How to Write a Project Summary? (Examples & Templates)
A project summary is an original document that gives an overview of a project, its objectives, and the results achieved. This allows the parties involved to track progress, identify areas for improvement, and have points of reference down the line. This type of report informs key stakeholders about the stage of completion and actionable project findings.
In this article, we will provide you with various example project summary report templates for different scenarios so that you don’t have to create your own report from scratch.
On top of this, some good practices and writing tips will be shared to help you tailor the key elements of each project summary to your own needs and up your project management game in the process.
The importance of a project summary
A concise and comprehensive project overview is an effective project management tool that simplifies processes and gets all team members and stakeholders on the same page.
For internal company use, a project summary shows the progress of a project to employees, project managers, contractors, and other service providers. It demonstrates project milestones, metrics, and timeline updates to keep teams on track, help them stay organized, and get them working together efficiently.
Externally, a project summary is used as a brief to present or provide updates to the project stakeholders, and can be helpful in obtaining funding or support for future projects. For this purpose, the document resembles a set of project proposals to give the reader a quick impression of the nature, status, and overall context of the project.
How to title a project summary
The heading should be reflective of the purpose or focus of the document. A good rule of thumb is to use a title that is specific and informative, yet still concise. For example, the project name followed by the words “project update”, “progress report”, or “project summary”, etc.
You can also use the project’s code name as the title of the summary if it is more appropriate for internal purposes.
Furthermore, the title can also include the timeframe of the project to give the reader a better idea of what they can expect from the document. For instance, also add the month or the quarter and the year, or “year-to-date”.
Project summary subject line examples
- [Project Name]: Project Summary – [Current Date]
- [Project ID]: Marketing Strategy for [Product Name] Launch
- [Project ID]: [Product Name] Launch Update – [Current Date]
- [Project Name] – New Software Implementation
- [Project ID]: Customer Service Improvement – [Current Date]
- Business Plan Executive Summary for [Project Name]
- [Project Name] – Business Proposal
How to write a project summary
During the writing process, it’s important to keep in mind the purpose of the document as well as your audience. A project summary should address the following questions:
- What is the project about?
- What are the objectives of the project?
- What are the results of the project?
- How does this project benefit the company or organization?
- What are the next steps for the project?
The answers to these questions will give you a good starting point for writing your project summary. Remember to also include any relevant information that would be helpful for the reader to know, such as background information on the project and key dates or deadlines, etc.
Once you have gathered all of the necessary information, you can start writing your project summary.
Begin by introducing the project and providing an overview of what it is about. Next, list the objectives of the project and describe the results that have been achieved so far. Finally, conclude with a brief description of the next steps for the project.
What to include in a project summary
- Project title and/or project ID
- Project phase and/or status
- Planned project start and end date
- Current date
- Project manager
- Main stakeholders
- Key decision makers
- Project sponsors
- Project objective/business goals
- Project timeline
- Expected date of delivery
- Key milestones and deliverables
- Financial projections / budget baseline
- Results achieved
- Recent achievements (for internal purposes only)
- Current project roadblocks or challenges (for internal purposes only)
- Project background – why your team is working on the chosen project and how they are planning to approach it (for external purposes only)
Project summary examples and templates
[Project Name]: Project Summary – [Current Date]
Table of Contents:
• Objectives
• Team
• Stakeholders
• Description
• Timeline
• Deliverables
• Overview
Objectives:
• Get all team members and project stakeholders on the same page from start to finish
• Show the progress of a project at several moments in time
• Keep the team on track, help them stay organized, and get them working together efficiently
• Present or provide updates on projects to the stakeholders
Team:
• Project Manager – [Name], [Contact Details]
• [Position 1] – [Name], [Contact Details]
• [Position 2] – [Name], [Contact Details]
• [Position 3] – [Name], [Contact Details] …
Stakeholders:
• [Stakeholder 1]
• [Stakeholder 2]
• [Stakeholder 3] …
Description:
The [Project Name]: Project Summary is a document that demonstrates project milestones, metrics, and timeline updates to keep the team on track, help them stay organized, and get them working together efficiently. It is also used as a project brief to provide updates on the project to the stakeholders.
Timeline:
• [Name of Phase 1], [Start Date] to [End Date]
• [Name of Phase 2], [Start Date] to [End Date]
• [Name of Phase 3], [Start Date] to [End Date] …
Deliverables:
• [Name of Deliverable 1] – [Description], [Status]
• [Name of Deliverable 2] – [Description], [Status]
• [Name of Deliverable 3] – [Description], [Status] …
Overview:
• Project Overview]
• Use [Project Name]: Project Summary to communicate project updates at team meetings, client presentations, or company-wide meetings.
