Executive summaries: How to write one (with a template)

An executive summary is a concise overview at the start of a longer document that gives readers its key findings and recommendations without requiring them to read the full report. These summaries are crucial because many directors focus on a handful of key pages. The executive summary provides a clear and comprehensive overview of the essential details in reports, documents or board books, giving directors succinct and engaging descriptions that orient the board to the following complex topics.

That said, only 21% of senior legal leaders are very confident their board receives the right mix of information on risk, according to the Diligent Institute’s GC Risk Index 2026. This puts pressure on administrators to prioritize the few findings, risks and decisions directors need most.

The same framework applies when learning how to write an executive report for a board or leadership team.

Here, we’ll explain how to write executive summaries that boost board effectiveness, including:

• The purpose and placement of an executive summary
• The five parts, format and outline of an executive summary
• Writing steps, examples and a customizable template
• Common mistakes to avoid

What is the purpose of an executive summary?

Executive summaries maintain board momentum. They allow board members to grasp the key points and make informed choices without getting bogged down by details.

An executive summary provides that access. In doing so, it:

• Saves time: Boards can quickly understand the document without reading its entire contents.
• Communicates key insights: Board administrators can summarize main points, findings and recommendations.
• Persuades and engages: A strong executive summary will encourage board directors to take action, whether approving a project or supporting an initiative.
• Clarifies the big picture: Summaries give the board context for the full document, and explain its relevance and significance to the discussion.

Executive summary vs. abstract vs. introduction

Where does the executive summary go in a report?

The executive summary is typically placed at the beginning of a report, directly after the title page and before the table of contents. This allows readers to access the summary before digging into more detailed content.

That means the typical order of a report will be:

1. Title page
2. Executive summary
3. Table of contents
4. Main body of the report
5. Conclusions and recommendations
6. Appendices (if needed)

The same logic applies inside a board pack: each report’s summary sits at its front, so directors can scan the pack before deciding where to read in depth.

The 5 parts of an executive summary

A practical executive summary includes the five following components:

1. Introduction or background: Briefly explain the report or proposal, the problem or opportunity it addresses and why the issue matters.
2. Objectives or goals: Clarify what the document aims to achieve, including specific outcomes, targets or results the report or proposal intends to accomplish. This can include solving a problem, presenting findings or making a recommendation.
3. Key findings or main points: Highlight critical insights or discoveries from the full document. Offer a brief overview of the most important facts, data or conclusions, so the reader can understand key takeaways.
4. Recommendations or proposed actions: Suggest steps or actions the board should take based on the findings. Write clear, actionable recommendations or proposed actions to address the topics the board report discusses.
5. Conclusion or impact: Wrap up the summary with a statement on the significance or potential impact of the proposed actions. This is typically a brief explanation of how the recommendations will solve the problem or create value, with a focus on long-term effects.

Brevity in every part pays off in the boardroom itself: according to What Directors Think 2026 by Diligent Institute and Corporate Board Member, 42% of directors want fewer presentations and more discussion. A concise summary leaves more meeting time for questions, debate and decision-making.

How to write an executive summary

Here’s a step-by-step guide on how to craft an engaging executive summary:

1. Understand the entire document: Before writing, thoroughly understand the content, purpose and structure of the full report or proposal. Make sure you grasp the main findings, recommendations and conclusions. Identify the document’s most essential elements: the problem or opportunity, objectives, key findings, recommendations and any calls to action. Write the summary last, once the report is finished and the recommendations are settled, so it reflects the final document rather than an early draft.
2. Start with the purpose: Begin by briefly explaining the document’s purpose. What problem or opportunity does it address? Why is this issue significant, and who will benefit from the proposed actions? Keep this section clear and concise, providing enough context for readers to understand the scope.
3. Highlight the key findings or main points: Summarize the essential information supporting the document’s purpose. Focus on the key data, findings or arguments that have shaped the conclusions or recommendations. Avoid including excessive details; provide just enough for board members to grasp the core insights.
4. Outline the objectives or goals: Clearly state what the document aims to achieve. What are the desired outcomes or goals the recommendations will help accomplish? These should align with the findings and highlight the overall impact of the document.
5. Present recommendations or proposed actions: Offer actionable suggestions based on the findings. This is the core of the executive summary, as it outlines the steps the reader should take or consider. Be clear and specific, and avoid vague language. Focus on concrete actions that directly address the issue at hand.
6. Conclude with the significance or impact: Wrap up the executive summary with a brief conclusion that ties together the recommendations and their expected impact. What is the broader significance of the proposed actions? How will they benefit the organization or stakeholders in the long term?
7. Keep it concise and focused: An executive summary should run roughly 5% to 10% of the source document’s length, or one to two pages in most cases. Use clear, concise language and remove unnecessary jargon or details.
8. Revise for clarity and persuasion: Once you’ve written the first draft, revise it for clarity and readability. Ensure that it flows logically and is engaging for the reader. Make the case for proposed actions and explain their potential impact.

Example of an executive summary of a report

Executive summary

This report comprehensively analyzes the organization’s financial performance for the last fiscal year and presents recommendations for improving financial sustainability in the upcoming year. The report intends to inform the board of directors about the organization’s finances, highlight key challenges and propose strategic actions for growth and stability.

