Key takeaways:
- What is an executive summary? It’s a concise overview at the beginning of documents like business plans, capturing key points for busy executives.
- Why is an executive summary important? It drives investor interest, clarifies project goals, and enhances communication among stakeholders.
- Who needs an executive summary? Project managers, startup founders, analysts, and business executives benefit from crafting effective summaries.
- What should be included in an executive summary? Key elements include project goals, proposed solutions, relevant data, and a clear call to action.
- When should an executive summary be written? This is necessary after comprehensive planning, before presentations, and when seeking approvals or funding.
I’ve sat in meetings where million-dollar projects were decided based on a single page. I’ve watched investors skim through business plans, stopping only at the executive summary before making a decision. And I’ve seen strong proposals get rejected because the summary didn’t make a clear case.
If there’s one thing I’ve learned, it’s this: a great idea means nothing if the executive summary doesn’t sell it.
In this guide, I’ll show you how to write an executive summary that drives results. You’ll learn what to include, what to avoid, and how to structure it in a way that grabs attention.
I’ll also share Wrike’s free executive summary templates that you can download, so you can put these lessons into action right away.
What is an executive summary?
An executive summary is a short overview at the beginning of a large document, like a business plan or project proposal, that quickly grabs a reader’s attention. It’s meant to give busy executives a quick overview of the document’s purpose and key findings without the need to read the entire document.
What is an executive summary in project management?
An executive summary in project management is a short section at the start of a project document. Unlike other summaries, this focuses directly on the project’s background, objectives, and the proposed solution to achieve these goals. It quickly tells your audience why the project matters, how you’ll get it done, and the expected benefits.
Why is an executive summary important?
In my years managing diverse projects, I’ve learned that a great executive summary is often the deciding factor in whether your project gets support, funding, or approval. Let me explain why.
First off, when I’m dealing with project stakeholders or C-level executives, time is always limited. They’re usually handling countless priorities, so my goal is to deliver key information in the simplest and quickest way possible. An effective executive summary helps me immediately catch their interest and clearly show them what’s at stake.
Another big benefit is that it forces clarity. When I have to distill complex ideas into just a few sentences or short paragraphs, I’m compelled to clarify the project goals, key metrics, and core values we’re delivering. This makes every part of the project more focused.
I’ve also found that a summary sets the stage for clear communication. When everyone has the same high-level overview of the project upfront, confusion drops dramatically. There’s less back-and-forth, fewer misunderstandings, and we’re all on the same page from day one.
Speaking of communication, if you have a team working on your executive summary and you need to monitor your project’s timeline, I suggest you use Wrike’s Gantt chart and cross-tagging features to track tasks across multiple departments so everyone can be on the same page.
Who needs an executive summary?
In my experience, almost anyone responsible for presenting ideas or plans benefits greatly from an executive summary.
If you’re managing projects, you’ll quickly realize project managers rely heavily on executive summaries. Similarly, if you’re creating a business plan or presenting a funding request, an executive summary becomes your strongest asset.
I’ve seen firsthand how startups or teams seeking investment use summaries to highlight their unique value proposition and financial projections, persuading investors or lenders quickly.
To sum it up, here’s who typically needs an executive summary:
- Project managers
- Analysts and researchers
- Marketing and sales teams
- Startup founders
- Investors
- Consultants
- Business executives
- Proposal writers
The best part is that you don’t even have to write your executive summary from scratch. For example, RPM Last Frontier, a real estate firm, uses Wrike’s templates to reduce operational costs of repeat tasks.
On the template, my favorite thing is that I can set it and reuse the same steps over and over again to create consistency and transparency. Wrike naturally created efficiencies, so that we were able to handle 25% more accounts than forecasted, just because we can now handle it faster.
