# How to write an executive summary, with an example

**How do I write an executive summary for a report, business plan or proposal?** An executive summary is a short, stand-alone version of a report, business plan or proposal, written for a decision-maker who may read nothing else. Write it last. Give the purpose, the main findings, the conclusions and the recommendations or request, in the report's order, and keep to the length your brief, funder or department sets.

Published 2026-09-26 by EdCitation. https://edcitation.com/newsletter/how-to-write-an-executive-summary

An executive summary stands in for a whole report, business plan or proposal. It is written for the person who has to decide something and may read only this page: the purpose, what was found, what it means and what should happen next. This guide covers how to write an executive summary for a report at work, a university assignment, a business plan, a grant proposal or a government paper.

EdCitation publishes this guide. Every rule and length below was read at source on 26 September 2026 and is dated where the page gives a date. On length, the sources disagree, and we say where.

EdCitation never writes any part of anyone's report, the summary included. [Check your paper](https://edcitation.com/check) reads report instructions into a checklist of rules, free; [Find sources](https://edcitation.com/) and [Cite a source](https://edcitation.com/cite) find and reference the evidence a report summarises. We ran all three and quote what came back, faults included.

## What is an executive summary, and how does it differ from an abstract?

An executive summary condenses a whole document for a reader who will act on it; an abstract describes a piece of work for a reader deciding whether to read it.

### Executive summary vs abstract

The University of Toronto Engineering Communication Program (n.d.) writes the executive summary for executives and managers, the abstract usually for a more technical reader. The summary is often longer and less technical, and weighs the problem's financial side and what the recommendations would achieve. The Naval Postgraduate School Graduate Writing Center (n.d.) calls the abstract a highly condensed overview and the executive summary the whole thesis in miniature.

The US National Science Foundation (2024) says its one-page Project Summary should not be an abstract of the proposal: it sets out objectives and methods, then statements on intellectual merit and broader impacts. For academic abstracts, see [how to write an abstract](https://edcitation.com/newsletter/how-to-write-an-abstract); for a thesis, [the dissertation abstract](https://edcitation.com/newsletter/dissertation-abstract).

### Executive summary vs introduction

An introduction leads the reader into the report; an executive summary replaces it for the reader who stops there. The University of Technology Sydney (n.d.) traces the summary to business practice: executives were given a report's main points and told where the detail was. So the summary carries the findings and recommendations, and the introduction usually does not. Toronto warns against copying sentences between them. Our [report vs essay](https://edcitation.com/newsletter/report-vs-essay) guide covers the rest of a report.

## What goes in an executive summary?

An executive summary contains four things, in the report's own order: the purpose, the main findings, the conclusions, and the recommendations or request.

### Purpose and scope

Open with why the report exists and who asked for it. The University of Nottingham (n.d.) starts with the problem's context and the report's aim; the University of Sussex (n.d.) asks for the purpose, then the methods. One sentence on method is usually enough: who was surveyed, which records, what period.

### Findings and conclusions

Give the results the decision depends on, with their numbers, and say what they mean. Nottingham suggests one to three sentences for each main section, which keeps the summary in proportion. A conclusion is a judgement drawn from the findings, not a new argument.

### Recommendations, or the ask

End with what should happen, who does it and by when. In a proposal the recommendation becomes the request. HM Treasury (2026) wants a business case's executive summary to cover the proposal, its "ask" and the key points of each of its five cases. The University of Chicago Foundation and Corporate Relations (n.d.) asks applicants to state the funding required, with the problem, the expected outcome and why they are the right applicant.

## How long should an executive summary be?

As long as your brief, funder or department says. If nothing is said, one page or less is the commonest advice for a student report, and longer documents have longer summaries.

