Let me tell you, writing for a teleprompter isn’t just about putting words on a screen. It’s an art, really. It’s about making someone sound amazing, like they’re just talking to you, even when they’re reading. If you get it wrong, it can make a great speaker sound stiff, robotic, like they’re just getting through it. But get it right, and it’s like magic – the speaker connects, they’re engaging, and their message just shines through.
A lot of the time, writers make a big mistake. They treat a teleprompter script like a press release or something you’d write. They forget that someone has to speak these words. That’s why you end up with those robotic, disconnected deliveries. To truly master this, you have to shift your thinking. It’s not just about the words; it’s about how those words will sound, how they’ll flow, and how they’ll help the speaker connect with their audience. I’m going to walk you through exactly how to do that, turning your scripts into powerful communication tools.
Understanding What the Teleprompter Really Needs
Before you even think about typing, you need to understand something fundamental about teleprompters. Unlike reading a book or an article, where you can pause, re-read, and think, a teleprompter demands a continuous flow. The speaker’s eyes are glued to that scrolling text. Their brain is doing a million things at once: reading, comprehending, and then translating those words into natural speech. That’s a huge cognitive load, so your writing needs to make it easier, not harder, for them.
The Pace Paradox: Read Fast, Speak Slow
This is probably the most essential thing to get. People read way faster than they speak. A paragraph that takes you a second to glance at could take the speaker a whole minute or more to say naturally. So, your writing has to prioritize how it will sound when spoken, not just how it looks on paper.
Let me give you an example:
- Bad Teleprompter Writing: “The complex interplay of macroeconomic factors, encompassing fluctuating interest rates, global supply chain disruptions, and evolving consumer sentiment, necessitates a comprehensive and multi-faceted approach to address the current economic downturn.” (Whew, try saying that out loud without tripping!)
- Good Teleprompter Writing: “Our economy faces a challenge. Interest rates are moving. Supply chains are disrupted. Consumer confidence is shifting. We need a broad solution, one that tackles all these issues together.” (Much better, right? Easy to say, easy to understand.)
See how the good example simplifies things? Shorter sentences, breaking down complex ideas. You want the speaker to sound smart and clear, not like they’re reading from a textbook.
Eye Contact: Creating the Illusion of Talking to You
The whole point of a teleprompter is so the speaker can look at the audience while delivering pre-planned words. Your writing directly impacts how good that eye contact is. If your sentences are too long and twisty, the speaker’s eyes have to track across a lot more text. That means less time looking at the camera or the audience.
Think about it like this:
If a sentence is short and impactful, the speaker can say it, then briefly look away from the prompter – maybe at the audience, or use a hand gesture – before coming back to the text. But if the sentence drags on for multiple lines, their gaze stays stuck on the screen. That looks detached and less engaging.
You want a rhythm that allows for natural eye breaks. Imagine it as a series of short sprints, not a marathon.
The Conversational Imperative: Make It Sound Like a Chat
Here’s the biggest trap: making it sound “written.” If you listen to how people naturally talk, it’s rarely perfect grammar, super formal words, or long, complicated sentences. Your goal is to copy that natural way of speaking, even if the topic is serious or technical.
For instance:
- Bad Teleprompter Writing: “Further to our previous discussions, it would be appropriate to underscore the critical importance of stakeholder engagement in optimizing project outcomes.” (Who speaks like that?)
- Good Teleprompter Writing: “Building on what we discussed, it’s really important to get everyone involved so our project succeeds.” (Much more relaxed, right?)
The good example uses contractions (“it’s”), simpler verbs (“get involved” instead of “optimize”), and it just sounds more like something I’d say to you.
Getting Started: How to Prepare Before You Write
Before you even open a blank document, there are crucial steps to take. These will set you up for success.
Understand Your Speaker and Your Audience
Every speaker has their own way of talking, their rhythm, their personality. You have to capture that. And every audience is different – different expectations, different levels of knowledge, different things that will resonate with them. If you ignore either of these, your delivery will fall flat.
Here’s what I do:
- Listen to the Speaker: If you can, find recordings of them speaking, or even just holding a conversation. Pay attention to:
- How fast do they talk? Are they quick, or do they take their time?