Kassandra Taggart, President and Owner
Components of an executive summary
Ready to write a compelling executive summary? You must have these key elements in mind:
- Opening paragraph: Clearly states your purpose or main idea
- Project background: Briefly explains your company’s business model
- Project objectives: What exactly your project aims to achieve
- Proposed solution: How you plan to achieve your goals
- Value proposition: Unique benefit or advantage your project offers
- Relevant data: For example, market analyses or key findings
- Target market: Who exactly will benefit
- Financial projections: Expected costs, budgets, or projected revenue
- Expected outcomes: Clear summary of results or impact
- Next steps: What stakeholders should expect or do next
- Call to action: Clearly indicates what decision or action you want readers to take
Including these key elements ensures readers instantly grasp your project’s key points and understand why it deserves their attention.
How is an executive summary different from other project documents?
There’s often confusion between an executive summary and other important project documents. While they might seem similar at first glance, each document has a distinct role and purpose. Let me explain the key differences:
Executive summary vs. project plan
As we have already established, an executive summary highlights the essential key points regarding why your project matters and what it’s expected to deliver. On the other hand, a project plan is far more detailed. It covers the project’s specifics, such as the:
- Timeline
- Individual tasks
- Resource allocation
- Milestones
Executive summary vs. project overview
The terms ”executive summary” and ”project overview” can feel interchangeable, but in practice, they’re distinct. A project overview usually includes background information about why the project was initiated, its overall purpose, and the intended benefits to the organization.
Executive summary vs. project objectives
While both are important, they serve different purposes. Project objectives outline measurable goals that the project team aims to achieve.
Need a quick summary? Here’s a table that shows the key differences between an executive summary and other project documents.
|
Feature |
Executive summary |
Project plan |
Project overview |
Project objectives |
|
Purpose |
Quickly inform and help decision makers understand important aspects of the project |
Offer detailed guidance for the project team to execute the project step by step |
Provide overall context and explain the background and strategic importance of the project |
Clearly state measurable and achievable goals of the project |
|
Length and detail |
Short, concise overview, typically 1–2 pages |
Detailed, extensive, typically several pages or more |
Moderate, often 1–3 pages, providing enough context but not full detail |
Short and direct statements, typically listed clearly as bullet points |
|
Audience |
Senior leaders, stakeholders, investors |
Project teams, individual contributors |
Project team, stakeholders, and occasionally executives for broad context |
Project teams, stakeholders, and managers tracking project success |
|
Focus |
Broad yet concise highlights, including project goals, benefits, outcomes, and financial projections |
Task-level details, schedules, responsibilities, resources, and milestones |
Background context, strategic intent, and business justification |
Specific and measurable outcomes, clear deliverables, and criteria for success |
|
Usage |
Early project stage, presentations, funding requests, strategic meetings |
Throughout the entire project lifecycle to guide daily tasks and manage timelines |
Early stages for clarity on project scope, purpose, and justification |
At the start and during checkpoints to measure project success and progress |
When to write an executive summary
One common question I’ve faced throughout my years in project management is, “What’s the best time to write an executive summary?” The timing can affect how well your summary reflects your project.
So, here are my top four answers to the question, ”When should I write my executive summary?”
1. After detailed planning and research
Sometimes, especially with big projects, I wait until I have more comprehensive data. Writing the summary after conducting market analysis allows me to confidently present my summary in condensed form.
You can use Wrike’s dashboards to track your progress and get real-time reports as you conduct your research. 
2. Before presenting to executives
When my primary audience is investors, I always ensure my executive summary is updated and polished immediately before the presentation.
I usually check for things like:
- Is the project’s proposal crystal clear?
- Are the benefits to executives and stakeholders obvious?
- Is the language concise and easy to understand quickly?
- Is any new, relevant information included?
Doing this ensures the summary conveys our value proposition and market share from the very first line.
3. After significant project changes
Significant changes mid-project require updating or even rewriting my executive summary. In updating the summary, I focus on:
- Clearly outlining what changed and why
- Updating goals and expectations
- Realigning the management team around new objectives
- Clarifying the impact of changes on outcomes
4. When seeking approvals or funding
At this stage, investors primarily want an overview of the project’s relevant financial information and market share. A great executive summary at this stage increases the likelihood of approval or funding.
