You’ve been tapped to deliver a presentation. Whether you’re thrilled or terrified, there’s one thing that will make your life infinitely easier—speaker notes.
Here is how to write speaker notes:
Write speaker notes by creating an outline, choosing a format like cue cards or digital notes, and adding brief, actionable prompts to guide your presentation. Focus on key details, add personality, and practice to ensure smooth delivery.
In this guide, we’ll walk you through everything you need to know.
What Are Speaker Notes?
Speaker notes are the quiet backbone of any great presentation.
They’re the notes you prepare to guide yourself through your talk, tucked out of sight but essential for delivering a polished performance. They help you stay on topic, remember important details, and keep your timing on track—all while looking natural and confident to your audience.
Think of speaker notes as your personal GPS for public speaking.
They keep you from veering off course while ensuring you hit all the landmarks (important points) along the way.
Types of Speaker Notes
Here are the most common types to help you choose the right style for your presentation.
- Cue-Based Notes: These are brief memory triggers, perfect for speakers who are comfortable ad-libbing but want a safety net. They often include key phrases or reminders like:
- “Share the story about my first job—tie to perseverance.”
- “Emphasize importance of listening (use stats from Slide 5).”
- Scripted Notes: For speakers who prefer precision, scripted notes include word-for-word what you plan to say. These are ideal for high-stakes presentations where accuracy is critical, like quoting data or legal statements. Example:
- “The World Health Organization reports that 75% of adults experience public speaking anxiety at some point in their lives.”
- Hybrid Notes: The best of both worlds, hybrid notes combine cue-based prompts with key sections of scripting. They’re ideal for speakers who like flexibility but want detailed help in certain areas.
- Visual Notes: If you’re a visual thinker, consider adding sketches, flowcharts, or diagrams. This format is especially useful for presentations heavy on technical or creative content.
How to Write Effective Speaker Notes
Crafting great speaker notes takes planning and intention. Each step of this process will help you create notes that are both useful and easy to follow.
Step 1: Know Your Audience
Before you write a single word, consider who you’ll be speaking to.
Understanding your audience allows you to tailor your message to their interests and expectations.
For example, if you’re speaking to high school students, focus on relatable stories and practical tips that they can apply to their daily lives. If you are addressing industry experts, they will appreciate more technical depth and data-driven insights.
Before you write a single word, consider who you’ll be speaking to. Understanding your audience allows you to tailor your message to their interests and expectations.
Ask yourself these questions:
- Who are they? Are they colleagues, industry experts, or complete newcomers to the topic?
- What do they care about? Are they looking for actionable advice, inspiration, or entertainment?
- How much detail do they need? Avoid overwhelming them with jargon or underwhelming them with oversimplified points.
For example, if you’re speaking to high school students about career development, focus on relatable stories and clear, practical advice. If your audience consists of industry experts, dive deeper into technical details and provide data-driven insights.
Step 2: Outline Your Presentation
A solid outline is the foundation for great speaker notes. It helps you structure your talk in a way that’s logical and easy to follow.
Here’s a tried-and-true outline:
- Opening: Start with a bang—use a story, quote, or shocking statistic to grab attention.
- Main Points: Break your talk into 3–5 sections, each focused on a single idea.
- Closing: End with a memorable takeaway, whether it’s a call to action, a motivational statement, or a powerful question.
When you’ve nailed your outline, your notes will naturally flow from it. Each section becomes a container for the key points you’ll include in your speaker notes.
Step 3: Decide on the Format
How do you want to use your notes during the presentation? Your format should fit both your speaking style and the logistics of your event.
- Cue Cards: Perfect for quick-reference bullet points.
- Digital Notes: Great for tablet or laptop users. Make sure your tech won’t fail you!
- PowerPoint Speaker View: Seamlessly integrates notes into your slides (we’ll cover this below).
- Printouts: A classic backup option that won’t crash or run out of battery.
Choose a format that feels natural and reliable for you.
Step 4: Write the Notes
Here’s the heart of the process—crafting notes that are concise, helpful, and perfectly tailored to your talk.
Keep It Brief
Your notes should act as quick prompts, not a full manuscript. Use bullet points, keywords, and short phrases.