Purpose and background

This report reviews the organization's financial health as we close the fiscal year and prepare for the next. It analyzes revenue trends, expenditures and cash flow, as well as our investment strategies and potential risks. The findings presented herein are essential for guiding the board’s decisions regarding budgeting, fundraising and future investments.

Key findings

• Revenue growth: Revenue has increased by 5% over the previous year, primarily due to increased revenue from our product line. However, investment revenue declined, which accounted for 15% of our overall revenue last year.
• Expenditures: Operating expenses have risen by 8%, largely due to increased salaries and operational costs associated with expanding our programs. These expenditures align with our strategic goals but impact our bottom line.
• Cash flow: Cash flow has remained positive, but the organization’s liquidity is decreasing, particularly in the last quarter of the year. This could pose a challenge if revenue from fundraising does not meet expectations in the upcoming quarter.

Recommendations

To strengthen the organization’s financial health, the following actions are recommended:

First, diversify revenue streams by exploring new funding sources, including corporate sponsorships, membership programs and expanded investments to offset the decline in investment revenue.

Cost control and reserves should follow. Implement a cost-control strategy to manage rising operational costs. Review vendor contracts and improve staff allocation as part of that strategy. Establish a reserve fund to improve liquidity and provide a safety net for unforeseen financial challenges. Aim for a three-to-six-month operating cost and buffer.

Conclusion

Revenue rose 5%, programmatic offerings expanded, operating expenses rose 8% and liquidity declined in the final quarter. The board should review the proposed measures for the next budget to mitigate financial risks.

Customizable executive summary template

Common mistakes to avoid

Even strong drafts fall into a few recurring traps:

• Too long: Anything past two pages stops being a summary.
• Jargon-heavy: Translate technical terms into plain English; not every director shares your expertise.
• No call to action: State the decision or next step you need from the board.
• Too vague: A summary that could apply to any document helps no one.
• Copied verbatim: Paraphrase the report; don’t paste sentences from it.
• Data omitted: Back key claims with the specific figures that support them.

Applying these practices consistently can still require substantial manual coordination. Technology can accelerate source synthesis and first-draft creation while leaving figures and recommendations under human review.

Write executive summaries with an impact

“Tell the board what they need to know, not what you know,” says David Platt, Chief Strategic Development Officer and Member, Executive Leadership Team at Moody’s.

A strong executive summary turns report content into decision-ready information. Your goal in writing an executive summary should be to convert raw information into decision-ready insight. This gives the board the tools to decipher the data and make better decisions.

Writing an executive summary can still leave administrators staring at a blank page. The manual work extends beyond drafting. Administrators must combine reports from multiple owners and verify the figures while maintaining consistent tone and board-book formatting.

Diligent Board and Leadership Collaboration, part of the Diligent One Platform, provides board management software with AI to summarize information quickly and accurately. Within the platform, Smart Builder synthesizes source materials into a professional first draft of the board book. The draft contains the summary pages directors read first.

The practical outcomes vary with an organization’s governance needs. Growing companies can produce professional board materials without rebuilding every summary from scratch, while pre-IPO companies can maintain more consistent committee materials as finance and governance teams manage IPO preparation demands. Public companies can support institutional-quality director materials across complex board and committee cycles.

The finding that 42% of directors want fewer presentations and more discussion reinforces the value of concise, decision-ready materials that preserve meeting time for questions and debate.

Smart Builder creates a first draft from source materials. It reduces manual compilation and uses a consistent structure across reports.

Start with one completed report and use the five-part framework to create a first draft, then verify every figure and refine the decision request before circulation.

Create decision-ready materials

See how Smart Builder can reduce manual board book preparation and help teams produce consistent materials.

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Frequently asked questions about writing an executive summary

What is an executive summary?

An executive summary is a concise, high-level overview of a longer document, like a proposal, report or board book. It provides key takeaways, essential details and recommendations to help board members quickly understand the document’s purpose and value without reading the entire content.

Why should the important contents of a long business report be summarized in an executive summary?

The important contents of a report should be summarized because it saves time by distilling complex information into clear and actionable insights. A well-crafted executive summary ensures critical messages aren’t overlooked and helps drive informed decision-making. For a board report, the summary should cover 6 areas: purpose, key metrics, findings, risks, recommendations and financial implications.

How can you tailor an executive summary to different types of board members and stakeholders?

Consider your audience’s priorities. Some board members focus on financials, while others prioritize strategic direction or operational updates. Use clear, direct language and highlight key takeaways relevant to their roles. If applicable, provide optional deep-dive sections or links to full reports for those who want more details.

What is the ideal length for an executive summary in a board report?

An executive summary should be about 5-to-10% of the source document, or one to two pages; for board reports, one page is the gold standard. Focus on the most important takeaways, using bullet points or short paragraphs for readability. Give board members concise insights and omit jargon, redundancy and excessive background.

Should an executive summary be written first or last?

Last. Draft it after the report is complete and the recommendations are settled, so it accurately reflects the finished document. University writing guides such as Boise State’s advise writing it last and never introducing information that isn’t in the report.

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