- What kind of words do they use? Are they casual or more formal?
- How do their sentences sound? Are they short and punchy, or do they like longer, descriptive ones?
- What’s their general vibe? Authoritative, friendly, funny, analytical?
- Do they have any phrases they say a lot? (You don’t want to add filler, but understanding their natural tendencies helps you make the text sound like them.)
- Define Your Audience:
- Who are they exactly? (Are they experts, regular folks, investors, students?)
- What do they already know? (Don’t over-explain, but don’t assume too much either.)
- What do they need to know? (What are the key takeaways?)
- How do you want them to feel? (Inspired, informed, confident, challenged?)
- What do you want them to do after this? (Is there a call to action?)
Example:
If you’re writing for a CEO talking to employees about quarterly results, the tone will be direct and confident. But if you’re writing for a politician at a town hall, it needs to be relatable, accessible, and community-focused. The language, the examples, the emotional appeals – everything will change.
Figure Out the Core Message and Key Points
Clarity is absolutely essential. Before you write a single word, you need to boil down the entire presentation to its core. What’s the one most important thing the speaker needs to get across? What are the two or three main supporting points?
My advice:
Write a single sentence, like an “elevator pitch,” that sums up the whole presentation. Then, list the 3-5 crucial messages you must have the audience remember. This becomes your guiding star, influencing every word and every structural choice you make.
Example:
- Elevator Pitch: “Our new product solves a critical industry pain point, offers unparalleled efficiency, and is now available to revolutionize your workflow.”
- Key Points:
- What’s the problem people are facing right now?
- How does our product directly solve that problem and bring benefits?
- What do we want you to do next (call to action) and how can you get it?
This simple setup keeps you from rambling and ensures every single sentence serves a clear purpose.
The Writing Process: Making Your Script Sound Like a Conversation
Now, let’s get into the nitty-gritty of writing for the teleprompter. This is where fluency, being concise, and rhythm all come together.
Short Sentences, Short Paragraphs
I cannot stress this enough. Long sentences are your enemy when it comes to teleprompter delivery. They make the speaker rush, they sound breathless, monotone, and you lose all emphasis.
My strategy:
- Keep sentences short: Aim for about 10-15 words on average. If a sentence is over 20 words, break it up.
- One idea per sentence: Don’t try to cram too many concepts into one sentence.
- Use frequent paragraph breaks: Even for short bits of text. Every time there’s a paragraph break, it gives the speaker a visual cue to take a momentary pause, helping them keep their pace.
Here’s an example:
- Before: “The technological advancements we have implemented, which represent a significant investment in our infrastructure, will undoubtedly enhance our operational efficiency and provide a more robust platform for future expansion, thereby positively impacting our profitability and market position.” (That’s a mouthful!)
- After: “We’ve made big technological investments. They’re already improving our operations. This robust platform prepares us for future growth. It directly boosts our profitability and market position.” (See the difference? Each short sentence is easy to deliver naturally.)
Use Active Voice and Strong Verbs
Passive voice makes things sound wordy and weak. Active voice? It’s direct, concise, and feels immediate. Strong verbs do a lot of work efficiently, so you don’t need a bunch of extra words.
Example:
- Passive: “The decision was made by the committee.”
- Active: “The committee made the decision.” (Clearer, punchier)
-
Weak Verb: “We are going to give consideration to the option.”
- Strong Verb: “We will consider the option.” (Much more direct)
Use Contractions (Smartly)
Contractions are a sign of natural speech. If your script doesn’t have them, it immediately sounds formal and written. So, use them where they fit to make it feel more relaxed and conversational.
Like this:
- “We will not compromise on quality.” vs. “We won’t compromise on quality.”
- “It is imperative that we proceed.” vs. “It’s important that we proceed.”
A quick note: While I generally recommend them, think about the speaker’s personality and how formal the event is. A very formal address might use fewer contractions. Trust your gut based on how you first analyzed the speaker.
Talk Directly to the Audience: Use “You” and “We”
Make the audience feel like you’re talking to them, not just at them. Use “you” to make it personal, and “we” to create a sense of shared purpose or experience.
For example:
- Impersonal: “The company’s new policy will enhance user experience.”