Bad Example:
- “Today, I’ll discuss how staying adaptable is essential for growth, as illustrated by my career pivot into teaching after working in finance for a decade.”
Better Example:
- “Career pivot: finance to teaching—growth = adaptability.”
Include Actionable Prompts
Notes should remind you what to do, not just what to say.
Examples:
- “Point to Slide 3 when mentioning survey results.”
- “Pause for 2 seconds after asking rhetorical question.”
Add Personality
Let your authentic voice shine through in your notes. If you’re naturally funny or dramatic, lean into it!
Example:
- “Share the ‘I locked myself out of the car at my first job’ story—pause for laughter.”
Prioritize Key Details
Your notes should focus on the most important points to ensure you stay on track. Include names, stats, or quotes only where they’re essential.
Example:
- “‘Only 3% of people write their goals down’ (Slide 7).”
Step 5: Test and Revise
Practice delivering your presentation using your notes. This will help you identify areas where they need to be clarified or shortened.
- Are your notes easy to glance at while speaking?
- Do they flow naturally with your slides or visuals?
- Do they guide you through transitions effectively?
Revise your notes until they feel like a natural extension of your presentation style.
50 Good Speaker Notes Examples
To make it easier for you to find the type of example you need, we’ve grouped these into thematic categories:
Introductions
- “Introduce self: highlight Toastmasters + 10 years of speaking experience.”
- “Use the ‘forgot my pants for a meeting’ anecdote—set up humor.”
- “Ask audience: ‘Who here hates public speaking?’—raise hand.”
- “Smile when transitioning—‘Now let’s dive into solutions.’”
- “Open with surprising stat: ‘75% of people fear public speaking more than death.’”
- “Share why this topic matters to me—personal connection.”
- “Thank the host and the audience—set a positive tone.”
- “Introduce the topic with a question: ‘Have you ever struggled with confidence?’”
- “Set expectations: ‘In the next 20 minutes, you’ll learn X, Y, Z.’”
- “Tell a relatable story—hook the audience with shared experience.”
Key Points
- “Explain Slide 2: Revenue grew by 20%—connect to strategy.”
- “Define key term: ROI = Return on Investment (Slide 4).”
- “Mention survey results: 65% prefer visual aids (Slide 5).”
- “Point to chart: ‘Notice the spike in Q3 sales.’”
- “Share customer story—highlight Jane’s feedback.”
- “Ask rhetorical question: ‘What’s holding us back?’”
- “Emphasize urgency: ‘This matters now more than ever.’”
- “Recap key points: adaptability, teamwork, persistence.”
- “Introduce new concept: ‘Let’s talk about scalability.’”
- “Clarify complex point with analogy—make it accessible.”
- “Quote expert—add authority to the point.”
- “Link back to the problem statement—reinforce relevance.”
- “Use visual aid on Slide 10—make the abstract concrete.”
- “Share unexpected data point to keep attention.”
- “Explain concept through a personal experience—make it relatable.”
Closings
- “Pause after: ‘What if I told you this was all avoidable?’”
- “End with Maya Angelou quote: ‘People will never forget how you made them feel.’”
- “Smile, thank the audience, and invite questions.”
- “End with strong CTA: Visit our website for more resources.”
- “Summarize 3 key points—ensure the audience remembers.”
- “Leave them with a question to ponder—‘What will you do differently tomorrow?’”
- “Acknowledge audience participation—‘Your insights today were invaluable.’”
- “Close with a short, inspiring story—reinforce main theme.”
- “Use a memorable quote that ties into the theme of your talk.”
- “Thank specific people or groups who made the event possible.”
- “Invite further engagement—‘Follow me on LinkedIn for more insights.’”
Engagement and Transitions
- “Pause for 3 seconds after joke on Slide 8.”
- “Use hand gesture to emphasize 3 main takeaways.”
- “Acknowledge panelists by name: Jane, Alex, Raj.”
- “Remind audience of key takeaway: growth requires risk.”
- “Look around the room—make eye contact with different sections.”
- “Ask for a show of hands—encourage participation.”