Benefits of writing an executive summary
Throughout my career as a senior project manager, I’ve consistently found that writing a thoughtful executive summary brings a lot of advantages to the table. It is a project document that often sets the tone for the entire project.
Let me share six key benefits I’ve personally experienced from writing a project executive summary:
Gains investor interest and buy-in
Early in my career, I learned that investors rarely have the patience to read through a detailed business plan. However, when I start with a persuasive project executive summary, it instantly captures their interest. I’ve repeatedly managed to secure investor buy-in, even from those initially skeptical.
Acts as a decision-making tool
I’ve found that concise summaries equip stakeholders with the key information they need to make informed decisions.
Decision makers typically want to know:
- What’s the core purpose of the project?
- What key risks and opportunities exist?
- How will success be measured?
- What are the immediate next steps?
When I carefully outline major risks, benefits, and goals upfront, I consistently see faster, better decisions being made.
Accommodates busy executives’ limited time
Having spent years working closely with top executives, I appreciate how precious their time is. A concise format summary allows these individuals to quickly understand my project proposal without needing to navigate through a lengthy full report. It quickly captures the reader’s attention right from the opening paragraph. I’ve noticed that executives are genuinely grateful when my summaries respect their limited schedules.
Drives stakeholder engagement
One significant challenge I’ve faced is keeping stakeholders continuously engaged. However, when I emphasize key messages and important points upfront, my summaries help stakeholders quickly grasp the project’s purpose and significance.
Engaging summaries usually address:
- Why should stakeholders care about this project?
- How exactly will it benefit them?
- What roles do stakeholders need to play?
- How will stakeholder contributions impact success?
This clarity keeps them engaged and actively supporting the project’s success.
Enhances overall project communication
PMI research suggests communication breakdowns account for 30% of project failures. Some online discussions attribute 100% of project failures to communication failures. Manas De Amin, PMI-ACP, in the community, shared: ”Open and honest communication is of utmost importance for project success.”
Managing complex projects, I’ve often seen miscommunications arise from unclear documentation. However, when executive summaries succinctly present core objectives and expectations, the management team is aligned and clear on responsibilities.
Influences action
A well-crafted executive summary motivates action. When you clearly outline next steps or define exactly what needs to happen after stakeholders finish reading, it triggers immediate responses and faster commitment. This proactive approach accelerates project milestones and improves overall outcomes.
How to write an executive summary
When I first started writing executive summaries, I thought it would be just a short section. Well, I quickly discovered there’s an art to writing an effective executive summary in project management.
Over the years, I’ve refined my approach, and I’d love to walk you through exactly how I write an executive summary.
1. Start with a problem statement
One lesson I’ve learned is never to assume my target audience immediately knows or understands the problem I’m trying to solve. Instead, I start by briefly stating the core problem right away. I ask myself, “What’s the single most important problem my project addresses?”
For instance, if I’m addressing declining customer retention, I might open with something like, “Over the past six months, our customer retention rate has fallen by 20%, directly impacting revenue and market position.”
2. Highlight the background and context of the project
After clearly stating the problem, I give context. I don’t just assume readers understand how we arrived at this point. Instead, I briefly explain what led to the issue.
I summarize recent trends, historical data, or events that led to the current issue. I connect these background details to why the project is necessary right now.
For example, continuing from the retention example above, I might briefly mention a recent shift in competitor strategy or changing customer expectations that contributed to declining retention rates.
Outlining this context makes readers appreciate the urgency and relevance of the project without overwhelming them with unnecessary details.
3. Use visuals and data
According to PMI, ”The use of visual thinking tools enhances understanding of complex projects and supports management of high volumes of disparate data points.” That’s why I use visuals and data to strengthen my points, boost credibility, and illustrate important ideas.
