How to Write an Executive Summary

What Is an Executive Summary?

An executive summary is a concise overview of a longer document — a business plan, project proposal, report, or research study — designed for decision-makers who need to understand the key points without reading the entire document.

Think of it as the "elevator pitch" version of your document. It should be compelling enough to stand on its own while accurately representing the full content.

Why Executive Summaries Matter

Executive summaries are often the only part of a document that busy stakeholders actually read. A well-crafted executive summary can:

• Win buy-in for your proposal or project
• Save time for busy decision-makers
• Frame the discussion around your key points
• Demonstrate professionalism and clear thinking

Structure of an Executive Summary

1. Problem or Context

Start by clearly stating the problem you're addressing or the context for the document. Why does this matter? What situation prompted this report or proposal?

2. Key Findings or Approach

Present the most important findings, data points, or your proposed approach. This is the meat of your summary — what did you discover or what are you proposing?

3. Implications

Explain what the findings mean. Why should the reader care? What are the consequences of action or inaction?

4. Recommendations

End with clear, actionable recommendations. What should the reader do next? Make it specific and achievable.

Best Practices for Writing Executive Summaries

Write It Last

Even though the executive summary appears first, write it after completing the full document. This ensures you have a complete understanding of all the key points.

Lead With the Most Important Point

Don't bury the lead. Start with the most critical finding or recommendation. Busy readers may only read the first paragraph.

Use Clear, Professional Language

Avoid jargon, acronyms, and technical terms unless your audience expects them. Write in active voice and use short, direct sentences.

Include Numbers and Data

Quantify your points whenever possible. "Revenue increased by 23%" is more compelling than "Revenue increased significantly."

Keep It Proportional

Your executive summary should be roughly 5-10% of the full document length. For a 10-page report, aim for half a page to one page.

Make It Stand Alone

A reader should be able to understand the situation, findings, and recommendations from the executive summary alone, without reading the full document.

Executive Summary Template

Here's a template you can follow:

Context/Problem: [1-2 sentences describing the situation]

Purpose: [1 sentence on what this document covers]

Key Findings:

• Finding 1 with supporting data
• Finding 2 with supporting data
• Finding 3 with supporting data

Implications: [1-2 sentences on what this means]

Recommendations: [2-3 specific action items]

Common Mistakes to Avoid

• Too long — If your executive summary is more than 2 pages, it's not executive enough
• Too vague — Include specific numbers, dates, and actionable recommendations
• Too technical — Write for a general business audience unless you know otherwise
• Missing recommendations — Always end with clear next steps
• Including new information — Everything in the summary should be in the full document

How AI Can Help

Writing executive summaries from scratch takes time. SummarizePro's Executive Summary Generator can create a professional first draft instantly:

• Paste your full document — up to 1,000 words at a time
• Get a structured executive summary — with key findings and implications
• Refine and customize — edit the AI output to match your voice and add specific recommendations

Our Executive Summary mode is specifically designed for business contexts, producing polished output that sounds professional and authoritative.

You can also use our other modes for different perspectives:

• Key Takeaways to identify the most important points
• Brief for a quick overview
• Bullet Points for a structured list of findings

Conclusion

A great executive summary is concise, compelling, and actionable. It leads with the most important point, includes specific data, and ends with clear recommendations. Whether you write it manually or use SummarizePro's AI to get started, the key is respecting your reader's time while delivering the information they need to make decisions.