct and write a professional business letter to make the right impression on your clients. Business letters are categorized into types, some of which are listed below:

Cover letters

Thank You letters

Adjustment letters

Acknowledgement letters

Bad News letters

Congratulatory letters

What is the purpose of a business letter?

Every company needs to create and maintain relationships with its clients, stakeholders, and customers. Exchanging information, placing orders, executing processes, etc., requires written communication. Business letters help execute transactions in the written form. According to accomplished experts and business writers Ricks and Gow, the top use of business letters is to ‘inform, instruct, request, enquire, order, advice, correct, and to question’.

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Field 48 (‘Period for presentation in days’) in Letter of Credit (L/C)

F48 is an optional field in MT700 swift message of Documentary letter of credit.

From the F44C(Latest Date of Shipment) , the countdown will start. Normally the period is up to the LC expiry date mentioned in F31D(Date and Place of Expiry).

The date can be mentioned 7,10,14,21 any days as agreed between buyer and seller but not later than the LC expiry date.

Within this presentation period, the beneficiary submits negotiable documents mentioned in 46A(Documents Required)   to the presenting bank as per instruction in F41D or F41A(Available With..By…)

Do you have any thoughts about this? let me know in the comments.

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Sharing our latest culture memo.

Sergio Ezama

Chief Talent Officer

In August 2009, Reed Hastings, our co-founder, published a 125-page powerpoint presentation on Netflix’s culture. Its refreshingly direct tone immediately struck a chord — and the focus on values and performance over rules and controls have enabled us to adapt and grow ever since.  

Over the last 15 years, we’ve revised it four times in the quest for excellence, and today, we’re publishing the latest iteration for anyone to read. It’s been 12 months in the making, with every employee given the chance to weigh in (we call this “farming for dissent”). In total, we received over 1,500 comments, many of which are reflected in this update.  

A few key things to highlight: First , the memo had gotten a bit long, so we’ve shortened it by focusing on what’s most important, and what differentiates Netflix. Second , we reintroduced some concepts from the original deck that had been watered down (e.g. the emphasis on responsibility, and the focus on good and bad process versus no process at all). Third , we’ve structured it around the core principles that we think best represent Netflix today — an entertainment company of 13k+ people that operates all around the world: 

The Dream Team : We aim only to have the highest performers at Netflix, modeling ourselves on a professional sports team, not a family.

People over Process : Our goal is to inspire and empower more than manage because employees have more impact when they’re free to make decisions about their own work. 

Uncomfortably Exciting : Netflix works best if you thrive on change because success in entertainment requires us to think differently, experiment and adapt (often quickly). 

Great and Always Better : We often say we suck today by comparison to where we want to be in the future. So we focus on constant improvement, and the resilience needed to get there. 

As head of talent, I’m often asked, why do we place so much emphasis on the culture memo? We believe that our culture is key to our success and so we want to ensure that anyone applying for a job here knows what motivates Netflix — and all employees are working from a shared understanding of what we value most. The other question I’m often asked — does Netflix seriously not have an expenses or vacation policy? The answer: we don’t. 

You might think that this kind of freedom leads to chaos. While we’ve had our fair share of failures — and a few people have taken advantage of our culture — our emphasis on individual autonomy has created a very successful business. This is because in our industry, the biggest threats are a lack of creativity and innovation. And we’ve found that giving people the freedom to use their judgment is the best way to succeed long term.

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Letter of Credit: On the basis of the documents alone

UCP 600 article 2 states that a “Complying Presentation means a presentation that is in accordance with the terms and conditions of the credit, the applicable provisions of these rules and international standard banking practice.”

By Domenico Del Sorbo

Last modified Wednesday April 24, 2024

Complying presentation definitions

UCP 600 article 2 states that a “Complying Presentation means a presentation that is in accordance with the terms and conditions of the credit, the applicable provisions of these rules and international standard banking practice.” 

The beneficiary to an LC must, therefore, in order to obtain the expected benefits from the bank, prepare the documents required by the LC, observing in terms of hierarchy: the LC conditions, the provisions of the UCP 600, and the international banking practice, partially codified in the ISBP 745 publication.

Criteria for examining LC documents

What are the criteria to use when examining LC documents? 

We can identify the answer to this question by reading UCP 600 article 14, “Standard for examining documents”. 

