Email Like a Leader: How to Write an Executive Summary That Makes You Easy to Work With

Everyone Hates Long Emails: Here’s What to Do Instead

You open an email and see five chunky paragraphs, eight attachments, one pivot table, and two embedded screenshots with no explanation — and your brain quietly screams, “How hard is it to do a flipping executive summary? What am I supposed to do with this mess?”

It’s not that the sender wasn’t trying to be helpful. It’s that they dumped a backpack of details on your desk and ran.

And hey, maybe you’ve done it too. You want to be thorough. To give context. To show how hard you are working, or how much you care. But somewhere along the way, that email turned into a novel. And now nobody’s reading past paragraph two.

Here’s a slight shift that makes a big impact:

Start your emails with an executive summary.

It’s simple, it’s respectful, and it gets you better responses — faster.

Let’s break down why it works, what to include, and how to build this into your communication style.

Why Start With an Executive Summary?

Because your readers are busy humans. They’re scanning for decisions, deadlines, or directions. If you want their attention (and action), give the high-level view — before they dive into the weeds.

An executive summary:

• Respects your reader’s time

• Prevents back-and-forth confusion

• Gets you faster responses

• Makes your writing clearer (even to you)

Before You Write: Ask Yourself These 5 Questions

Don’t start with what you know. Start with what they need.
Take 30 seconds before you write and ask:

1. What do I want this person to do, decide, or understand?
2. Why does this matter to them right now?
3. What’s the time frame or urgency?
4. What context is essential, and what can wait?
5. Who else is reading this, and what do they need from it?

 If you can’t answer these yet, you’re not ready to write the email.

What to Include in Your Executive Summary

Here’s a simple 3-part structure:

1. The Ask (or The Point): What you want them to do, decide, approve, or simply know.
2. The Context: A sentence or two on what this is about and why it matters.
3. The Scheduled Finish (or Next Step): What happens next, and by when.

Example — Without an Executive Summary

Hey team,

I wanted to get these over to you before the end of the week — I’ve attached the Q4 numbers, plus the initial sales projections for Q1 (though those might shift depending on some outstanding variables, which it clear in the pivot table I’ve attached. You’ll notice there’s a bit of a drop in SMB — probably not a huge surprise, but something we’ll want to look into. I think the timing of the Product B rollout played a role here, especially around pipeline impact, but I’m still looking into that, but I’m waiting for Laura to get back from vacation, playing with those dolphins ha ha).

We’re also still waiting on finalized numbers from the West Coast team, which could affect some of the assumptions in the spreadsheet — I’ve flagged a couple areas that might need to be revisited once that data comes in with yellow in the first spreadsheet. Anyway, I’ve included the updated forecast based on what we’ve got so far, with some notes in the Excel file. Curious to hear your thoughts when you have a moment!

This version sounds well-intentioned… but your reader has to dig for the point, guess what action is needed, and open a file just to understand the issue.

Same Email — With a Strong Executive Summary

The attached Q4 report shows a 12% drop in the SMB segment. This appears to be directly linked to delayed timing on Product B’s rollout, which pushed pipeline conversion later than expected.

Despite that, total revenue grew 6% year over year — driven by stronger-than-expected growth in Enterprise and Mid-Market.

Next Step:
I’d like your input on the Q1 forecast by Thursday EOD. Focus especially on SMB outlook — is the current trajectory realistic given the rollout lag?

This version makes the summary work on its own:

• You don’t need to open the sheet to understand the picture.

• The ask, context, and deadline are all spelled out.

• It invites the right kind of response — not “What’s this about?” but “Here’s my take.”

Common Traps to Avoid

Let’s call these out so you can dodge them with style:

• The Brain Dump: If your first paragraph is your internal monologue, stop. Lead with the point, not the process.

• The Mystery Novel: Don’t build suspense. This isn’t Succession. Give the spoiler right up front.

• The Everything Email: Trying to cover four topics in one message? Break it up. One subject = one email.

FAQ: Making Executive Summaries Work

Q1: How can I coach others to spot weak vs. strong executive summaries?

Start with two questions:

• “Could I skim this in under 30 seconds and know what’s needed?”

• “Would I know what action to take, even if I didn’t read the rest?”

If not, it’s probably too vague, too long, or too buried. Use the checklist. And share before/after examples in your team to build the muscle.

Q2: What are examples of executive summaries for difficult or sensitive topics?

Keep them honest, short, and emotionally intelligent.

We missed the client deadline due to misaligned expectations. This email outlines what happened, how we’re addressing it, and what we’re doing to prevent repeat issues.

Q3: How do I balance executive summaries with email threads that evolve over time?

Use mini-summaries in replies:

Quick recap: We agreed to launch the pilot by Oct 15. This reply covers feedback from Ops on the testing scope.

For long threads, consider starting a new email with a fresh summary and subject line to reset the conversation.

Final Thought

Starting with an executive summary isn’t just good writing. It’s good leadership.

When you write this way, you show:

• You respect people’s time

• You know how to prioritize

• You think before you type

And that earns trust. It builds influence. It clears the path so work actually moves forward.

So next time you sit down to write a long email, don’t start at the top. Start with the point. Say it in five lines or less. Then tell your story if they want more.

Because if you want your emails to be read — and your ideas to be actioned —
start with the summary.

See Also: Email Best Practices: How to Send a Better, More Effective Email

How Do I Get My Team to Stop Sending Such Bad Emails (Video)