Some visuals I frequently find effective include:
- Line graphs: Great for illustrating trends (e.g., monthly revenue growth or customer retention rate changes)
- Bar charts: Useful when comparing categories (e.g., comparing performance between products or departments)
- Pie charts: Perfect for showing proportional data (e.g., market analysis, customer demographics)
- Tables: Ideal for summarizing figures (e.g., budget breakdowns)
- Flowcharts: Excellent for presenting complex processes or structures (e.g., project workflow, organizational structure)
For instance, if addressing customer retention, you can use project management tools like Wrike’s advanced analytics to show the rate over the last six months. This immediately conveys the urgency far more than a paragraph of text alone.
4. Revise with fresh eyes
Writing an executive summary can become so familiar to me that I might overlook issues. That’s why I always step away for a few hours (or ideally overnight) before revising. When you return with fresh eyes, you see opportunities to improve clarity, tone, and impact.
Remove any repetitive sentences, double-checking that every word serves a purpose. As Eric Butow, the author of the book titled “Write Your Business Plan: A Step-By-Step Guide to Build Your Business,” shared:
”A good rule of thumb for writing an effective and efficient business plan is to avoid repeating information. Brief is better and clearer, and needless repetition may annoy some readers and confuse others.”
This simple practice has consistently helped me enhance readability, making my summaries more persuasive.
5. Close with a strong call to action
Lastly, I’ve learned never to leave my summary open-ended. I confidently indicate what action I want my readers to take next. Right before the call to action, I summarize the main benefit again. Reminding stakeholders why their immediate decision matters reinforces urgency and purpose. For instance: “Approving this proposal by April 1 will ensure we meet Q3 revenue targets and stay ahead of competitors.”
Tips for writing a compelling executive summary
Here are some top tips that have helped me consistently write an executive summary that stands out:
- Describe what your proposed project idea achieves in clear language
- Customize your executive summary to your audience, considering their level of prior knowledge and specific interests
- Reflect the content of the larger document the executive summary is part of
- Reinforce your claims by adding recent customer feedback or testimonials
- Ensure your summary can stand independently without needing to read the entire larger document
- Make sure your summary is clearly formatted and includes a title page.
- Use a good sample executive summary to inspire structure and clarity
- State the project address or the company description if relevant
- Use executive summary templates to ensure consistency and save time
If you’re struggling to organize key steps in your executive summary, Wrike’s action plan template can give you a structured framework to help you present your ideas professionally.
Common mistakes to avoid when writing an executive summary
I’ve noticed a few frequent mistakes project managers make when they write an executive summary.
Here’s a quick table summarizing these common mistakes:
|
Common mistakes |
Description |
|
Too much jargon |
Using technical terms that confuse or frustrate readers |
|
Overly lengthy summaries |
Writing excessively long summaries that lose the reader’s attention quickly |
|
Unclear project plan |
Not clearly communicating why the project exists or what it aims to achieve |
|
Lack of data |
Presenting project proposals without evidence |
|
Disorganized structure |
Jumping between topics or failing to logically structure key information |
|
Poor proofreading |
Overlooking grammar, spelling, or formatting mistakes |
Executive summary example with free simple template
Sometimes, the best way to learn is to see a real-life executive summary example or start with a template. To make things easy, I’ve provided two free executive summary templates below:
Blank executive summary template
This is a ready-to-use template that can help you structure your own executive summary — perfect if you’re writing a summary from scratch and just need clear guidelines.
Download this blank template to create your own executive summary.
Example executive summary template
This is an actual example of a professionally written executive summary. This executive summary sample will guide you on how you can articulate your project’s goals.
Download this executive summary sample.
3 real-life executive summary examples with free templates
Here are some more executive summary example templates for different use cases.
1. Business plan executive summary
Company Name: FreshBite Meal Kits
Project Title: Expansion into new markets
Date: March 19, 2025
Prepared by: Olivia Carter, CEO
Company description
FreshBite Meal Kits is a fast-growing meal delivery service that provides fresh, pre-portioned ingredients to busy professionals and families.
Project background
FreshBite operates in five major cities with high demand for convenient, healthy meal solutions. Market research shows a growing preference for fresh, customizable meal options, and expanding into new locations aligns with industry trends.
