How to make a presentation script

Before you start writing

When preparing a presentation script, first clarify the presentation’s purpose, your audience, and the time available. Then turn each slide’s main idea into speaking notes that explain it. These suggestions offer a practical working method; if the presentation has guidelines or the organizer has given instructions, follow those.

Before you begin, answer these questions:

• Audience: How familiar are they with the topic? Are there terms you need to explain?
• Purpose: What do you want your audience to understand, learn, or do by the end of the presentation?
• Time: How much time has been set aside for the presentation? Is Q&A included?
• Main message: What is the key idea you want your audience to remember?
• Evidence: Do you know the sources of the examples, figures, and claims you plan to use?

If the time or audience profile is unclear, note your assumption; do not present it as a confirmed fact. It can help to structure the talk as an opening, an explanatory section, and a conclusion rather than simply listing topics one after another. IE University’s guide also recommends introducing the question or problem, explaining the findings, and ending with the main takeaway (guide to presentation structure).

Establish the main message and flow

First, write your presentation’s main message in one sentence. Then identify two or three main sections that support it. Check how each section contributes to the central idea; consider removing details that do not contribute. This brings forward the line of thought your audience needs to follow, rather than adding every detail from your research to the presentation.

Briefly explain the topic and why you are addressing it in the introduction. In the middle section, present your reasons, examples, or findings in a logical order. In the conclusion, restate the main message and, if appropriate, say what you would like the audience to do next. Short transitions between sections, such as “Now let’s look at a possible solution to this problem,” can make the flow easier to follow.

Write speaking notes for each slide

Try using four short headings for each slide: main idea, explanation, example or evidence, and transition. Not every slide needs notes of the same length. A slide explaining a finding may need more speaking notes; a section-title slide may need only a brief transition.

Write your notes in sentences you can say naturally. Break up long sentences, and explain abbreviations or technical terms the first time they appear. Rather than reading a slide heading word for word and moving on, explain what the information means and how it relates to the presentation’s main idea. If you use a chart, explain what it compares. Do not use a figure if its source, scope, or date is unclear.

Let your slides support your talk, not replace it. IE University’s guide recommends focusing on key points and explanatory visuals, rather than filling slides with long passages and reading them aloud, and concentrating on one main idea per slide (guide to slides and speaker notes).

Example: a school waste-sorting presentation

This example is entirely hypothetical. A student is offering classmates suggestions for improving waste-sorting habits at school. It is assumed that the presentation will last five minutes and that the audience has a basic understanding of the topic. The scenario below does not describe research conducted at a real school or a verified result.

• Slide 1 – Question and purpose: “Throwing a drink can into the right bin may seem like a small action. But can we make the right choice easier for everyone at school? Today, I’ll share three suggestions for doing that.”
• Slide 2 – Understanding the situation: “First, let’s think about how we could assess the current situation. For example, we could observe where the bins are and whether their labels are easy to understand. If you add a real observation to this slide, specify when it was made and which areas were covered.” If there is no real observation, do not describe it as though a count was conducted.
• Slide 3 – Suggestions: “First, we could assess the location and visibility of the bins. Second, we could check whether the information on each bin is easy to understand. Finally, after putting the suggestions into practice, we could observe the situation again.” These are suggestions for this example, not a claim that their effectiveness has been measured or established.
• Slide 4 – Conclusion and call to action: “The core suggestion is to consider changes that make the right choice easier. Let’s start by choosing one area and reviewing the bin labels; then we can share what we observe.”

Each slide in the example serves a different purpose: it introduces the question, explains how information could be gathered, lists suggestions, and identifies a next step. In your own presentation, adapt the examples and claims to your topic; do not use the hypothetical scenario as real data.

Rehearse the script and review the timing

Read your draft aloud and time it against the time set aside for the presentation. During rehearsal, mark any places where you stumble, repeat yourself, or find the wording too long. If you exceed the time, try removing details and repetitions that do not serve the main message rather than speaking faster. If you pause awkwardly at transitions, add a short connecting sentence.

IE University’s guide recommends rehearsing the presentation aloud several times in advance, pausing between ideas, and avoiding rushing. GCU’s public speaking tips also recommend rehearsing repeatedly and, when needed, getting feedback and revising the draft (GCU public speaking tips). These are general suggestions; how much rehearsal you need depends on your presentation and circumstances.

If you are presenting online, review your speaking flow and transitions in relation to the presentation setup you will use. For this, see the guide to writing a script and transitions for a Zoom presentation. If you plan to invite questions or contributions from the audience, think ahead about the time available and how you will return to your talk. For more ideas, read the article on creating an engaging and interactive presentation. These links do not provide technical instructions about a particular presentation platform’s features or required settings.

Fix common problems

The script repeats the slides: Instead of reading the slide wording exactly, explain what it means and how it relates to the main message. Keeping slides to brief points can leave room for the speaker’s explanation.

The script sounds memorized: Shorten the sentences and make them more conversational. You can write the first draft in full sentences; after rehearsing, try reducing it to keywords or brief reminder notes. IE University’s guide also recommends using speaker notes to recall the main ideas rather than turning them into a complete script.

There isn’t enough time: Remove repeated explanations and details that contribute little to the main message. Mark the sections that run long during rehearsal; you can use the guide to planning a full presentation run-through.

You are unsure about a source or figure: Verify the source, date, or scope. If you cannot verify it, remove the claim or state the uncertainty clearly; do not present a hypothetical example as a real finding.

Final checklist

• Does the introduction clearly state the presentation’s topic and purpose?
• Does each slide have a clear main idea?
• Do the speaking notes explain the slide rather than repeat it?
• Is it clear which examples, figures, and claims are sourced and which are hypothetical?
• Are there clear transitions between sections?
• Have you rehearsed the script aloud and checked it against the time available?
• Does the final section state the main message or the expected next step?

Frequently asked questions

Should I write the script word for word?

Writing the first draft in full sentences can help you organize your ideas. However, you do not have to read the script from beginning to end during the presentation. After rehearsing, try using brief notes with the main ideas and reminders. IE University’s guide also recommends using short prompts or bullet points to guide the talk rather than sticking to a complete script.

How do I know whether my script is the right length?

There is no single word count that works for every presentation. Read the script aloud at your natural speaking pace, and allow time for transitions and any audience contributions you have planned. If you exceed the time, remove less important content and rehearse again rather than speaking faster.