In particular, sub-article (a) reads as follows, “A nominated bank acting on its nomination, a confirming bank, if any, and the issuing bank must examine a presentation to determine, on the basis of the documents alone, whether or not the documents appear on their face to constitute a complying presentation.” 

It should be noted that to better understand this article it is advisable to read it together with UCP 600 articles 4 (Credits v. Contracts), 5 (Documents v. Goods, services or services) and 34 (Disclaimer on the effectiveness of documents) UCP 600.

On the basis of the documents alone

It can therefore be said that the evaluation of documents “on the basis of the documents alone” is a general principle of documentary credit operations. Banks are obliged to examine them to the extent that the “prima facie” are in accordance with the terms of the LC, the UCP 600 and the international standard banking practice. 

In this regard, the “four-corner rule” is mentioned, which alludes to the fact of having to strictly limit the evaluation of data that can only be extracted from the four corners of a document. 

Therefore, the banks involved in examining the documents are not obliged to make assessments beyond the literal aspect of the documents presented. Banks are not obliged to determine questions of fact or of law in relation to the data contained therein. 

Moreover, the examination of the documents must be conducted with “professional care” to assess their conformity according to the requirements of the UCP 600.

Examining the LC as it appears

Furthermore, the banks examining the documents must determine whether the presentation “appears on its face” conforms. 

“On its face” is not intended to distinguish the first page of a document from its back. Rather, each piece of informative data detected on a document must be compared in its literal aspect with that requested by the LC or the UCP 600 and not in its substantive meaning to which banks are extraneous. 

In fact, the control of the bank does not invest the merit of the declarations contained in the documents, nor does it affect the validity or legitimacy of the same.

In light of the above, appropriate to inform operators of the importance of defining, in the LC itself, the characteristics (in terms of issuer, content, indications to be reported, etc.), of a document to be requested or to be presented in an LC.

Even if requested with the indication “issued by an independent inspection company”, the request for a pre-shipment inspection certification may not be sufficient for the performance of the service by the beneficiary of an LC if there is no indication of which control result is acceptable.

The banks, in the absence of this clarification, could also accept an inspection document bearing a sentence with a negative tenor, since they are not required to assess the meaning of the certifications. 

According to article 14 of the UCP 600, banks are in fact obliged to exclusively evaluate that the content of the document presented “appears – on the basis of the documents alone” and “on its face” – “to fulfil the function of the document in conflict with the data stated in the credit or in other required documents.”

About the Author(s)

Domenico Del Sorbo

Dr. Domenico Del Sorbo, is an expert in trade and export finance tools and, in particular, international payments with a specialised focus on risk-mitigation tools (letters of credit, standby letter of credit and demand guarantees).

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How to write a cover letter to go with your curriculum vitae and apply for a job   in Usa ? :

Looking for a job in the United States might become a torture for any immigrant if he or she does not know how to do it, because it is not only about competing against each other, but it also implies fighting against the economic crisis that has hit the unemployment rates in the United States of America. The first affected by this crisis are the professional immigrants, because even the Program of Financial Rescue for companies has established as a condition for its inclusion, not to hire immigrants with the H – 1 B visa.

But in this competition having a pile of knowledge with updates and specializations, or having a great working experience, is not enough if you do not know how to present yourself before a company.

When we talk about not knowing how to do it, we mean that we do not know that before reading our curriculum, what the responsible staff of the human resources offices read is the presentation or cover letter, and that is through it that they decide whether to read or not the curriculum.

A well written presentation letter means telling the employer, in a few words, who we are and why we are interested in working with him or her; on the other hand, a cover letter poorly written will not show the employer anything interesting about us or about our expectations, despite we might be the perfect fit for all the requirements of the job position’s profile.

For an adequate redaction of the presentation or cover letter, it is necessary that we perform a series of previous actions, such as: • Get acquainted of the company which is offering the vacant spot and find out who we are supposed to address the letter to. • Identify the characteristics of the vacant spot. • Evaluate if our knowledge, skills and experience, fit the vacant position. • Do a brainstorm about the motives that are pushing us towards applying for the job.

After this previous evaluation, we must have pretty clear what is pushing as to apply to the mentioned position and which will be our contribution towards the development of the company.

You cannot do only one model of presentation letter for different positions and / or companies, because they are rapidly intercepted and eliminated by the human resources departments, because they consider that the person is not showing any sign of interest towards the company he or she is applying to work at.

