How to Structure an Executive Summary for Government Proposals
There’s a debate on whether writing an executive summary should be one of the first or last steps in your proposal writing process. I’m on team “write it last” to avoid having multiple rewrites before your solution is locked down.
The executive summary is the one thing that proposal evaluators read in a bit more detail and should not be used as a generic marketing piece. This is the time to build trust with the agency and help them understand what it would be like to work with you on the project.
So, how do you structure an executive summary that tells your story clearly—without sounding like generic marketing fluff?
Start With Their Mission, Not Yours
Standard Executive Summary structures start with introducing your company and what you can bring to table. While this can be fine, it won’t grab the evaluators attention as much as showing that you understand the agency’s challenges and goals. Show you understand their world. This grounds everything that follows.
Example:
Instead of starting with “Thank you for the opportunity to submit a proposal for XXX RFP. ABC Company is an established IT services business specializing in cyber security services.”
Try, “With software technology developing at a rapid pace, Client X faces the challenge of keeping its internal and external digital platforms compliant and secure. Up to 3,000 employees and citizens use the Client X website daily for benefits services, updating applications, and renewing memberships. ABC Company understands the need for a secure online environment to help Client X’s site run smoothly and keep its user’s information secure.”
Paint a Picture of Your Solution
Now that you’ve got their attention, give a high-level look at your approach that will solve their challenge. Not the step-by-step technical details—that comes later. Show what it would be like to work with you and the benefits that come with it. Make them think, “Yes, this is exactly what we need.”
Example:
All of ABC Company’s work is accomplished using our proprietary ZZZ software, because reaction time and planning is vital to digital security. No other cyber security company can make the claim of using ZZZ software to the extent that we do, and this is the reason why Agency C and Agency F have also used our services throughout the US for the last 10 years.
Company Background In Context of Agency Pain Points
After showing you understand the client challenges and how to resolve them, it’s time to talk more about your company background. This should still be done in the context of the agency’s mission and can be shown through win themes, proof, and differentiators.
Win Themes: Focus on two or three big ideas—your win themes. Maybe you’ve got a proven track record of cost savings. Maybe you bring niche expertise no one else has. Whatever they are, make your win themes standout in your story. These aren’t just benefits—they’re the reasons the agency should feel confident choosing you.
Proof: Every story needs evidence. For proposals, that means past performance. Pick one or two projects that are like the RFP scope and share measurable results.
Differentiators: Government evaluators see a lot of proposals that sound alike. Differentiators are where you show why your company is the less risky, smarter choice. Maybe it’s your specialized certifications, a proprietary tool, or the fact that you’ve supported this agency before. Whatever it is, make it matter to them.
Example:
Why ABC Company is the Most Qualified to Secure Client X’s Digital Systems
Experience. Company ABC has the experience and certifications that government agencies need to secure their systems. ABC Company’s staff are certified software engineers with experience in D, M, and T technologies. Additionally, ABC Company has spent the past 30 years conducting cybersecurity audits and reducing risk for clients across similar government agencies. On a recent project with Agency H, we identified critical security gaps and implemented solutions that reduced cyber-attacks by 25% while improving response times to potential breaches by 2 hours.
Close With Confidence
Finally, end with a strong, forward-looking statement. Reassure them that by choosing your team, they’ll achieve their mission with less risk and better results.
Example:
By partnering with ABC Company’s highly trained technologists, Client X can strengthen the security of its internal and external software systems relied upon daily by thousands of employees and citizens. Our familiarity with Client X, proven methodologies, and extensive cybersecurity expertise will reduce risk, deliver cost savings, and enhance the agency’s reputation.
An executive summary isn’t just a summary—it’s your story. And, because evaluators tend to read more of your executive summary, than the rest of your proposal, it’s important to use headings, bullets and plain language so your key points resonate faster. The structure matters because it helps evaluators quickly connect the dots:
We understand your mission.
We have a solution that works.
We’ve proven it before.
We’re the low-risk, best-fit partner.
