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How to Write an Executive Summary: Examples & Templates
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Ever handed a stakeholder a 50-page report only to watch their eyes glaze over? You're not alone. Decision-makers rarely have time to read entire documents. This is where the Executive Summary becomes your most powerful tool.
In this guide, we’ll break down exactly how to write one, provide real-world examples, and share templates you can use immediately.
Quick Definition: What Is an Executive Summary?
An Executive Summary is a concise overview of a larger document (like a business plan or project proposal). It summarizes the key points, findings, and recommendations so stakeholders can make a decision without reading the full report.
It is NOT:
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An abstract (which just describes what the document is about).
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An introduction (which just sets the scene).
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A copy-paste of the first few paragraphs.
Pro Tip: The Executive Summary should be the last thing you write, but the first thing your audience reads.
The 4 Essential Components (The "Hook, Line, and Sinker")
While every document is different, a winning executive summary always includes these four pillars:
| Component | Purpose | Key Question Answered |
|---|---|---|
| 1. The Problem (Hook) | Creates urgency. | Why does this matter right now? |
| 2. The Solution (Line) | Proposes action. | What are we going to do about it? |
| 3. The Evidence (Sinker) | Builds trust. | Why will this solution work? (Data/Findings) |
| 4. The Ask | Drivers decision. | What do you need? (Budget, Approval, Time) |
1. The Problem Statement
Don't start with "This report is about..." Start with the pain point.
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Weak: "We looked at sales data."
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Strong: "Q3 sales missed targets by 15% due to outdated inventory systems."
2. The Proposed Solution
Be prescriptive. Don't just explore options; recommend a specific course of action.
- Example: "We propose implementing a new cloud-based inventory tracker by Q2."
3. Key Findings & Financials
This is where you bring the receipts. Include ROI projections, cost savings, or market research data.
- Example: "This shift will reduce overhead by 20% and pay for itself in 6 months."
4. The Call to Action (CTA)
Be explicit.
- Example: "We request approval of the $50k budget to begin implementation immediately."
Executive Summary vs. Abstract vs. Introduction
Confusion here is common. Let's clear it up.
| Document Type | Audience | Purpose | Can it Stand Alone? |
|---|---|---|---|
| Executive Summary | Decision Makers | To persuade and recommend action. | YES |
| Abstract | Researchers | To describe the study's scope. | No |
| Introduction | General Readers | To set the context/background. | No |
Key Takeaway: If you lost the original report and only had the Executive Summary, you should still know exactly what decision to make.
Step-by-Step: How to Write It (The Process)
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Write the Full Report First: You can't summarize what doesn't exist.
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Pull the "Golden Nuggets": Go through your report and highlight the single most important sentence in each section.
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Draft the Summary: Stitch those highlights together into a narrative.
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Check the Length: Keep it to 1-2 pages maximum (or 5-10% of the total document length).
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Refine the Tone: Use active voice. Remove jargon. Make it punchy.
Real-World Examples
Example 1: Business Plan (Startup)
Summary: "GreenGo Mobility addresses the lack of eco-friendly urban transport. We propose a network of e-bike stations. Market analysis shows a 60% demand increase. We seek $2M investment with a projected break-even in 24 months."Why it works: It hits the Problem, Solution, Market Validation, and Financial Ask in four sentences.
Example 2: Project Proposal (Internal)
Summary: "Our current CRM is causing a 15% lag in lead response times. We recommend upgrading to Salesforce. Pilot tests show this will improve response speed by 40%. Required budget is $15k, with implementation complete by March 1st."Why it works: It quantifies the problem and the solution's impact.
Tools to Help You Write Faster
Writing a summary from scratch is hard. Using a tool is smart.
1. AFFiNE for Project Planning
If you are writing a proposal, you need more than just a text editor. AFFiNE allows you to combine your project timeline, budget tables, and written summary all in one workspace.
- Try the One Pager Template: Perfect for distilling complex projects into a single, shareable view.
2. AI Summarization
Struggling to condense 50 pages?
- Use AI tools to generate the first draft. Check out our guide on How to Improve AI Summary Quality to learn how to prompt AI effectively for business contexts.
Frequently Asked Questions
1. How long should an executive summary be?
Ideally, one to two pages. For shorter reports, keep it to half a page. It should never exceed 10% of the full document's length.
2. Can I use bullet points?
Yes! Bullet points make the summary scannable. Use them for listing key findings, financial figures, or recommendations.
3. Should I include charts?
If a chart tells the story faster than words (e.g., a revenue growth graph), absolutely include it. Visuals break up the text and grab attention.
4. What is the biggest mistake people make?
Writing it first. Always write it last. Also, avoid copy-pasting from the report; rewrite for brevity and punchiness.