A presentation or cover letter, must, at least, content the following information:

• Personal information: name and last name, postal address, phone and e – mail address. • Company information: name and charge of the person that we are addressing ourselves to, name and address of the company. • Greetings: Dear Mr. (Miss, Madame, etc.) • The body of the presentation letter must not exceed the four paragraphs limit: o Point out to what position we are applying for. o Indicate the reasons for which we are applying; among them, we must highlight why we are applying precisely to that company. o Mention which qualifications we have to apply to that position. o Indicate the most important aspects of our working and formation experience, which must be related to the working position. o Highlight what you are offering to the company, in a brief and concise way. o Refer to the fact that you are enclosing your curriculum. o Apply for a job interview, pointing out you telephone number and / or contact e – mail address. o Thank the company for reading your presentation or cover letter and considering your petition, say good bye. o Signature.

The presentation or cover letter, must be presented in an impeccable appearance, in both orthographic and type and letter, including the type of paper used. It would be better if you do not write more than a page or sheet of paper.

Summing up, the presentation or cover letter is the presentation that you make from yourself before the company who is offering the job position, and if it is well written, in both contents and aesthetics, it might open the doors of the working market pretty fast.

Cover letter free sample   1 :

Dear Human resources Director :   Please consider this presentation letter as an expression of my interest in exploring and identifying career opportunities with your organization. My résumé is enclosed for your review and consideration.   As an Industrial Engineer with more than Twenty years’ experience in high-volume, world-class manufacturing environments in the Dubai,Australia,England and USA with a diverse mix of products and technologies I bring valuable hands-on operations management experience in diverse areas that has provided me with the ability to work in Operations, Engineering, Quality and Purchasing as a few examples of the areas in which I have gained knowledge and experience. Each of the areas in which I have worked has focused on elevating the company to achieve a world wide level. Targets that we have successfully achieved have been through design strategy and imaginative leadership. This leads to new ideas and encourages the process for more educated decisions.   Throughout my career I have provided proactive leadership to improve the company performance, to make it grow and make it more profitable. This is necessary in order to succeed in this world of creative economies. More hands-on work is needed in order to achieve this goal.   I’m confident that with my experience and skills I will be able to contribute significantly to your business. I would appreciate an opportunity to meet with you to discuss your needs and my potential to contribute as a team member. In the interim, thank you for your attention, consideration and forthcoming response.  

Sincerely, 

Jonny Sinclair   Cellular (123) 4567891  Jonny [email protected]

Cover letter free sample   2:

Dear Sirs, Human Resources.: Good morning !   I have the pleasure to address you. In order to participate in the selection of professionals in their prestigious project of recruitment.   As for my training, I have the Petroleum expertise, Industrial project development, also expertise in computer tools. I think proactive and leadership.   Enclosed are my curriculum vitae. A personal interview is the appropriate framework which can deepen my professional profile issues that are of interest.     Without further ado, I take this opportunity to greet cordially .

Peter Radsmon  Petroleum engineer Cellular (123) 4567891  [email protected]  

Cover letter free sample   3:

Dear Human resources Director :

As a Petroleum Engineer,for a long time I have been waiting for a chance to apply for a job in a leading institution within Petroleum field,like yours, that contributes in the creation of value to its area.  In that sense, I have great interest in becoming a member of your working team and I took this opportunity to enclose my resume for your review and consideration for current or future opening I could be eligible.

You will notice that I have ten years experience in international Petroleum companies. If you need any additional information, please do not hesitate in contacting me at 123456789 (home), 5888574521 (Mobile) or by email [email protected]. I will be glad to meet and hear from you soon.

Best regards,

James Tylor Petroleum Engineer

Cover letter free sample   4:

Dear Human resources Director : I am sending to you my resume, to be considered for vacant positions on areas such as Marketing, Sales, Customer Service, Human resources and/or Administration.

I have over 10 years of work experience and my relevant qualifications include leadership on my activities, work focusing on objectives.

As I have lived in different countries,each of them with their particular mix of cultures,  I consider myself capable of interacting and developing on multicultural environment.

