What Is an Executive Summary? (And How to Edit One)
If you’re an editor who specializes in business writing, you’ll need to know what an executive summary is and how to edit one.
Executive summaries are key to saving time and resources. They allow busy professionals to quickly understand the main points of a report, proposal, or business plan. But what goes into a good executive summary? And how do you proofread and edit one effectively?
In this post, we’ll define executive summaries, explain why they’re such important documents, and offer tips on how to ensure they’re polished, concise, and compelling.
What Is an Executive Summary?
Ideally, decision makers at a company will read reports and other documents in full before making a decision. However, reading every document would take a long time. Therefore, busy professionals often rely on executive summaries.
An executive summary provides an overview of a larger document, such as a business report or proposal, that analyzes a problem and proposes a solution. A good executive summary communicates the essence of the full document, presenting key points, conclusions, and recommendations in an easily digestible format.
Executive Summaries Vs. Abstracts
Executive summaries shouldn’t be confused with abstracts. Abstracts are short article summaries, commonly used in academic writing, aimed at helping the reader decide whether to read further. In contrast, an executive summary will often be read in place of the full document, meaning it needs to include all the necessary information to understand the business or project proposal.
What Is the Purpose of an Executive Summary?
Executive summaries are usually aimed at project team members, shareholders, or potential investors. They serve two main purposes:
- To provide key information contained in the main document in a more concise format
- To convince the reader of the importance of the project or business proposal
While not always strictly necessary, executive summaries are a helpful time-saving tool that can quickly get the audience on the same page. If your client has written a lengthy business document that doesn’t include an executive summary, you might want to suggest they write one!
What Should Be Included in an Executive Summary?
There’s no single, universal structure for an executive summary, but most will include:
- A short introduction stating the subject of the document and/or the problem it addresses
- If applicable, brief details of the methods used for the research or analysis
- A summary of the key findings or results from the full document
- A short statement setting out key conclusions and recommendations
For any executive summary, this will involve omitting certain details. But this is fine as long as it includes the essential information the reader needs to make a decision or take action.
How to Edit an Executive Summary
In most respects, proofreading or editing an executive summary is like working on any other business document: It should be clear, concise, professional in tone, and error free. However, there are a few areas you’ll want to pay special attention to when polishing an executive summary.
1. Can It Be Skim Read?
Part of the purpose of an executive summary is to help readers absorb the main points quickly. Ensure your client’s work is easy to skim read by checking that they have:
- Concise paragraphs and clear subheadings to signpost key sections
- Bullet points and numbered lists where appropriate
- Minimal repetition or redundancy
2. Does It Provide Evidence?
An executive summary should present the most compelling facts, figures, and sources from the main document to support its argument. If your client’s summary is missing important data – such as percentages, timeframes, projected turnover, or cost–benefit analyses – suggest they include those details to make the summary more convincing.
3. Does It Use Clichéd Language or Jargon?
Clichéd language or unrealistic claims (e.g., a product that will be “the number one item on everyone’s Christmas list”) can be misread as factual statements. If you come across overblown or vague wording, advise your client to remove or replace it.
Likewise, if the summary contains technical terms or industry jargon, make sure the target reader will understand them. If not, suggest clarifying these terms or rephrasing them in more accessible language.
4. Is It Consistent?
The executive summary is an extension of the main report, so the information and formatting should remain consistent across both documents. Look out for:
- New or conflicting details: The summary should not introduce information not found in the main document.
- Differences in vocabulary, terms, and headings: Consistent language should be used throughout. For example, if the main document refers to “business goals,” the summary should use the same terminology.
- Changes in tone or voice: Both documents should feel like they were written for the same audience.
- Differing spelling conventions: Some clients may prefer different spellings based on region or style (e.g., “analyses” vs. “analyzes,” “summarised” vs. “summarized”).
When proofreading or editing, make sure to confirm any style guide requirements and maintain consistency throughout both the main document and the executive summary.
5. Does It Make Sense on Its Own?
Many decision makers will read only the executive summary, so it needs to make sense as a standalone document and shouldn’t lack any key context. If something is unclear without reading the main document, flag this with the client.
6. Is It Tailored to the Target Audience?
Always keep the intended reader in mind when editing an executive summary. Executives and investors may want a high-level overview with only the most critical data. Project team members may prefer some additional details to guide them. If the language or level of detail seems unsuitable, add a comment for your client suggesting revisions.
7. Is It Too Long?
If you’re editing both the summary and the main document, ensure the summary sticks to an appropriate length. If it’s too long, you can leave comments noting which parts can be safely cut without losing any essential information.
As mentioned, length guidelines vary, but an executive summary is typically no more than one or two pages, or roughly 5–10% of the entire document’s word count. If it’s significantly longer, it risks defeating the purpose of being a “summary.” Still, it must include the essential points, so your client will need to find a balance between brevity and completeness.
8. Is There Any Missing Information?
Sometimes, important points don’t make it into the executive summary, even though they appear in the full document. If you see key data, figures, or recommendations left out – especially if they’re crucial for understanding or decision making – highlight this for your client so they can add them back in.
And if your client’s document involves highly regulated industries – such as finance or healthcare – make sure that any necessary disclaimers or references are present. This might include:
- Forward-looking statements: Often used in financial and corporate reports to clarify that certain predictions or estimates are not guaranteed
- Confidentiality notices: Required when handling sensitive or proprietary information
- Industry-specific regulations: For instance, documents that detail medical research or pharmaceutical data may require clear disclosures of research methods.
As an editor, it’s not your job to provide legal counsel. However, you should watch for any obvious omissions or inconsistencies (e.g., disclaimers mentioned in the main document but missing in the summary) and flag them for your client.
Becoming a Proofreader or Editor
Whether you’re just starting out or already freelancing in the field, Knowadays can help you refine your skills and find new opportunities.
Our online, self-paced, CPD-accredited courses in proofreading and editing include modules dedicated to business writing – as well as academic and creative writing. Buy both courses as a bundle, and you’ll save 15%! You can even try some lessons for free (with no strings attached).
Updated on April 7, 2025
Your email address will not be published.