Developing Skills in the Preparation of Leaflet and Folder - Practical Guide
Introduction to Print Materials in Agricultural Extension
In agricultural extension communication, printed educational materials such as flyers, leaflets, pamphlets, folders, and booklets serve as vital instruments for transferring knowledge from research institutions to the farming community. These media act as tangible communication tools designed to create awareness, provide guidance, and motivate farmers to adopt improved practices. Developing skills in the preparation of these materials is therefore an essential competency for extension professionals.
Theoretical Background
Printed materials in extension are grounded in the Communication Process Model, where the printed document serves as a channel linking the sender (extension worker or institution) and the receiver (farmer or learner). According to Diffusion of Innovations Theory (Rogers, 2003), the transfer of new ideas requires appropriate communication channels suited to the literacy level, culture, and information needs of the target audience. Leaflets and folders belong to the category of educational aids—specifically visual and print aids—that help reinforce verbal communication and improve knowledge retention.
Within extension methodology, these materials support individual and group contact methods, supplementing meetings, demonstrations, and campaigns. Well-prepared print media ensure message uniformity, clarity, and permanence of information even beyond personal contact with the extension worker.
Etymology and Conceptual Origins
The terminology associated with printed extension materials developed from historical publishing traditions:
- Flyer — from the verb to fly, denoting a sheet designed for quick distribution or public display.
- Leaflet — from leaf, symbolizing a single sheet of paper folded to resemble book leaves.
- Pamphlet — from the 14th-century French word pamphilet, originally referring to a short persuasive treatise.
- Folder — derived from fold, signifying a multi-panel document that unfolds to present information in sequence.
- Booklet — a diminutive form of book, referring to a small bound compilation of pages offering detailed content.
Conceptual Hierarchy in Extension Communication
In agricultural communication, these materials can be arranged in a conceptual hierarchy according to their information depth, durability, and educational purpose:
| Level | Type | Typical Characteristics | Educational Purpose |
|---|---|---|---|
| 1️⃣ | Flyer | Single sheet, one-sided; eye-catching and brief. | Announce events or deliver quick promotional messages. |
| 2️⃣ | Leaflet | Single sheet folded once or twice; concise and focused. | Create awareness and provide simple technical guidance. |
| 3️⃣ | Pamphlet | 1–8 pages; slightly narrative and persuasive in tone. | Educate or influence behavior on a focused topic. |
| 4️⃣ | Folder | Multi-fold paper or series of panels; organized subtopics. | Provide detailed awareness or campaign support materials. |
| 5️⃣ | Booklet | Bound or stapled; 8–48 pages with illustrations. | Serve as comprehensive training or reference manuals. |
Thus, leaflets and folders occupy the middle level—bridging simple awareness tools such as flyers and more comprehensive publications like booklets. Their preparation requires balancing brevity with clarity and ensuring visual appeal for effective communication.
Relevance in Modern Extension
Despite digital advancements, print materials remain crucial in rural communication due to their accessibility, tangibility, and adaptability. They are particularly effective where internet reach or digital literacy is limited. Properly designed print materials provide standardized, credible, and culturally relevant messages that can be read, displayed, and shared within farm communities.
- Permanent Reference: Can be retained and revisited as needed.
- Cost-Effective: Economical to produce and distribute widely.
- Wide Reach: Easily disseminated through extension networks.
- Visual Learning: Integrates text with images and diagrams for clarity.
- Localized Messaging: Can be tailored to region, crop, or enterprise.
- Complementary Tool: Enhances demonstrations and trainings.
Research Evidence Supporting Print Communication
- Dual Coding Theory: Combining visuals and text enhances recall by 40–65 percent.
- Readability Studies: Content at 6th–8th grade level ensures highest comprehension.
- Visual Hierarchy: Well-structured layout improves information retrieval by 30–50 percent.
- Cultural Relevance: Local imagery increases trust and acceptance of messages.
The following section provides a practical comparison between leaflets and folders—focusing on their design, structure, and application in field situations to help students develop practical skills in their preparation.
Practical Distinctions Between Leaflet and Folder
In agricultural extension communication, both leaflets and folders are essential printed extension aids designed to convey concise, visually engaging, and actionable information to farmers. While their educational goals often overlap, they differ significantly in format, depth, and mode of presentation.
1. Leaflet
A leaflet is a single, unfolded printed sheet that delivers brief and focused information on one topic or message. It is usually printed on one or both sides and designed for quick reading and easy distribution during field visits, demonstrations, or campaigns. The layout emphasizes brevity, key visuals, and essential recommendations.
- Structure: Single sheet, no folds.
- Content Depth: Brief, highlighting essential facts or recommendations.