| Document type | What its executive summary must do | Length, with source |
| --- | --- | --- |
| University business report | Stand in for the report: aim, results, recommendations | About 10% of the report (University of Westminster, updated 19 January 2023); a paragraph or two, always under a page (University of Sussex, undated) |
| Long report or thesis | Give the whole work in miniature | Several pages for a long report, with headings and dot points allowed (UTS, undated); often 2 to 5 pages for a thesis (Naval Postgraduate School, undated) |
| Business plan (US) | Say what the company is and why it will succeed; financials if seeking funding | No length set (US Small Business Administration, undated) |
| Grant proposal | Overview plus the funder's own statements; the sum requested | One page, and not an abstract (NSF, PAPPG 24-1, 2024); one concise paragraph (University of Chicago, undated) |
| UK government business case | Summarise the proposal, its ask and all five cases | No length for the executive summary (HM Treasury, June 2026); a published Summary Business Case ideally no more than 10 pages (HM Treasury, June 2025) |
| Written evidence to a UK select committee | No summary asked for | The whole submission usually no more than 3,000 words (UK Parliament, undated) |
| Your own assignment | Whatever the brief asks | [Check your paper](https://edcitation.com/check) reads the brief's limits into a checklist, free |

The figures conflict because the documents do: 10% of a 3,000-word report fits on a page, 10% of a 100-page report does not. The US Government Accountability Office's 1986 [guide to executive summaries](https://www.gao.gov/products/130024) is a scan we could not read as text, so nothing here rests on it.

### Does the executive summary count towards the word count?

Often not, but the brief decides. Our guides to [writing to a word count](https://edcitation.com/newsletter/how-to-write-to-a-word-count) and [what counts in a dissertation's word count](https://edcitation.com/newsletter/dissertation-word-count-what-counts) quote the rules of named universities.

## Executive summaries by document type

### In a business report

A business report's summary leads with the problem and the recommendation, because its reader usually has to approve something. The University of Westminster (2023) calls it a shorter replica of the entire report. For the report's own parts, see [how to write a report with Harvard referencing](https://edcitation.com/newsletter/how-to-write-a-report-with-harvard-referencing).

### In a business plan

A business plan's executive summary, its first section, is a pitch as much as a summary. The US Small Business Administration (n.d.) asks it to say what the company is and why it will succeed: mission statement, product or service, leadership, employees and location, and, when seeking finance, financial information and growth plans.

### In a grant proposal

A grant proposal's summary follows the funder's own form; the National Science Foundation (2024) fixes three sections. Where a funder sets nothing, the University of Chicago office suggests one paragraph, written after the proposal. Our guide on [how to write a grant proposal](https://edcitation.com/newsletter/how-to-write-a-grant-proposal) compares the summary limits of seven funders.

### In a government paper

In UK government the summary serves a decision on public money. HM Treasury (2026) wants an executive summary with every business case. For major projects, its publishing guidance (HM Treasury, 2025) asks for a Summary Business Case of ideally no more than 10 pages that still shows the case for change, the full shortlist of options with their costs, benefits and risks, the preferred option and why, and plans for delivery and evaluation.

Evidence to Parliament is the exception. UK Parliament (n.d.) asks for submissions of usually no more than 3,000 words, in numbered paragraphs and plain English, and its current guidance asks for no summary at all.

## How do I write an executive summary, step by step?

Write the report first and the summary last, as Westminster, Nottingham, Sussex, UTS and the University of Chicago office all advise.

1. Read the brief or the funder's instructions for the summary's length, headings and whether it counts in the word limit; [Check your paper](https://edcitation.com/check) lists the rules it finds, each with its sentence.
2. Finish the report, including its conclusions and recommendations.
3. Name the reader and the decision they have to make.
4. Write one or two sentences on the purpose, and one on the method.
5. Pick the three to five findings the decision depends on, each with its number and section.
6. State the conclusion those findings support.
7. Write each recommendation as an action, with who and when; in a proposal, state the sum or the approval asked for.
8. Cut anything the report does not contain, and any sentence copied from the introduction.
9. Check the length, then ask someone who has not read the report what they would decide.

The evidence comes first: [Find sources](https://edcitation.com/) searches about 300 million published works, and [Cite a source](https://edcitation.com/cite) builds each reference from a DOI, title or web address.

## An executive summary example (ours, invented)

This executive summary example is EdCitation's own. The company, survey, figures and recommendations are invented; only the 2025 study it mentions is real.