I hope that you find my resume suitable for a vacant position.  Best regards,   Mary Smith Cellular (123) 4567891  Mary [email protected]

Cover letter free sample   5:

I am replying to your advertisement offering a position as a computer/network engineer. As a recent graduate from Australia University with significance experience on both networks and computers I believe that my backgroung education is appropiate for the position. I also have made several courses as CISCO and LINUX to support my undergraduate education. This position seems ideal for my education, skills and, most important, career interests and I am very enthused on hearing back from you. 

My main interest lies in networking and programming as a whole, I have knowledge on databases, programming, network management and hardware. My mathematical knowledge is impressive and I am also very familiar with AUTOCAD, Microsoft Office and NetBeans. 

My matching qualifications are as follows:  • Bachelor of Computer Science • CISCO CCNA 1 and 2 certificates • Advanced TCP/IP Network Theory and Design • Experience in Network Design and Management, Databases Management and JAVA Programming. • Strong Technical knowledge in network architecture and databases structures • Strong technical skills with in depth knowledge of data networking and networking protocols • Strong Technical knowledge in JAVA and BASIC programming • Advanced mathematical skills 

I am confident that through these skills I can make a great contribution to your company. I would be very interested in discussing this opportunity with you further. Thank you for your valuable time and consideration. 

Tim Robinson Systems engineer Cellular (123) 4567891  Tim [email protected]

Cover letter free sample   6: Dear Sirs, Human Resources.: Good morning! I am very interested on working on your great company and continue  my professional development. I have attached my resume and picture. Please let me know if you need copies of letters of recommendation, university certificate and GPA proof, or any other paperwork.   

 Besides the information included in the curriculum, I am currently about to finish a certification in Business Analyst (a certificate registered by the International Institute of Business Analysis), aligned with the Business Analysis Body of Knowledge (BABOK)   For any further information, you can reach me at the number in the resume or the one included on this e-mail. Thank you,

Tony Mc. Clain MBA Cellular (123) 4567891  Tony Mc. [email protected]

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Westjet flight cancellations climb to 832 as standoff with mechanics continues into third day, tait: terry fox is the definition of what it means to be canadian.

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Disclaimer: The following journalistic journey is not a shameless plug. I swear, even if this does run on Sunday. But, on the other hand, if you, by chance, would like information on my …

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Tait: terry fox is the definition of what it means to be canadian back to video.

Oops. Sorry. Got carried away.

Near the end of my speaking presentation to school students, I share the iconic image of Terry Fox, running down a Canadian highway, on one leg, a wince of pain in his steadfast driven eyes, and pounding steps on the unforgiving stoic pavement, advancing — one step after the other, to his unselfish goal of helping so many.

I point to the enlarged photograph magnified on the screen off to my right shoulder and say: “If that doesn’t define Canada, and how we get things done for one another, I don’t know what does.”

Fox’s story of determination which drew hundreds of thousands of admirers needs to be celebrated with national pride on Monday, Canada Day.

For those of us bestowed with a Canadian birth certificate, we must carry out Fox’s precious legacy to not only help, but inspire.

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We need, more than ever, to first tell our kids and grandkids about what Fox did for others.

The Terry Fox Foundation has generated $850 million to fight cancer and support programs for people with cancer.

Then, we have to teach them how they can make their own impact — their own blueprint — on their community.

A suggestion is to ask our youth what their passion is, and then encourage them to get creative and craft an initiative.

In a most timely question, a dear friend sent me a video message. In it — but by no means the subject of the greeting — he said he doesn’t understand why bad things happen to good people.

It is, indeed, a profound question which is answerless.

Yet, perhaps we can consider when something does happen to someone, perhaps that person can use their situation.

Not everyone can do that — and that’s absolutely acceptable, understandable and … well, perfectly OK.

There are brotherhoods and sisterhoods all over the world. And within those groups special interest groups — we really need to give the “minority groups” term they heave ho — there are those who lead by example. And, those who don’t: that’s the way maple syrup bottles squirts.

By coming together and supporting one in other, we are, certainly, bringing Canadians together who need help the most.

I truly hope our new citizens who become Canadians Monday will learn about the wonderful role models we have in our county.

And the opportunity of them becoming just like them.

The popular voice would be to write this piece raising national issues the folks on Parliament Hill discuss, or don’t discuss.

Yet, perhaps communities supporting each other in caring, creative ways can engage our elected officials.

It can be done. One step at a time.

Just like Terry Fox.

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