- Objective: To create immediate awareness and motivate quick action.
- Ideal Use: Field campaigns, awareness drives, and distribution through KVKs and extension offices.
2. Folder
A folder is a folded printed sheet containing more detailed information than a leaflet. The folding allows for logical segmentation of content (such as introduction, methods, and recommendations), enabling better organization of textual and visual material. Folders are more durable and often used where farmers are expected to study the material at home or refer to it later.
- Structure: One or more folds (bi-fold or tri-fold), creating multiple panels.
- Content Depth: Moderate to detailed, often with illustrations and data tables.
- Objective: To educate, guide, and support decision-making.
- Ideal Use: Training sessions, demonstrations, or follow-up extension programs.
3. Comparative Summary
| Feature | Leaflet | Folder |
|---|---|---|
| Format | Single, unfolded sheet | Folded sheet (bi-fold or tri-fold) |
| Content | Brief, message-focused | Detailed, topic-focused |
| Design Approach | Simple layout with limited visuals | Structured panels with visuals, tables, or charts |
| Purpose | To create quick awareness | To educate and guide in detail |
| Distribution | Mass campaigns and field visits | Formal trainings and demonstrations |
| Durability | Short-term use | Medium-term reference material |
Thus, while both leaflets and folders are indispensable in disseminating agricultural information, their selection depends upon the communication objective, audience literacy level, and contextual need. A well-designed leaflet attracts attention and initiates curiosity, whereas a thoughtfully prepared folder deepens understanding and supports behavioral change among the target audience.
Exercise 1: Practice in Writing for Leaflet
Objective
To provide skill in writing and preparation of leaflet.
Procedure for Preparation of Leaflets
A. Plan The Script
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Select Your Topic
Decide on your message and select topic related to the urgent needs of the farmers.
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Focus on Single Practice
Have one single practice or idea at a time.
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List All Points
Write down all appropriate points. Then decide the essential points from this list.
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Identify Desirable Points
Finally arrive at the desirable points that may or may not go into the leaflet.
B. Write The Script
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Select Central Theme
Select the most important one from the essential points. This forms the central theme.
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Organize Points Logically
List the remaining essential points in a logical order and group the desirable points under the appropriate essential points.
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Write in Sequence
Write your script, with all the essential points in sequence, the desirable points supporting the essential ones.
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Catch Reader's Interest
Make the most important points catch the reader's interest.
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Use Simple Language
Write in simple and short sentences. Use familiar words. Be clear in words and sentences.
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Address the Reader
Talk of people. Address sentences to the reader.
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Lead to Action
Talk of action. This is what is required from the reader after he has read the leaflet. Lead him to action.
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Ensure Accuracy
Be accurate in giving information. The very purpose of the leaflet will be lost if it is vague or not right on the facts.
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Be Brief
Keep content concise and to the point.
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Use Visuals
Use illustrations and pictures at the appropriate place.
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Localize Content
Give details with reference to the local situation.
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Start with Benefits
Start with an appeal which will be of benefit to the reader.
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Round Up Effectively
Round up with confirming what was said at the opening of the leaflet. It will reassure the reader.
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Provide Source Information
Mention the source from where further information on the topic or help can be obtained.
C. Review The Script
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Review After Time Gap
After the completion of script, go through the writing. Better still, do this after few hours or even after a day.
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Identify and Fix Defects
Find defects and remove them and rewrite, where required.
Assignment: Prepare a leaflet on any topic related to agriculture following all the steps mentioned above.
Key Questions for Self-Assessment
- What do you mean by leaflet?
- Highlight the purpose of writing leaflet in agriculture.
- What are the advantages and limitations of leaflet?
Exercise 2: Practice in Writing for Folder
Objective
To provide skill in writing and preparation of folder on selected topic.
Procedure for Preparation of Folder
A. Preparation of Folder
For effective preparation of folder, the following points should be considered:
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Select Suitable Topic
Select a suitable topic based on the farmer's felt needs and interests.
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Single Idea Focus
There should be only one idea, technique or practice at a time.
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Collect Information
Collect all relevant information pertaining to the topic.
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Arrange Logically
Arrange the collected information in a logical order. Select the important information step by step.
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Provide Source
Mention the source from where further information on the topic or help can be obtained.
B. Writing of Folder
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Use Local Language
Write in local language using short, simple and familiar words.
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Include Relevant Visuals
Use relevant pictures/illustrations to reduce the risk of misunderstanding and to make the message clear and attractive.
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Write Simply
Make use of personal sentences, short paragraphs and avoid the use of difficult, scientific and technical terms. List ideas and sub-ideas one below the other.