- Engaging: “Our new policy will enhance your experience.” (Makes it about them!)
-
Detached: “The team worked hard to achieve this.”
- Inclusive: “We worked hard to achieve this.” (Includes the speaker and the audience, fostering connection.)
Repetition for Emphasis, Not to Be Redundant
In written form, repetition is usually a no-no. But when you’re speaking, especially if you’re trying to persuade someone, using strategic repetition can be extremely powerful for emphasis and to help people remember.
Like this:
“We understand the challenges you face. We truly understand the challenges you face. And we’re here to help you overcome those challenges.”
This isn’t pointless repetition; it reinforces the message through a natural, rhythmic build-up.
Punctuation for Pauses and How It Sounds, Not Just Grammar Rules
For teleprompters, punctuation does double duty: it’s grammatically correct, but it also tells the speaker how to deliver the line.
- Commas (,): A short pause, a natural breath.
- Periods (.): A full stop, a more significant pause.
- Dashes (–): Introduce a new thought, an explanation, or a sudden shift. Can also signal a dramatic pause.
- Ellipses (…): Suggest something trails off, a moment of thought, or something implied. Use sparingly.
- Question Marks (?): Vital for getting the speaker to use the right vocal tone when asking a question.
- Exclamation Marks (!): Show strong emphasis or excitement. Use very rarely; too many make the script sound like it’s yelling.
My advice:
Read your script out loud. Anywhere you naturally pause or change your vocal tone, think about adding a specific punctuation mark to guide the speaker to do the same.
Example:
“We have a plan. A solid plan. One that will work.”
(The periods create natural, rhythmic pauses for emphasis.)
“Looking ahead – and this is critical – we must innovate.”
(The dashes highlight that important interjection.)
Avoid Jargon and Acronyms (Unless You Explain Them)
Unless your audience is only experts in a specific field, technical jargon and internal acronyms will just confuse them. Simplify complex terms, or at least explain them briefly the first time you use them.
Example:
- Bad: “Our Q3 EBITDA performance was substantially impacted by CapEx and OpEx constraints.”
- Better: “Our third-quarter performance was impacted by unexpected capital and operating expenses.” (Or, if talking to a financial audience: “Our third-quarter EBITDA – that’s earnings before interest, taxes, depreciation, and amortization – was impacted by capital and operating expenses.”)
The key is to match your language to what your audience will understand.
Structuring for Easy Reading and Speaker Support
How the text looks on the teleprompter screen makes a huge difference in how smoothly the speaker can deliver it.
Use a Big, Clear Font and Plenty of Space
While the teleprompter operator usually handles the display settings, it helps to write your script with how it will look in mind. Use a standard, easy-to-read font (like Arial or Helvetica) and a good font size in your document (at least 12-14pt). Make sure there’s plenty of space between lines and paragraphs. This makes the text less intimidating and easier to follow.
Keep Lines Visually Short
Even if your sentences are short, a really long line of text across the screen can be overwhelming. Teleprompter software usually handles this by wrapping text. However, writing shorter lines in your own document can sometimes help the operator set up the display for maximum comfort, especially on smaller prompter screens.
Use Capitalization for Emphasis (Very Carefully)
Instead of just using exclamation marks, you can use CAPITALIZATION for very specific words or short phrases that really need strong vocal emphasis. Use this extremely sparingly, only for those words you absolutely intend the speaker to punch.
Example:
“This is not just a good idea. This is a GAME CHANGER.”
If you overuse it, it loses its impact and makes the whole script look like it’s yelling.
Add Stage Directions (Sparingly and Clearly)
For complex presentations or for speakers who are new to the prompter, well-placed stage directions can be super helpful. These aren’t for the audience; they’re purely for the speaker’s benefit.
Examples:
- (PAUSE)
- (SMILING)
- (DIRECT TO CAMERA)
- (GESTURE TO SCREEN)
- (SLIGHTLY FASTER PACE)
How to format them: Always put stage directions in parentheses, use ALL CAPS, or use a different font color/italicize them. That way, they’re clearly separate from the spoken text, and the speaker won’t accidentally read them aloud.
A word of caution: More experienced speakers might find a lot of stage directions distracting. Talk to the speaker beforehand to see if they prefer these cues. Often, less is more.