[Project ID]: Marketing strategy for [Product Name] Launch
Objectives: To increase brand awareness and highlight the route to market in order to generate sales for the [Product Name] launch.
Key Project Elements:
• Describe market factors and the trends affecting them
• Identify the target market
• Outline the messaging strategy
• Create marketing materials (e.g. website copy, brochures, product sheets)
• Prepare a launch plan
Budget: $[X] per month
Status: Planning stage
Results: Not applicable
Next steps: Move on to the key project elements
Project status report template:
[Project ID]: [Product Name] Launch Update – [Current Date]
Project Manager: [Name], [Contact Details]
Objectives: To update stakeholders on the status of [Project ID] regarding the launch of [Product Name] as of [Current Date].
Status: Successful
Results: The marketing campaign has resulted in a [e.g. high] level of brand awareness and has generated interest in the [Product Name] launch.
Next steps: Continue to generate sales, increase the company’s market share, and monitor the results of the market strategy.
[Project Name] – New Software Implementation
Date: [Current Date]
Project Period: [Start Date] to [End Date]
Project Manager: [Name], [Contact Details]
Objectives: To increase company productivity by implementing new software
Results: The new software has been successfully implemented and has resulted in an increase in company productivity.
Next steps: Track the results of the new software and make any necessary adjustments.
[Project ID]: Customer Service Improvement – [Current Date]
Objectives: To improve customer satisfaction by providing better customer service
Results: The customer experience has improved as a result of the new customer service initiatives.
Next steps: Continue monitoring satisfaction levels among our customer base by gathering opinions through customer feedback sessions and to make any necessary adjustments.
Executive summary template:
Business Plan Executive Summary for [Project Name]
Description: The [Project Name] executive summary is a document that provides an overview of the key points of the business plan.
Overview:
• [Business Aims]
• [Motivation for readers]
Problem Summary:
• [Description of Pain Point]
• [Business Value of Solving Pain Point]
• [Target Audience]
• [Existing Solution to Pain Point]
Solution Summary: [How Project Name solves Pain Point]
Market Analysis:
• [Market Size]
• [Market Share vs the Competition]
• [Charts]
Key Next Steps:
• [Marketing Strategy]
• [Budget Allocation]
• [Timeline]
Financial Summary:
• [External Funding Sources]
• [One / Two / Three Year Projections]
Business proposal template:
[Project Name] – Business Proposal
Date: [Current Date]
Principal Investigator: [Name], [Position], [Company Name]
Objectives:
• Investigate market opportunities for the business idea to [Proposal]
• Establish actual costs of the entire project proposal
• Undertake a feasibility study to determine the potential for success
Results:
• The market opportunity for the business idea is good
• The total estimated cost of the project proposal is $[X]
• The feasibility study has determined that the potential for success is high
Next Steps – to proceed with the project proposal, the following steps are recommended:
• [Action 1] – [Budget Allocation], [Start Date] to [End Date]
• [Action 2] – [Budget Allocation], [Start Date] to [End Date]
• [Action 3] – [Budget Allocation], [Start Date] to [End Date] …
Project proposal template:
Executive Summary
Background
• History
• Requirements
• Solution
Proposal
• Vision and Goals
• Deliverables
• Timeframe
• Resources
• Budget
• Ownership
• Reporting
• Risks
• Issues
• Implications
• Success Criteria
• Authorization
Appendix
• Supporting Documentation
Executive Summary:
• [Summary of History], [Summary of Requirements], [Summary of Solution].
• [Summary of Project Vision], [Summary of Goals], [Summary of Deliverables], [Summary of Timeframes].
• [Summary of Resources], [Summary of Budget], [Summary of Success Criteria].
