Chapter 14
Writing the Cover Letter, Executive Summary, and Abstract

The cover letter, executive summary, and abstract are designed to give readers a fundamentally useful overview of the problem and solution (project or program) presented in a proposal. They preview the proposal in the same way that trailers preview a film. They are designed to entice the sponsor with the description of the problem and excite the sponsor with the solution. You will generally have to provide either a letter of transmittal or a cover letter for your proposals. You may also have to write an abstract to be included on the cover page. For long proposals, government funding sources often ask for a two-page executive summary instead of a short abstract, in addition to a letter of transmittal. The rhetorical principles that you mastered when you wrote the need statement are the same ones you will use to compose these documents. In this chapter, you will want to review the common rhetorical elements in the need statement, cover letter, executive summary, and abstract, and you will want to practice composing these documents.

Learner Outcomes

After completing this chapter, you will be able to

  1. Write a short descriptive abstract for your proposal

  2. Write a letter of transmittal or cover letter for your proposal

  3. Write an executive summary for your proposal

  4. Identify the rhetorical principles common to all of these documents

Key Terms

Abstract—The abstract is a short summary of the problem and solution addressed by your proposal. It is usually 75-100 words long or four to six lines of type and appears on the cover page of the proposal.

Cover letter—The cover letter is usually no more than one page long and is included in your proposal package. It introduces your proposal to the sponsor by identifying the title of your proposal, providing an abbreviated problem statement, and stating that the original and the requested number of copies are enclosed. It sometimes also serves as a letter of transmittal.

Cover page—The cover page for your proposal is usually a standard form provided by the sponsor that you are expected fill out and to attach to the beginning of your proposal. Do not confuse the cover page with the cover letter.

Descriptive abstract—A descriptive abstract is a short sample of your proposal. It defines the problem, usually concentrating on the aspect of the problem you wish to solve, and then states the solution—your proposed project. You should also mention expected outcomes if you have the space in a descriptive abstract.

Executive summary—The executive summary usually follows the cover page of a proposal and is not more than two pages long. It gives a short synopsis of your entire proposal. It usually consists of a complete problem statement and a summary of the goals, objectives, and outcomes of your proposal.

Ghost writing—If you are writing a proposal as part of a proposal development team, you are often expected to write cover letters or entire proposals for someone else's signature—this is called ghost writing. The ghost writer prepares a draft of the document, assuming the authority of person for whom he or she is writing. The document is then reviewed and edited by the person whose signature will appear on the document.

Informative abstract—An informative abstract is a short sample of your proposal. It defines the problem and presents your solution, but the informative abstract also provides actual outcomes, so it is generally written after a project is completed and included in the final report.

Letter of transmittal—The letter of transmittal is a type of cover letter that is no more than one-page long and is included in your proposal package. It identifies the title of your proposal, states that the original and the specified number of copies are enclosed, and thanks the sponsor for the opportunity to submit a proposal. You will submit either a letter of transmittal or a cover letter, not both.

Summary

In Chapter 14, you discovered that the need statement, which you learned to write in Chapters 2 and 3, is the basis for writing the cover letter, executive summary, and abstract. All of these documents share the same rhetorical elements. The differences between them are usually a matter of emphasis and length. You learned to distinguish between two versions of the cover letter—one emphasizing the problem and the other, the solution. You also learned the function of the letter of transmittal, which often serves as a cover letter. You examined an annotated example of an executive summary and reviewed the rhetorical elements found in most executive summaries. Finally, you learned about descriptive and informative abstracts and identified the typical rhetorical elements in abstracts. Even though the cover letter, executive summary, and abstract are read first by the sponsor, they are composed last by the proposal writer. They are designed as functionally useful overviews to your project which excite the sponsor and, if well written, increase your chances of receiving funding.

Writing Assignment

Prepare your cover letter, letter of transmittal, and executive summary depending on what is required by the guidelines from your sponsor. Also prepare a short abstract of your proposal (75-100 words) with a list of keywords. Use the evaluation sheets (below) either to peer review these documents or as guides and checklists for your own documents. Save a copy in your electronic notebook.

  1. Worksheet 14.1 Peer Review Evaluation Form for Executive Summaries
  2. Worksheet 14.2 Peer Review Evaluation Form for Cover Letters/Letters of Transmittal
  3. Worksheet 14.3 Peer Review Evaluation Form for Abstracts

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