Project objectives
- Launch FreshBite services in New York, Chicago, and Miami.
- Increase customer base by 50% within the first 12 months.
- Improve brand recognition through targeted digital marketing.
Proposed solution
The expansion strategy includes strategic partnerships with local farms, a data-driven digital marketing campaign, and operational efficiency improvements to scale distribution.
Value proposition
FreshBite stands out by offering customizable meal options, locally sourced ingredients, and flexible subscription models, giving customers more control over their dietary choices.
Relevant data
Meal kit market is expected to grow by 14% annually through 2028. Surveys show 65% of urban consumers prefer fresh meal kits over frozen alternatives.
Target market
Busy professionals, health-conscious individuals, and families looking for convenient, high-quality meal solutions.
Financial projections
- Initial investment: $2.5 million
- Projected financial growth: 40% within 18 months
- Customer acquisition cost: $50 per user
Expected outcomes
By expanding into these cities, FreshBite aims to increase revenue by $10 million annually, reduce supply chain costs through local partnerships, and strengthen brand positioning in the premium meal kit sector.
Next steps
- Secure funding and finalize logistics by Q2.
- Begin marketing campaigns and influencer partnerships.
- Launch operations by Q4 2025.
Call to action
We invite investors to participate in this expansion and capitalize on the growing demand for fresh, on-demand meal solutions.
2. Research report executive summary
Research title: Consumer behavior trends in online shopping
Prepared by: Everest Group
Date: March 19, 2025
Introduction
This research report examines emerging consumer behavior trends in e-commerce, focusing on mobile shopping habits, social media influence, and personalized recommendations.
Project background
As digital commerce continues to evolve, understanding how consumers interact with online platforms is crucial for businesses looking to optimize their strategies.
Project objectives
- Analyze key factors driving purchase decisions.
- Identify patterns in mobile shopping behavior.
- Assess the impact of influencer marketing on consumer trust.
Proposed solution
The study includes qualitative and quantitative research, analyzing customer feedback, industry data, and digital purchasing patterns to provide actionable insights.
Value proposition
Businesses can leverage this research to enhance conversion rates, refine marketing strategies, and personalize customer engagement effectively.
Relevant data
78% of online shoppers say personalized recommendations influence their purchases. Mobile commerce accounts for 55% of total e-commerce sales in 2025.
Target market
Retailers, digital marketing agencies, and e-commerce brands looking to optimize user experience.
Financial projections (if applicable)
N/A (This section may apply if the research report includes investment opportunities or financial implications.)
Expected outcomes
The report provides a data-driven roadmap for businesses to improve online customer engagement, increase retention, and optimize ad spend.
Next steps
Businesses can implement strategies based on key findings. Further research can explore AI-driven personalization trends.
Call to action
Download the full report for a detailed analysis of consumer trends and best practices for increasing online sales.
3. Project proposal executive summary
Project name: Social media growth strategy for NuvaTech
Company name: NuvaTech Solutions
Date: March 19, 2025
Prepared by: Marketing team
Introduction
NuvaTech is launching a social media growth initiative to improve brand awareness, engagement, and lead generation across major platforms.
Project background
Despite strong sales performance, NuvaTech’s organic social media reach has remained stagnant. Competitor analysis reveals that businesses with an active digital presence experience 20% higher conversion rates.
Project objectives
- Grow NuvaTech’s Instagram and LinkedIn following by 50%.
- Increase social media-driven website traffic by 35%.
- Improve engagement rates through interactive content and paid campaigns.
Proposed solution
A three-phase social media marketing strategy incorporating influencer partnerships, targeted paid ads, and high-quality content production.
Value proposition
A stronger digital presence will expand brand reach, attract high-quality leads, and improve overall customer retention.
Relevant data
65% of B2B buyers say LinkedIn content influences their purchase decisions. NuvaTech’s competitor engagement rates are 30% higher, indicating room for improvement.