Background:
• History – [Company Name, [Company History]
• Requirements – [Business Problem], [Business Opportunity]
• Solution – [Purpose of Solution], [Scope of Solution], [Approach to Solution]
Proposal:
• Vision and Goals – [Company Vision], [Company Goals]
• Deliverables
• [Deliverable 1] – [Description], [Notes]
• [Deliverable 2] – [Description], [Notes]
• [Deliverable 3] – [Description], [Notes] …
• Timeframe
• [Deliverable 1] – [Start Date] to [End Date]
• [Deliverable 2] – [Start Date] to [End Date]
• [Deliverable 3] – [Start Date] to [End Date] …
• Resources
• [Resource 1] – [Type], [Quantity], [Notes]
• [Resource 2] – [Type], [Quantity], [Notes]
• [Resource 3] – [Type], [Quantity], [Notes] …
• Budget – [Budget Allocation], [Return on Investment]
• Ownership
• Project Manager – [Name], [Contact Details]
• Project Customer – [Name], [Contact Details]
• Project Sponsor – [Name], [Contact Details] …
• Reporting – [Communication Methods], [Meeting Schedule], [Reporting Frequency]
• Risks
• [Risk 1] – [Details], [Chance of Occurring]
• [Risk 2] – [Details], [Chance of Occurring]
• [Risk 3] – [Details], [Chance of Occurring] …
• Issues
• [Issue 1] – [More Information], [Possible Impact]
• [Issue 2] – [More Information], [Possible Impact]
• [Issue 3] – [More Information], [Possible Impact] …
• Implications – [Missed Business Opportunities], [Cost to the Business]
• Success Criteria
• [Key Success Metric 1]
• [Key Success Metric 2]
• [Key Success Metric 3] …
• Authorization
• Project Sponsor – [Name], [Position], [Current Date], [Signature]
• Project Customer – [Name], [Position], [Current Date], [Signature]
Appendix:
• Supporting Documentation
• [Company History]
• [Research Materials]
• [Statistics or Estimates]
• [External Quotes]
• [External Tenders]
• [Detailed Cost Spreadsheets]
• [Detailed Benefit Spreadsheets]
• [Other Relevant Information]
• [Other Relevant Correspondence]
Project summary good practices
- Start by briefly describing the project and its objectives – explain why your project matters.
- Include information on the results and how they compare to the original project goals.
- Use charts, graphs, and other visuals – illustrate key points with Gantt charts, pie charts, etc.
- Be clear and concise – throughout your project summary, the language used should be free of jargon and easy to understand.
- Make use of bulleted lists – write information down in a succinct manner.
- Maintain a professional and formal tone.
- Tailor your summary according to your own needs and the specific audience you will be sharing it with.
- Proofread your summary before sending it out.
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Summary
By following these tips, you can be sure that your project summary will be effective in communicating the progress of your project to stakeholders. Tailoring your summary to your target audience will also ensure that you are providing the most relevant information. Project summaries can be a valuable tool in obtaining funding or support for future projects, so make sure to put care into crafting yours.
With a little planning and the use of customizable templates you can create a high-level overview of your project. By including key information such as the project title, start and end date, objectives, and results achieved. Give stakeholders a clear picture of the progress on your project. After some careful proofreading, your project summary will be ready to be shared with your team and stakeholders.
Frequently asked questions
When should I use a project summary template?
At various points throughout the project lifecycle, from planning through execution to completion. It’s up to the management team to decide when a project summary would be most beneficial and tailor it accordingly.
How long should a project summary be?
There are a wide range of possibilities from a few sentences to several pages, depending on the project’s scope and the needs of the target audience. However, it is generally advisable to keep summaries concise to capture readers’ attention and communicate key information efficiently.
What are some of the benefits of a project summary?
It forces your project team to write down the essential elements, and encourages clear and transparent communication from the beginning. Having a report ready to easily share whenever you need to present about your project internally or externally also saves a lot of time.
How does a summary help towards successful completion of a project?
It provides you with a project roadmap to guide you through the various stages in real time. Keep your team up to date with your project summary, use it to present key updates to stakeholders and/or refer back to it as you move through the different phases.
What are some common mistakes when writing a project summary?
One is failing to tailor the information to the specific audience – not all readers will be interested in or need to know all project details. Another mistake is overwhelming the readers with information , making it difficult to identify the important points. It is also important to proofread your summary as errors can reflect badly on you and your project.
How does an executive summary differ from a project summary?
Business executive summaries are typically shorter and more focused on high-level information necessary for financial investment proposals. They are condensed versions of project plans to be presented in meetings with decision-makers, or as a business plan in an elevator pitch meeting to potential investors who are short of time.
What are some project summary and executive summary sample uses?
Project executive summaries are generally used for external audiences such as prospective investors or shareholders. They provide a quick overview of your business plan including a description of your company, financial information, and market analysis. Project summaries, on the other hand, tend to be larger documents for internal use that describe the project in broad strokes.
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