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Localize Content
Refer to local situations wherever possible.
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Make It Attractive
Title, printing etc. should be attractive, otherwise it may not be read at all by the audience.
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Use Visual Elements
Make the folder attractive by using photographs, line drawings and various colour papers and inks.
Technical Specifications for Folders
Size and Dimensions:
- Width to Length Ratio: 1:1.5 is more suitable when paper size permits without waste
- No Set Rule on Size: The basic consideration is that publication size fits the paper stock, thus eliminating excessive trimming
- Recommended Size: A 4 x 8 inch folder is very attractive from the farmer's view point
- Paper Weight: Print the folder normally on heavier paper than leaflet so that it may last long
- Front Page Design: The front page of the folder should exclusively be allotted for printing the design with title. Prepare a cover page design with two or three colours
Assignment: Prepare a folder on a selected topic of agriculture following all the guidelines mentioned above.
Key Questions for Self-Assessment
- What do you mean by a folder?
- What are the advantages of using folder as an extension method?
- List the important points for the preparation of a folder.
Design Principles and Layout
Design Do's
- Use high contrast between text and background
- Maintain consistent margins and alignment
- Use hierarchy to guide reader through content
- Incorporate ample white space for readability
- Choose legible fonts (12pt minimum for body text)
- Use color strategically to highlight key information
- Ensure images are high-quality and relevant
- Test design with sample users before finalizing
Design Don'ts
- Don't overcrowd with too much information
- Avoid using more than 2-3 font families
- Don't use low-resolution or blurry images
- Avoid text over busy backgrounds
- Don't use all capital letters for body text
- Avert culturally inappropriate symbols or colors
- Don't ignore cultural reading patterns (left-right vs right-left)
- Avoid complex layouts that confuse navigation
Essential Design Elements
Layout Templates
Panel 2 (Inside Left): Introduction and key benefits
Panel 3 (Inside Center): Step-by-step instructions with diagrams
Panel 4 (Inside Right): Additional tips and precautions
Panel 5 (Back Left): Case study or success story
Panel 6 (Back): Contact information and resources
Page 2-3: Introduction and problem statement
Page 4-5: Detailed methods and procedures
Page 6-7: Case studies and examples
Back Cover: Summary, next steps, resources
Effective Writing Techniques
Techniques
- Break long paragraphs into shorter ones
- Use bullet points and numbered lists
- Include descriptive headings
- Add summaries for complex sections
Examples
- Before: "The application of nitrogenous fertilizers should be conducted subsequent to the initial irrigation event."
- After: "Apply nitrogen fertilizer after the first watering."
Strategies
- Use local measurements and units
- Reference familiar local landmarks
- Include local success stories
- Use culturally appropriate images
- Respect local customs and beliefs
Examples
- Generic: "Apply 50 kg per hectare"
- Localized: "Use one handful per square meter (like the area of your door)"
Production Process
Production Tools and Materials
Cost Considerations: Balance quality with budget constraints. Digital printing is cost-effective for small batches (1-500 copies), while offset printing becomes economical for larger quantities. Consider paper weight, color usage, and finishing options when budgeting. Folders printed on heavier paper (100-120 gsm) last longer in field conditions.
Distribution Strategies
Effective Distribution Channels
| Channel | Advantages | Considerations | Best For |
|---|---|---|---|
| Extension Offices | Direct contact, opportunity for explanation, farmer-initiated | Limited to office visitors, requires staff time | Detailed folders, technical materials |
| Farmer Meetings | Captive audience, can introduce materials, group discussion | Limited to meeting attendees, may need large quantities | Leaflets on meeting topics, promotional materials |
| Field Days | Contextual distribution, immediate relevance, demonstration support | Seasonal, weather-dependent, limited audience | Topic-specific leaflets, quick references |
| Training Camps | Intensive learning environment, motivated participants | Limited to participants, specific timing | Comprehensive folders, training manuals |
| Demonstration Sites | Visual context, practical relevance, farmer curiosity | Location-specific, seasonal availability | Practice-specific leaflets, comparison guides |
| Exhibitions & Fairs | High visibility, diverse audience, festive atmosphere | May need large quantities, competition for attention | Attractive folders, general awareness leaflets |
| Local Markets | High foot traffic, diverse audience, informal setting | May be treated as litter, limited engagement | General awareness leaflets, event promotions |
| Cooperatives | Targeted audience, established trust, member communication | Limited to members only, may need cooperative buy-in | Technical folders, member communications |
| Input Dealers | Point of need, complementary to purchases, extended reach | Commercial bias possible, space limitations | Product-related leaflets, application guides |
Distribution Best Practices
- Train Distributors: Ensure those distributing materials understand the content and can answer basic questions
- Time Appropriately: Distribute materials when relevant to current agricultural activities or decisions
- Track Distribution: Keep records of where and when materials are distributed for evaluation purposes
- Combine with Other Methods: Use print materials to reinforce verbal messages from meetings or demonstrations
- Ensure Accessibility: Place materials where farmers can easily access them without barriers
- Respect Local Norms: Understand local protocols for distribution and seek appropriate permissions
- Plan for Replenishment: Monitor stock levels and have a system for reprinting popular materials
- Coordinate with Events: Use materials to supplement larger publications when new information is available
Evaluation and Improvement
Systematic evaluation ensures that leaflets and folders effectively communicate their intended messages and meet farmer needs. Continuous improvement based on feedback enhances the impact and cost-effectiveness of print materials.
