An executive summary should use all of the above—but strategically. The best executive summaries are hybrid documents that blend narrative flow with scannable structure to serve dual purposes: they must tell a complete story for the reader who dives deep, while allowing the time-pressed executive to extract key insights in 30 seconds.

Here is how to think about the architecture:

The "What" and "Why" of Executive Summary Structure

An executive summary is not merely a shorter version of your document; it is a decision-enablement tool. Its primary function is to allow a leader to grasp recommendations, risks, and required actions without reading 40 pages of analysis.

Because executives consume information in different modes—some read linearly, others scan for numbers, others jump to conclusions—your formatting must accommodate multiple reading behaviors simultaneously.

The Formatting Spectrum

1. Paragraphs (The Narrative Spine)

Use for: Context, strategic rationale, and the "story" of the recommendation.

• Purpose: Connect dots between data points and create logical flow
• Best practice: Keep paragraphs to 3-4 sentences maximum. Dense walls of text defeat the purpose of an executive summary
• Placement: Use in the opening (situation), transitions between sections, and the conclusion (next steps)

2. Headings (The Cognitive Map)

Use for: Signposting and modular consumption.

• Purpose: Allow the reader to jump to their area of interest (e.g., "Financial Impact," "Risk Assessment," "Implementation Timeline")
• Best practice: Use descriptive, active headings rather than generic labels. Instead of "Analysis," use "Market contraction requires immediate portfolio reallocation"
• Placement: Every 2-3 paragraphs or when shifting to a new analytical dimension

3. Bullets (The High-Impact Extraction)

Use for: Data points, key findings, and actionable items.

• Purpose: Reduce cognitive load and highlight critical numbers or decisions
• Best practice:
  • Keep to 3-5 bullets per cluster (the "rule of five")
  • Use parallel structure (all phrases starting with verbs, or all complete sentences)
  • Reserve for your strongest evidence or riskiest assumptions
• Placement: Following narrative setup, or in a "Key Takeaways" sidebar

The Hybrid Model: A Practical Framework

For a complex strategic plan or business case, consider this layered structure:

Opening Paragraph (2-3 sentences): The "BLUF"—Bottom Line Up Front. The recommendation and expected outcome.

Section Headings with Sub-bullets:

• Current State: 2-3 bullet points describing the problem/opportunity
• Proposed Solution: A short paragraph explaining the approach, followed by bullets for the three-phase implementation
• Financial Summary: Bullets for investment required, ROI, and payback period
• Critical Risks: A paragraph assessing the two primary risks, with mitigation bullets beneath each

Closing Paragraph: Decision required and next steps with timeline.

When to Deviate from "All of the Above"

• Strictly narrative (paragraphs only): Use only for short documents (under 5 pages being summarized) or highly relationship-driven contexts (board members who know the history)
• Heavily bulleted: Use for operational updates, status reports, or data-heavy recommendations where speed trumps nuance
• Visual-heavy: Some industries (consulting, tech) expect charts or call-out boxes in addition to text

Common Pitfalls to Avoid

1. Bullet overload: If everything is bulleted, nothing stands out. Bullets signal "priority"—use them sparingly
2. Orphaned headings: Never place a heading immediately followed by bullets without a transitional sentence providing context
3. Paragraph bloat: If a paragraph exceeds 6 lines in a Word document, it is too long for an executive summary

Would you like me to expand on any of these areas? For instance:

• Are you writing this for a specific industry (consulting, healthcare, tech, non-profit) where norms vary significantly?
• Is this summary for a business plan, a research report, or a project proposal (each has different length and structural expectations)?
• Do you have constraints on total length (e.g., "must fit on one page" vs. "up to three pages acceptable")?

I can also provide a before/after example showing how to transform a purely paragraph-based summary into an effective hybrid format if that would be helpful.

Understanding Executive Summaries: Formatting Best Practices

What is an Executive Summary?

An executive summary is a standalone document (typically 1 page or less, or 10% of the full report's length) that provides a high-level overview of a longer report, proposal, business plan, or study. It distills the what (key findings, recommendations), why (context, implications), and so what (actions needed) without requiring the reader to dive into details.

Why it exists: Busy executives, stakeholders, or decision-makers often skim or delegate reading. The summary must be scannable in 3-5 minutes, persuasive, and self-contained—convincing them to read further or act.

Why Formatting Matters in Executive Summaries

Formatting enhances readability and comprehension:

• Executives read visually: They scan for bolded terms, short lines, and structure amid heavy workloads.
• Poor formatting fails: Dense paragraphs overwhelm; it gets ignored.
• Effective formatting succeeds: Guides the eye to priorities, improving retention by 20-50% (per readability studies). Modern best practices (from sources like Asana, McKinsey-inspired guides, Harvard writing resources, and consulting forums) emphasize white space, hierarchy, and brevity over rigid rules.

Should You Use Paragraphs, Headings, Bullets—or All?

Use all of the above for most executive summaries. This hybrid approach balances narrative flow with scannability, making it adaptable to content complexity. Here's the breakdown:

Paragraphs

• What: Short (3-5 sentences max), narrative blocks for context or overview.
• Why: Provides smooth transitions and storytelling (e.g., problem → solution). Avoids "laundry list" feel.
• When/Best use: Opening (purpose/background) or conclusion (call to action). Limit to 20-30% of the summary.
• Pitfall: Too long = unreadable; aim for 50-75 words/paragraph.

Headings (and Subheadings)

• What: Bold, descriptive titles like "Key Findings," "Recommendations," or "Financial Impact."
• Why: Creates a roadmap, allowing jumps to sections. Mirrors the full report for consistency.
• When/Best use: For 1+ page summaries or multi-topic docs. Harvard and policy memos often start with "Executive Summary" as a top heading.
• Pitfall: Overuse fragments flow; limit to 4-6.

Bullets (or Numbered Lists)

• What: Concise points (1 line each) for lists.
• Why: High scannability—eyes glide over them 2-3x faster than prose. Ideal for quantifiable data, pros/cons, or actions.
• When/Best use: Core content like findings, risks, or next steps (50-70% of summary). Consulting pros (e.g., Reddit/McKinsey style) swear by bullets for "brag-worthy" brevity.
• Pitfall: Don't bullet everything; pair with intros.

Exceptions:

• Ultra-short summaries (<½ page): Bullets only (e.g., pitch decks).
• Academic/formal: More paragraphs, fewer visuals (per Grad Coach).
• Visual-heavy: Add charts/icons sparingly.

Example Structure (Hybrid Approach)

This format appears in guides from Asana (2025), Slite, and DeepRFP—concise yet comprehensive.

What type of document are you creating an executive summary for (e.g., business plan, report, proposal)? Do you have a target length or audience in mind, so I can refine this advice?