Numbered or Bulleted Lists for Complex Information
When you have a series of points to make, using a numbered or bulleted list makes the information much easier for the speaker to deliver and clearer for the audience to grasp. Avoid just stringing things together in a long sentence.
Example:
- Bad: “Our strategy includes enhancing customer service through dedicated support channels, streamlining our internal processes by implementing new software, and expanding our market reach with targeted advertising campaigns.”
- Good:
- First, we’ll enhance customer service.
- Second, we’ll streamline our internal processes.
- And finally, we’ll expand our market reach.
The good example gives clear points for pauses and changes in vocal tone for each item.
The Refining Loop: Editing and Rehearsal
Writing the script is just one part of the battle. The real magic happens when you refine it.
Read Aloud, Again and Again
This is the most important editing step you can take. Read your script out loud, and try to read it at the pace the speaker will deliver it. Don’t just skim. Try to sound like the speaker.
What to listen for:
- Breath points: Do you find natural places to breathe? If you’re running out of breath in the middle of a sentence, it’s too long or too complicated.
- Awkward phrasing: Are there any words that are hard to say together, or phrases that just don’t feel natural?
- Monotony: Does the script have enough variety in sentence structure and rhythm to prevent a flat, boring delivery?
- Clarity: Is the message super clear when spoken?
- Flow: Does one idea move smoothly into the next?
My tip:
Record yourself reading the script. Then listen back. Does it sound like a natural conversation? Does it convey the emotion and message you intended? Even better, have a colleague read it aloud. A fresh pair of ears can catch things you totally miss.
Time the Script (Accurately)
Most teleprompter software lets you adjust the speed, but your script still needs to be fundamentally the right length. As a general rule, aim for about 120-150 words per minute for a regular conversational pace. For more dramatic or technical speeches, it might be slower (100-120 WPM). For really fast news delivery, it could be higher (160-180 WPM).
Actionable Strategy:
Use your “read aloud” step to time your script. If you read at your natural speaking pace, it’ll give you a really good estimate. Then, adjust your word count based on your target time. If you have too many words, cut them ruthlessly. If you have too few, expand on important points or add some supporting stories.
Work With the Speaker (If You Can)
The best-case scenario is working closely with the speaker. They’re the ultimate judges of what feels natural to them.
My advice:
- Initial Review: Share a draft and ask for their first thoughts.
- Read-Through Session: Sit down with them and have them read the script aloud. Notice where they stumble, where they naturally pause, or where they want to rephrase something. Make changes right then and there.
- Integrate Feedback: Be open to what they say. Their experience performing is so valuable.
Example:
The speaker might say, “This sentence feels a bit clunky for me,” or “I’d never say ‘utilize,’ I’d just say ‘use’.” These comments are gold! Make sure to put their natural phrasing into the script.
Be Ready for Anything: Flexibility is Key
Even with a perfectly written script, things can go wrong. The speaker might ad-lib, there could be a tech glitch, or the audience might react in an unexpected way. Your writing should be able to handle a bit of chaos.
My strategy:
- Modular Segments: Write the script in sections that can stand alone. This makes it easy to cut or rearrange on the fly if time runs short.
- Clear Transitions: Make sure the transitions between topics are super clear for both the speaker and the audience. This helps if a section needs to be skipped.
- “Graceful Exit” Lines: Have a few general closing lines or summary statements ready in case the presentation needs to end sooner than planned.
The Invisible Art
Mastering teleprompter writing is truly an invisible art. The goal isn’t for the audience to even notice there’s a script. It’s for them to feel like the speaker is having a genuine, spontaneous, heartfelt conversation directly with them. It takes a lot of discipline, an empathetic understanding of both the speaker and the audience, and a relentless drive for clarity and being concise.
By really understanding what spoken delivery needs, putting conversational flow first, and carefully refining every single word for impact and rhythm, you can turn a simple machine into a powerful way to share a message. The teleprompter, when used by a skilled writer, isn’t a crutch. It becomes a blank canvas for amazing communication. Your words, that once were just text, will jump off the screen and sound like they were thought of in that exact moment, creating a strong connection between the speaker and the audience. And that, my friends, is the mark of truly mastering the teleprompter.