by Nancy L. Baumann

Created on: June 09, 2009   Last Updated: June 10, 2009

HOW TO WRITE AN EXECUTIVE SUMMARY

Don't be fooled by the short length of an Executive Summary. Brief, yet packed with information, this business tool is a brief overview of a document that consolidates its primary points on a single page. The Executive Summary communicates the punch of your piece, minus all the details.

Your audience is likely to be a key decision-maker who needs the information in a streamlined manner, but may not have the time to read the entire report in detail. The summary should convey the main points of the report and your evidence that supports those points, without requiring the reader to digest the full document. The goal is to provide the important information that allows the reader to reach an informed decision, without having to wade through the minutae.

Here are 8 tips that can help you write an effective Executive Summary:

1. The Executive Summary should be written after the report is complete, and is organized to parallel its contents. Keep it organized, and follow the exact order of the report as you document the reasons for your conclusions. If the reader wants more information from the report, such as detailed data support, they will find it presented in the same order as this overview.

2. Strive to present your information in one or two paragraphs, certainly less than one page.

3. Begin by stating the reason for writing the report, then state your conclusions or recommendations. Include only the most significant information that supports those conclusions.

4. To outline the contents of the Executive Summary, take a look at the first and last sentences of each paragraph and use these as a guide.

5. Organize your draft by identifying and using key words from the report that define essentials, such as "major, central, principal, basic"; words that show contrast, such as "more than, less likely, similar to, however"; words that enumerate, such as "finally, first, next"; and words that show causation, like "therefore, as a result, consequently".

6. Only include information found in the report. Do not introduce anything new.

7. Validate that your Executive Summary stands independent of the report itself. It must make sense on its own. Ask someone unfamiliar with the contents to verify this.

8. Proofread and spell-check everything, but don't rely on your word processor to do so. Read the overview aloud to catch mistakes.

REMEMBER: be brief, provide the facts, state your conclusions and check your work.

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