In business writing, clarity and efficiency are everything—and that’s exactly where an executive summary comes in. Whether you’re drafting a formal report, pitching a proposal, or writing a strategic brief, an executive summary distills your content into the essential points your audience needs to know—fast.
Often misunderstood as just the opening section of a report, executive summaries are used across many business communication forms. They may appear as a standalone summary in a business plan, a high-level statement in an email, or a brief in a project update. Regardless of format, the goal is the same: to help busy decision-makers grasp the most critical insights without sifting through the entire document.
This article explains what an executive summary is, why it matters, what to include, and how to write one that’s clear, compelling, and impactful.
What is an Executive Summary?
An executive summary is a concise overview of a longer document, such as a business plan, proposal, or report, that highlights key findings, conclusions, and recommendations. It’s designed to help decision-makers quickly understand the document’s purpose and essential points without reading it in full.
An effective executive summary format is clear, engaging, and provides strategic insights that guide decision-making. While often positioned at the start of a report, it’s not limited to that use. In fact, executive summaries appear in nearly all forms of professional writing, from internal strategy briefs to external proposals.
Whether you’re preparing a business plan executive summary or summarizing a marketing strategy, the goal is the same. You want to give the reader the “so what” of your content. The best executive summaries provide enough context and recommendations to stand alone as a self-contained piece of communication.
Key Benefits of Writing an Executive Summary
An executive summary is crucial because it serves as the first impression of a document. It allows busy executives and stakeholders to grasp critical information quickly, aiding in efficient decision-making.
A well-crafted summary can influence approvals, funding decisions, and the overall impact of the document. Without a strong executive summary, essential details may be overlooked, reducing the effectiveness of the entire report.
What to Include in an Executive Summary
Include the following when you think of what to include in an executive summary:
- Purpose of the document: Explain why the document exists and what problem it addresses.
- Key findings or insights: Summarize the most important data, research, or conclusions. This is critical. An executive summary isn’t simply a recitation of the facts that happened. It should be an extracted summary of what matters. We often call this the “so what” statement.
- Recommendations or proposed actions: Clearly state what needs to be done and why.
- Benefits and impact: Highlight how the proposed actions will solve the problem or improve the situation.
- Concise conclusion: Provide a strong closing statement that reinforces the importance of the content.
How To Write an Executive Summary
Crafting an effective executive summary involves several key steps:
Step 1: Understand the Document Thoroughly Before Writing
Skimming won’t suffice; you need a deep understanding of the content to summarize it accurately. Read the document in detail and ensure you can clearly explain its key points before moving on to the next steps.
Step 2: Identify Key Points to Summarize
Consider your audience—who will read this summary, and what do they need to know? Extract the most critical information, including objectives, main findings, conclusions, and recommendations, keeping it relevant to your readers. If your audience is not highly technical, don’t use highly technical terms they won’t understand. Tailor content to the audience.
Step 3: Write a Concise and Clear Overview
Begin with a strong opening that outlines the purpose of the document. Follow this with a brief description of the methodology used, stress the key findings and recommendations, and include conclusions. Use bullet points or numbered lists to highlight critical details and improve readability.
Step 4: Focus on the Goals and Outcomes of the Document
Emphasize the purpose, benefits, and potential impact of the document to engage the reader and make the summary actionable. The executive summary should be able to stand alone so tightly synthesize the overall information in the document, and stress the implications and recommendations.
Step 5: Revise for Clarity and Readability
Edit and proofread your executive summary for clarity, grammar, and structure. Ensure you've included only relevant details, avoiding unnecessary information.
Consider seeking feedback from a colleague or an expert to refine your summary further.
An executive summary should be comprehensive enough to stand alone, offering a complete picture of the document’s contents while remaining clear and concise.
Free Executive Summary Templates
Here are a few examples of where executives summaries are commonly used:
- Business Proposal Executive Summary – Clearly outlines the proposed solution, market opportunity, and expected ROI.
- Project Report Executive Summary – Summarizes key project milestones, results, and next steps.
- Strategic Plan Executive Summary – Highlights the organization’s strategic goals, initiatives, and expected outcomes.
Here are examples of weak and strong executive summaries:
Example 1: Executive Summary for a Project Status Report
Version One - Ineffective
This report outlines the status of the multi-site XXX implementation project for ABC Company, which is currently on hold per the directive of VP Jane Doe. The report details the reasons for the pause, the impact on the project timeline, and the proposed next steps.
→ This executive summary section is ineffective because it doesn’t provide any real information. Where is the “so what?”, the impact statement? Here is a more effective version:
Version Two - Effective
This report explains the estimated 2-week delay of the multi-site XXX implementation project with ABC Company. Per the directive of VP Jane Doe, the project is on hold to standardize XX for all six sites and minimize material waste. All project teams will meet this week to update the project plan. The report further details the reasons for the pause, the impact on the project timeline, and the proposed next steps.
→ This executive summary works well. Although still short, it includes the key details that readers would want to know: the estimated delay, involved leaders, and immediate action plan.