Target market
Tech professionals, business decision makers, and industry influencers.
Financial projections
- Marketing budget: $750,000
- Projected growth: 20% within 12 months
- Expected ROI: 4:1
Expected outcomes
NuvaTech expects to strengthen its online authority, boost brand engagement, and generate high-value leads.
Next steps
Launch paid ad campaigns and influencer collaborations by Q3. Begin performance tracking and strategy refinements.
Call to action
We invite the marketing team and executive leadership to review and approve this project proposal to begin execution.
Executive summary template format
To help you decide which executive summary format is right for your needs, here’s a side-by-side comparison of the different examples I shared with you above:
|
Feature |
Business plan |
Research report |
Project proposal |
|
Purpose |
To present a company’s strategy, financial outlook, and market opportunity for investors or stakeholders |
To summarize key insights, findings, and recommendations from a research study |
To propose a specific project, outlining objectives, solutions, and expected outcomes |
|
Target audience |
Investors, stakeholders, company executives |
Business analysts, marketing teams, researchers, or industry professionals |
Company leadership, marketing teams, or external partners |
|
Focus areas |
Business strategy, financial projections, market positioning |
Industry trends, market analysis, consumer behavior |
Project objectives, execution plan |
|
Benefits |
Helps secure funding, aligns stakeholders, and sets a business growth roadmap |
Provides insights, supports data-driven decision making, and simplifies complex research |
Helps get project approval, defines execution steps, and aligns teams on goals |
|
Call to action |
Encourages investment, stakeholder approval, or business partnerships |
Invites readers to explore the report for insights or implementation |
Requests approval, budget allocation, or next steps for project execution |
Can AI write an executive summary?
According to Harvard Business Review, ”only 35% of projects today are completed successfully. One reason for this disappointing rate is the low level of maturity of technologies available for project management.” As someone who has written a number of executive summaries, I’ve tested AI tools to see if they can replace human expertise. AI can assist by generating drafts, summarizing large amounts of data, and even refining wording, but it can’t fully understand the basics of my project plan the way I can.
That’s why I always review, edit, and refine the summary myself. I ensure it’s accurate, complete, and aligned with my business plan.
If you are looking for an AI tool, you can use Wrike’s generative AI to generate your drafts so you can eliminate redundant tasks. However, remember to edit to fit your business plan. 
Need an executive summary? Wrike has the right templates for you
Now that you’ve gone through this guide, you should know how to write an executive summary that drives results. As you already learned, an executive summary serves as a decision-making tool for many businesses. It highlights the most important points of your business plan.
Instead of starting from scratch, Wrike’s prebuilt templates provide a structured framework so you can focus on content rather than formatting.
If you need to create a business plan, Wrike has a variety of templates to help you get started:
- action plan: Helps you organize your tasks, set deadlines, and keep track of progress
- Business goals: Helps set measurable goals for your team and track progress
- Marketing campaign management: Makes it easy to plan, execute, and track marketing campaigns in one place
- Business process management: Streamlines workflows and helps optimize your operations
- Change request: Keeps track of project changes and ensures smooth approvals
- Communication plan: Helps teams stay aligned with updates and messages
My work-life balance has improved simply by using templates to justify why we need a certain amount of time to work on a project. I can push back and say, ‘This is why we need X amount of time, and this is how we’re addressing the problem.’
Georgia Steenberge, Design Director
Ready to create an executive summary that persuades and drives results? Start your free two-week trial with Wrike!
Executive summary example FAQs
What is an executive summary template?
It’s a ready-made format that helps you structure your executive summary quickly and professionally without starting from scratch.
What is an example of an executive summary?
An example could be a business plan summary that highlights the company’s mission, target market, financial outlook, and growth strategy.
How long should an executive summary be?
Ideally, one to two pages.
How do you write a strong executive summary?
Keep it concise and persuasive. Start with a compelling introduction, focus on the most important details, and tailor the message to your audience. Use data to support your points, and end with a strong call to action that guides the reader on what to do next.