| Methods | Indicators |
|---|---|
|
|
Practical Assignments
Assignment 1: Leaflet Creation
Create a tri-fold leaflet on a specific agricultural practice (e.g., seed treatment, compost preparation, or drip irrigation installation) including all stages from planning to final production.
Assignment 2: Folder Development
Develop an 8-page folder on a comprehensive agricultural topic (e.g., integrated pest management, soil health, or post-harvest management) with appropriate structure and visual elements.
Assignment 3: Design Critique
Critically evaluate existing extension leaflets and folders using established design principles and provide specific recommendations for improvement.
Assignment 4: Farmer Feedback Session
Conduct a session with farmers to test draft materials and incorporate their feedback into final versions.
Assignment 5: Distribution Plan
Develop a comprehensive distribution strategy for a new set of extension materials, including channels, timing, and evaluation methods.
Key Questions
- 1. What are the key differences between leaflets and folders, and how should these differences guide the selection of format for specific extension objectives?
- 2. Describe the step-by-step process for developing effective agricultural extension print materials, from initial planning to final distribution.
- 3. How can extension workers ensure that print materials are accessible and understandable to farmers with varying literacy levels and cultural backgrounds?
- 4. What evaluation methods are most effective for assessing the impact and effectiveness of extension leaflets and folders?
Frequently Asked Questions
What is the ideal length for an extension leaflet?
For a tri-fold leaflet (A4 sheet), aim for 500-800 words total. This allows for concise messaging with adequate white space and visuals. Remember: it's better to have farmers read a short leaflet completely than skip parts of a long one.
How can I make materials durable for field conditions?
Use heavier paper (100-120 gsm), laminate or use plastic sleeves for frequently used materials, round corners to prevent tearing, and use weather-resistant inks if available. For very harsh conditions, consider plastic or synthetic paper.
What should I do if farmers have different literacy levels?
Use extensive visuals with minimal text, create different versions for different literacy levels, use symbols and color coding, and train extension workers to use materials as talking points rather than expecting farmers to read independently.
How often should extension materials be updated?
Review materials annually for technical accuracy. Update when there are significant changes in recommendations, new research findings, or changes in local conditions. Track usage and farmer feedback to identify needs for revision.
What are the most common design mistakes in extension materials?
Overcrowding with text, using fonts that are too small, poor contrast between text and background, irrelevant or low-quality images, inconsistent formatting, and lack of clear hierarchy to guide the reader.
How can I reduce production costs without sacrificing quality?
Print in larger quantities to reduce per-unit cost, use black and one spot color instead of full color, choose standard paper sizes to avoid cutting costs, use digital printing for small batches, and collaborate with other organizations for bulk printing.
What is the best way to incorporate local knowledge?
Include local success stories, use photographs of local farmers and fields, incorporate local measurement units and terminology, validate content with local experts, and co-create materials with farmer representatives.
How can I make materials more interactive?
Include spaces for notes, add checkboxes for action planning, incorporate quizzes or self-assessment sections, use fold-out sections or flaps for additional information, and include cut-out templates or measurement guides.
References and Further Reading
Essential Reading
- Tinker, M.A. (1963). Legibility of Print. Iowa State University Press.
- Flesch, R. (1949). The Art of Readable Writing. Harper & Brothers.
- FAO. (1990). Preparation and Use of Visual Aids in Extension. FAO Training Series.
- Van den Ban, A.W. & Hawkins, H.S. (1996). Agricultural Extension, 2nd Edition. Blackwell Science.
- Rogers, E.M. (2003). Diffusion of Innovations, 5th Edition. Free Press.
- Williams, R. (2014). The Non-Designer's Design Book, 4th Edition. Peachpit Press.
- Horn, R.E. (1998). Visual Language: Global Communication for the 21st Century. MacroVU Press.