When I am asked to review engineering reports and proposals, the first thing I look for is an Executive Summary. I am surprised by the number of times this essential section is left out. Often, technical people will argue, “If I tell them the most important information right away, up front, they won't read the rest of my report.” And to that I respond “Well you've just saved them time then. Let your reader decide if they have enough information or if they need to continue reading”.

Research has shown that 100% of executives, or decision makers, will read the Summary, but it drops to only 70% who continue with the Introduction and Discussion of longer reports. Sadly, only 30% of executives will read the entire report. With that in mind, I can't urge you enough to include an Executive Summary.

Executive Summaries are being used more and more at the front of longer, more formal reports and proposals. Originally, there was only one kind of Executive Summary, but now there are three. It's important to know how each is used.

Executive Summary as a Cover Letter

The original form of Executive Summary--and still the most preferred--is a letter attached to the front of the report or proposal. Its purpose is to draw executive readers' attention to management, financial, or political factors inherent in the report's findings, conclusions, or recommendations; factors that for various reasons may not be spelled out in the document. (Hence, the title Executive Summary: the information is either confidential or "sensitive," and so intended only for executives.)

The advantage of this arrangement is that the executive or manager to whom the report is addressed can detach the Executive Summary before circulating the document to other staff members.

"Integrated" Executive Summary

An alternative format becoming popular is to place an executive summary inside the report or proposal, right up front, where it either replaces the report's regular Summary or is placed immediately after the Table of Contents. Instead of being prepared as a letter, however, it has the title EXECUTIVE SUMMARY centered at the top of the page, and the text starts two or three lines below the title. The text summarizes the whole report and may be two or three pages long depending on the length of the document.

Because this Executive Summary is an integral part of the report, and is visible to every reader, it does not comment on management, financial, or politically sensitive aspects. (In a sense, the title EXECUTIVE SUMMARY is a misnomer.) The report still needs a brief cover letter as a transmittal document.

Two Executive Summaries

In this configuration, the integrated Executive Summary is retained but the cover letter is expanded to become a true Executive Summary containing comments on financial or politically sensitive matters.

It's your choice which type of Executive Summary you use. My advice: make sure you have one!

Online instruction on how to write effective reports and proposals is available at www.rgilearning.com
© 2005, RGI Learning

Lisa Moretto is the President of RGI Learning, Inc. For 15 years she has helped engineers improve their oral and written communication skills. Visit www.rgilearning.com or call (585) 461-3617 to learn about RGI's courses.

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