Writing budget requests

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How to write an executive summary

So you’re stressed about pulling together that big report next week? We can help you out!

You know you’ll have no problem preparing the sections with the numbers, charts, and specifics. But boiling it all down into an executive summary? You're not a writer!  Relax, this is going to be easier than you think.

Save it ‘til the end

It’s true that the executive summary is the most important part of a report. It will be the first page everyone reads, and maybe the only page. So it has to be thorough. But it shouldn’t be the first thing you write. 

In fact, you can’t write it until you know the results from all of your investigation and planning. Wait until you’ve finished everything else before you start.

Start simple

Organize your thoughts before you sit down to write.

Think about who’s going to read it – senior administrative professionals who make policy decisions. Some of them have a deep technical background, some may have only basic working knowledge. 

Regardless, they'll be busy. This is why your writing must be simple and direct:

• Use only non-technical language, there’s no guarantee that all readers will know the jargon.
• State the purpose of the report in one sentence.
• Sum up each section.
• Tell them where to find backup content if they want more detail.

Keep it short

An executive summary should be only one page. It doesn’t matter how complex the rest of the report is. Many times, your readers will give you their attention for only one page to make your case. This is why it’s called a “summary,” after all.  Instead of putting yourself in the mindset of constructing lengthy paragraphs, think in terms of:

• Short sentences.
• Bullet points (like this).
• Simple tables for financial information. 

Don’t be intimidated by the thought of a big report. In the history of
civilization, no one’s ever written more than one sentence at a time

.

Stay focused

If you have difficulty deciding where to start, a good rule of thumb is to look at the findings that led to your conclusions and recommendations. In a couple of sentences, summarize the:

• Project’s background and location.
• Purpose of your evaluation
• Methods you used
• Key findings

Be thorough

Even though you’re trying to keep it short, your readers are still relying on you for substantive information. This is why you must make sure your summary addresses:

• Key financial information
• Major deficiencies
• Options considered
• Specific drawbacks or compromises of the proposed solution.

Wrap it up

And now you have a finished report.
Wasn’t that easy?

Finally, end with your conclusions, explicit recommendations, costs and a proposed project schedule.

Remember – the purpose of your executive summary is to give a succinct answer to your reader’s question: “Why are you asking us to do this?”

At this stage, your reader may not yet be interested in the specific, technical details but rather in the purpose, the costs, and the results. Your job in writing an executive summary is to help your reader decide.

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