> **Executive summary**
>
> **Purpose.** The directors asked whether Harbour and Finch, a 42-person design studio, should trial a four-day week on full pay from January 2027. This report sets out the evidence from our staff, our timesheets and published research, and makes a recommendation.
>
> **Findings.** Of the 38 staff who answered our September 2026 survey, 31 favoured a trial and five opposed one; client-facing staff were the most divided (section 3). Timesheets for the past twelve months show 14% of working hours spent in internal meetings (section 4). A 2025 study of four-day-week trials reports improvements in workers' well-being (section 2).
>
> **Conclusions.** A trial is affordable only if internal meeting time falls by a third and clients can still reach the studio every weekday. Without both, delivery dates would slip.
>
> **Recommendations.** (1) Run a six-month trial for all staff from 11 January 2027, on full pay. (2) Set a rota so that clients can reach the studio five days a week. (3) Report billable hours, deadlines met and sickness absence to the board monthly, with a decision on the trial's future in July 2027.

### What each part is doing

The purpose names the reader and the decision. Each finding carries its number and section, so a doubter can check. The conclusion states its conditions, and the recommendations are dated actions, the last saying how success is judged. At about 180 words it is 6% of a 3,000-word report, inside Westminster's 10%.

## What are the common mistakes in an executive summary?

The commonest mistake is describing the report instead of summarising it: "This report looks at working hours" gives the reader nothing to act on.

- **Written first.** It promises findings the report may not reach.
- **New material.** Toronto says the summary holds only what the report holds.
- **Copied sentences.** Lifted from the introduction, they are noticed.
- **No recommendation.** Nottingham and Sussex both expect one.
- **Jargon.** Toronto asks for plain terms for a manager.
- **Too long.** Sussex puts it under a page; the brief decides.
- **Numbers that differ.** In our view, check every figure against its table.

## How EdCitation helps with an executive summary

EdCitation helps with the brief and the evidence, and never writes any part of your report. For the evidence it is, in our view, the best tool for the job: each reference comes from the publisher's record, where a chatbot composes one from likely words, as the entry below shows.

### What Check your paper read from a real report brief

We pasted the team report assignment from MIT's 15.279 Management Communication for Undergraduates (Breslow and Heagney, 2012), 4,595 characters of its text, into [Check your paper](https://edcitation.com/check). The brief asks for an executive summary and a report "at least 10 pages", counting the transmittal memo and executive summary. It returned three rules:

- **Page count**, at least 10, from that sentence: read, correctly, as the whole report's, with the summary inside it. No length was invented for the summary.
- **Line spacing**, 1, from "typed, single spaced".
- **Reference list**, from "Please include, as well, footnotes and a bibliography."

It set aside 21 sentences, among them the six pages of narrative the body needs and the list of the final report's parts: "transmittal memo, executive summary, list of footnotes, and bibliography." So the executive summary never came back as a required part. The marks in "The entire report is worth 20 points" were not mistaken for a type size. Uploaded as a PDF, the brief gave the same three rules. A second MIT brief, a download that had been cut short, was refused with "This PDF could not be read: it may be damaged or incomplete." Download it again or paste the text, and read the set-aside list as closely as the rules.

### Find sources and Cite a source for the evidence

For the invented report, a topic search in [Find sources](https://edcitation.com/) for "four-day work week trial employee wellbeing" led with a news-style piece listed as a preprint, with no journal, then a 1972 dataset. A search worded as the claim, "work time reduction via a 4-day workweek finds improvements in workers' well-being" (which is also the study's title), put Fan et al. (2025) first. Given its DOI, [Cite a source](https://edcitation.com/cite/apa) returned this APA 7 entry, among its six styles:

> Fan, W., Schor, J. B., Kelly, O., & Gu, G. (2025). Work time reduction via a 4-day workweek finds improvements in workers’ well-being. *Nature Human Behaviour*, *9*(10), 2153–2168. https://doi.org/10.1038/s41562-025-02259-6

[Verify references](https://edcitation.com/verify-references) then marks each entry verified, doubtful or not found, never showing one it could not check as not found. All four are free, no account. Pro ($8 a month) adds [Mechanics QA](https://edcitation.com/tools/mechanics-qa); Max ($24 a month) adds Theoretics QA, which judges a paper against its own brief without rewriting it. See [pricing](https://edcitation.com/pricing).

## Quick questions

### How long should an executive summary be?

As long as your brief or funder says. Without one, the University of Westminster suggests about 10% of the report and Sussex under a page; long reports and theses can run to several pages.

### Is an executive summary the same as an abstract?

No. An executive summary serves a manager who will act, recommendations included; an abstract serves a reader deciding whether to read on.