- “Smile before introducing the next speaker—create a warm handoff.”
- “Nod to signal agreement—build connection with the audience.”
- “Ask a direct question to maintain engagement—‘What are your thoughts on this?’”
- “Reference a previous comment—show active listening.”
- “Use transition phrase: ‘Now that we understand the problem, let’s explore solutions.’”
- “Take a step forward to signal a shift in focus—non-verbal cue.”
- “Refer to Slide 6: ‘Here’s where we need to concentrate our efforts.’”
- “Pause and smile after highlighting an achievement—give it weight.”
How to Write Speaker Notes with PowerPoint
PowerPoint is a versatile tool that can make adding speaker notes a breeze, allowing you to stay on track and deliver a polished presentation.
Here’s how to make the most of it:
Step 1: Open Your Presentation
Begin by launching PowerPoint and loading the presentation you’ll be using. This will allow you to add notes specific to each slide to ensure your points are well-aligned with your visual content.
Step 2: Add Notes to Each Slide
- Look for the “Notes” section located directly below the slide preview area.
- Click into this section and type in your notes. Remember to keep these notes brief and related to the slide’s content so that they’re easy to reference at a glance.
Example: For a slide titled “Future Trends in Marketing,” you might write:
- “Discuss TikTok ad growth—mention 2023 data from Nielsen report.”
Adding these concise notes will ensure you remember the key points without overwhelming yourself with too much detail.
Step 3: Enable Presenter View
Presenter View is an essential feature for effectively using your speaker notes while presenting:
- Go to the “Slide Show” tab at the top of the PowerPoint window.
- Check the box that says “Use Presenter View.” This feature allows you to see your notes on your screen while your audience only views your slides.
Presenter View gives you the benefit of having all your talking points right in front of you, reducing the chance of forgetting key information.
Step 4: Practice with Your Notes
Rehearse using your speaker notes in Presenter View.
Practicing is crucial to ensure your notes are easy to reference and flow well with your slides:
- Run through your entire presentation and glance at your notes to confirm they’re easy to read.
- Adjust the font size or wording if you find yourself struggling to read them at a glance.
For an even more seamless experience, consider practicing with a timer to help manage your pacing.
For a detailed video walkthrough of adding speaker notes in PowerPoint, check out this tutorial by Nuts & Bolts Speed Training on YouTube. It’s a great resource for mastering the effective use of PowerPoint speaker notes.
PowerPoint is a speaker’s best friend, especially when it comes to integrating your notes. Using its speaker notes feature keeps everything streamlined and professional.
Watch this video so that you can see these steps in action:
Common Mistakes When Writing Speaker Notes
Even seasoned speakers make mistakes. Avoid these common pitfalls:
- Writing a Full Script: Reading word-for-word kills your connection with the audience. Use notes as prompts, not a crutch.
- Too Many Notes: Overloading your notes will make them hard to follow, reducing clarity and making it difficult to stay spontaneous.
- Forgetting Transitions: Include cues for smooth transitions between sections.
- Neglecting Practice: Even great notes can’t save a poorly rehearsed presentation.
- Overuse of Technical Jargon: Using too much industry-specific language can confuse your audience. Keep it simple unless you are sure your audience understands.
- Not Adapting to Audience Feedback: Ignoring audience cues like body language or lack of engagement can make your presentation feel robotic. Adjust on the fly if needed.
- Poorly Timed Pauses: Forgetting to add pauses or adding them in the wrong places can throw off your flow and confuse the audience.
- No Visual Cues: Neglecting to include reminders for hand gestures, eye contact, or other non-verbal cues can make your delivery less engaging.
- Failing to Test Technology: If you’re using digital notes, not testing your equipment beforehand can lead to technical failures during your presentation.
- Lack of Backup Plan: Relying solely on one format, like digital notes, without a printed backup can be risky if your device fails.
Final Thoughts: How to Write Speaker Notes
Speaker notes are your secret weapon for delivering a confident, compelling presentation.
They guide your flow, sharpen your message, and ensure you stay cool under pressure. By following the steps in this guide, you’ll be ready to craft speaker notes that make every presentation a success.