Presentation handout

What is a presentation handout for?

A presentation handout does not need to reprint every sentence on the slides. It is a resource that helps the audience follow the main points and refer back to them later if needed. First, decide how it will be used: during the presentation, as a reference afterward, or for both purposes. For a handout used during the presentation, easy-to-find headings and concise content may be preferable. If it will be used as a reference afterward, consider adding the definitions and sources needed to understand the topic.

This guide is about a handout distributed to the audience, not note cards for the speaker. To develop the presentation’s main idea and opening, you can also read how to prepare a persuasive presentation and how to create an attention-grabbing presentation opening.

Before you start preparing

Clarify how familiar the audience is with the topic, where the handout will be used, and any page or distribution requirements. If you do not know these requirements, confirm them with the organizer or institution; do not assume a particular page count or file format. Briefly explaining terms may be helpful for people encountering the topic for the first time.

Next, write the presentation’s main message in one sentence. Check how each section relates to that message, and select the handout content accordingly. The University of Mary Washington’s presentation guidelines note that it is not possible to convey every detail of research in a talk, and that audience handouts and visual aids should be concise and readable so they do not distract people from listening during the presentation (Presentation Guidelines).

Select and organize the content

First, list the presentation’s main sections in the order you will cover them. For each section, choose the key point you want the audience to remember. If the topic calls for it, add a brief example, a term that needs explaining, or a question to prompt reflection. Rather than repeating every slide bullet in the handout, include the information that will help the audience follow the flow.

Divide the handout into sections with clear headings. It could start with the topic and a sentence about its purpose, continue with the presentation’s main points, and end with the key takeaway. If you need to cite sources, clearly identify the source behind the relevant information and check it before using it. If you include a visual, give it a title or brief description that makes clear what it shows; also tell the audience what role it plays in the presentation. The guidelines recommend clearly telling the audience when to look at a visual aid.

Choose a format based on how the handout will be used

Clarify in advance whether the handout will be printed, shared on screen, or presented in another format. If this is not yet clear, ask the relevant person or institution. If you are preparing printed material, read a test copy; if you are sharing it on screen, open the file and check how the text and visuals appear. These are practical steps for checking whether the content in your draft remains clear in its intended format; they do not require a particular application or technical feature.

Use short paragraphs and meaningful white space. If the audience will need to take notes, consider leaving room for that. If color, symbols, or abbreviations convey information, explain what they mean. If a visual or extra information does not contribute to the topic, do not include it just to fill the page. The DO-IT resource at the University of Washington notes that the presentation materials it offers can be adapted for different audience groups and program lengths; this is an example of why you should review a ready-made structure for your own context rather than use it as is (Presentations).

Hypothetical example: a presentation on meeting productivity

The topic and details below are hypothetical and are provided only as an example. Presentation title: “Leaving the Meeting with a Decision.” Audience: team members who lead meetings. Purpose: to ensure that the responsible person and next step are clear at the end of the meeting.

The handout could be organized as follows:

• Main message: Aim to close each agenda item with a decision, an owner, or a follow-up action.
• 1. Before the meeting: Share the purpose and agenda items. Question: “What decision do we need by the end of this meeting?”
• 2. During the meeting: Move off-topic items to a separate follow-up list; briefly record the decision made.
• 3. Closing: Write down the person responsible for each task and the next step to take.
• Usable template: “Decision / Owner / Next step”.
• Reminder: This example is a method suggested by the person preparing the presentation; it should not be presented as a universal rule that applies to every team.

Rather than repeating every sentence on the slides, this draft highlights the presentation’s sequence and a simple template that can be used afterward. For your own topic, check that the examples in the handout accurately reflect the content you present.

Test the draft and fix any issues

Read the handout as if you were an audience member encountering the topic for the first time. Can you understand the main message from the headings? Is the relevant section easy to find during the presentation? Is the text so dense that it might lead the audience to read the handout from beginning to end instead of following the talk? When you move to a visual or a section of the handout, tell the audience where to look; for example, you could say, “Now let’s move to the second section of the handout.”

Fix issues one at a time: if the flow is confusing, reorder the sections; if the page is crowded, remove repetition and details that do not contribute to the main message; if a term is unclear, explain it; if a source is missing, verify the information and add the citation. Finally, review the handout again in the format in which it will be distributed.

Final checklist

• Is the purpose of the handout and its target audience clear?
• Do the headings follow the order of the presentation?
• Does each section contribute to the main message?
• Is the text concise, clear, and easy to scan?
• Have the examples, terms, and sources been checked?
• Are the visuals and note-taking spaces genuinely useful?
• Has the handout been reviewed in its intended format?

Frequently asked questions

How many pages should a presentation handout be?

There is not enough information here to specify a single page count. Decide on the page count based on the scope of the presentation, its purpose, and any requirements set by the institution. Prepare the essential content first, then remove unnecessary repetition and confirm the distribution requirements.

Can I distribute the slides as a presentation handout?

Whether you can use the slides depends on the content of your presentation and the audience’s needs. If the slides do not explain the flow on their own, define the terms, or include information needed for later reference, consider adding the necessary explanations. The goal is not to reproduce the slides, but to help the audience follow the presentation and revisit the key points.