### Should an executive summary be written first or last?

Last. Every university guide we read that raises the point says so.

### Can an executive summary use headings or bullet points?

Yes, in a long report: UTS allows headings and dot points in a summary of several pages.

### Can EdCitation write my executive summary?

No. EdCitation never writes any part of a report; its free [Check your paper](https://edcitation.com/check) reads your brief's rules for the summary into a checklist.

## References

- Breslow, L., & Heagney, T. (2012). *Team report* [Course assignment, 15.279 Management Communication for Undergraduates]. MIT OpenCourseWare. [https://ocw.mit.edu/courses/15-279-management-communication-for-undergraduates-fall-2012/resources/mit15_279f12_team_report/](https://ocw.mit.edu/courses/15-279-management-communication-for-undergraduates-fall-2012/resources/mit15_279f12_team_report/)
- Fan, W., Schor, J. B., Kelly, O., & Gu, G. (2025). Work time reduction via a 4-day workweek finds improvements in workers' well-being. *Nature Human Behaviour*, *9*(10), 2153–2168. [https://doi.org/10.1038/s41562-025-02259-6](https://doi.org/10.1038/s41562-025-02259-6)
- HM Treasury. (2025). *Publishing business cases: Guidance for departments*. GOV.UK. [https://www.gov.uk/government/publications/publishing-business-cases-guidance](https://www.gov.uk/government/publications/publishing-business-cases-guidance)
- HM Treasury. (2026). *Guidance on developing business cases for projects and programmes*. GOV.UK. [https://www.gov.uk/government/publications/guidance-on-developing-business-cases](https://www.gov.uk/government/publications/guidance-on-developing-business-cases)
- National Science Foundation. (2024). *Proposal and award policies and procedures guide (NSF 24-1), Chapter II: Proposal preparation instructions*. [https://www.nsf.gov/policies/pappg/24-1/ch-2-proposal-preparation](https://www.nsf.gov/policies/pappg/24-1/ch-2-proposal-preparation)
- Naval Postgraduate School Graduate Writing Center. (n.d.). *Executive summaries and abstracts*. [https://nps.edu/web/gwc/executive-summaries-and-abstracts](https://nps.edu/web/gwc/executive-summaries-and-abstracts)
- UK Parliament. (n.d.). *Guidance on giving written evidence to select committees*. Retrieved September 26, 2026, from [https://publications.parliament.uk/pa/cm/written-evidence-guidance.htm](https://publications.parliament.uk/pa/cm/written-evidence-guidance.htm)
- University of Chicago Foundation and Corporate Relations. (n.d.). *Tips for developing proposals*. [https://fcr.uchicago.edu/developing-proposals/](https://fcr.uchicago.edu/developing-proposals/)
- University of Nottingham. (n.d.). *Business reports*. Studying Effectively. [https://www.nottingham.ac.uk/studyingeffectively/assessment/types/business.aspx](https://www.nottingham.ac.uk/studyingeffectively/assessment/types/business.aspx)
- University of Sussex. (n.d.). *Reports*. Skills Hub. [https://www.sussex.ac.uk/skills-hub/writing-and-assessments/reports](https://www.sussex.ac.uk/skills-hub/writing-and-assessments/reports)
- University of Technology Sydney. (n.d.). *Abstract and executive summary* [PDF]. [https://www.uts.edu.au/globalassets/sites/default/files/abstract_and_executive_summary.pdf](https://www.uts.edu.au/globalassets/sites/default/files/abstract_and_executive_summary.pdf)
- University of Toronto Engineering Communication Program. (n.d.). *Abstracts and executive summaries*. [https://ecp.engineering.utoronto.ca/resources/online-handbook/components-of-documents/abstracts-and-executive-summaries/](https://ecp.engineering.utoronto.ca/resources/online-handbook/components-of-documents/abstracts-and-executive-summaries/)
- University of Westminster. (2023, January 19). *Report writing*. LibGuides. [https://libguides.westminster.ac.uk/report-writing](https://libguides.westminster.ac.uk/report-writing)
- U.S. Small Business Administration. (n.d.). *Plan your business*. Retrieved September 27, 2026, from [https://www.sba.gov/counseling/plan-your-business/](https://www.sba.gov/counseling/plan-your-business/)