Example 2: Executive Summary for a Business Plan
XX Apps is a forward-thinking app development company dedicated to supporting female-led startups through cutting-edge mobile and web applications. We specialize in creating user-friendly, scalable, and innovative apps that cater to the unique needs of women entrepreneurs, enabling them to effectively compete in the digital landscape.
Our company aims to bridge the technological gap faced by many female entrepreneurs by providing tailored app development services that are not only affordable but also designed with the user in mind. By focusing on this niche, XX Apps positions itself as a trusted partner in helping women-led businesses thrive in the competitive tech space.
XX Apps is seeking an initial investment of $500,000 to cover startup costs, including team expansion, technology infrastructure, and marketing. With a projected revenue of $1.5 million in the first two years, driven by strategic partnerships and targeted marketing, we expect to break even within the first 18 months. Our scalable business model and niche market focus position us for sustainable growth and profitability.
At XX Apps, our mission is to empower female founders by providing high-quality, affordable app development services that enable them to bring their ideas to life and drive meaningful impact in their industries. We believe that by supporting women in tech, we are contributing to a more inclusive, innovative, and diverse business landscape.
Our vision is to become the leading app development partner for female entrepreneurs worldwide, fostering innovation and diversity in the startup ecosystem.
→ This executive summary is appropriately detailed and highlights all of the key points of the larger business plan. The financial summary is particularly important here.
Example 3: Executive Summary for a Marketing Plan
After five years of success, XX Apps is poised to expand its market presence and drive continued growth. This marketing plan outlines strategies to enhance brand awareness, increase client acquisition, and retain existing customers by targeting new geographic markets, diversifying industry segments, and deepening relationships with current clients.
Our key focus areas include expanding into regions with rising female entrepreneurship, such as Southeast Asia, Africa, and Latin America, while continuing to provide quality services to existing clients. XX Apps will leverage content marketing, social media, strategic partnerships, and paid advertising to grow brand visibility and generate new leads. Additionally, we will implement a referral and loyalty program to incentivize client retention and attract new business.
By maintaining our commitment to empowering women entrepreneurs with personalized app development solutions, XX Apps aims to increase brand awareness by 30%, grow new client acquisitions by 20%, and improve client retention by 15% within the next 12 months. This marketing plan will ensure sustainable growth, further solidifying XX Apps' position as the leading app development partner for female-led startups.
→ This executive summary is on the general side, but does provide some key positioning statements and metrics. It also contextualizes the marketing work and outlines crucial strategies.
Common Mistakes to Avoid When Writing an Executive Summary
Even when you know how to write an executive summary, it’s easy to make some missteps. What are those? Let’s find out.
- Being too vague or too detailed.
Avoid being too vague or too detailed in your executive summary. Provide enough information to give the reader a clear understanding of the document’s purpose and key points, but avoid unnecessary details.
- Using jargon or technical language.
Unless you are writing for a specialized audience, keep your language simple and professional. Overly technical summaries risk alienating readers.
- Writing before the full report is complete.
Since an executive summary reflects the key points of the main document, drafting it before the full content is complete leads to inaccuracies. Writing the full report provides the insights needed in the executive summary!
- Forgetting the audience’s perspective
Consider the audience’s perspective and customize the summary to match their needs and priorities. Ensure the summary provides the information the reader needs to make informed decisions.
Tips for Writing an Effective Executive Summary
An effective executive summary distills key insights, recommendations, and implications into a clear, concise format that aligns with the audience’s priorities.
- Keep it brief—ideally, 10% of the length of the total document.
- Highlight the “so what” information. Stress implications, recommendations, or risks. Do not merely rehash what’s in the document.
- Use clear, professional language without unnecessary jargon.
- Focus on key takeaways and avoid excessive detail.
- Tailor the summary to the audience’s needs and priorities.
- Use bullet points or subheadings for easy readability.
Conclusion
Mastering how to write an executive summary is a key business communication skill that can influence decisions, secure funding, and drive action. Whether you’re creating a business plan executive summary, a project update, or a strategic proposal, knowing what to include in an executive summary ensures your ideas are presented clearly and persuasively.
So, use the executive summary examples and format provided here as your blueprint for producing professional, impactful summaries every time.
Frequently Asked Questions
How long should an executive summary be?
An executive summary should typically be 10% of the total length of the document.
If you are writing a summary statement that is only one paragraph, the executive summary is likely only one sentence.
Should I write the executive summary before or after the main document?
Always write the executive summary after completing the main document to ensure it accurately reflects key points. Writing the document will create the insights for the executive summary.
How do I keep my executive summary clear and concise?
Focus on essential points, tailor information to the reader, avoid unnecessary details, and use straightforward language.
What tone should I use when writing an executive summary?
Use a professional, confident, and persuasive tone that aligns with the document’s purpose.
Can I use bullet points in an executive summary?
Yes, bullet points improve readability and help highlight critical information quickly.
Should an executive summary include new information?
No, it should only summarize key details from the main document without introducing new information.
