Templates For executive and admin assistants

Write a summary of a long document, for executive and admin assistants

Turn a long report, policy or paper into a short, faithful summary for a named reader, with every number and name kept exactly as the document has it.

This is the version for executive and admin assistants. The steps and checks are the same as in the general template; each prompt carries one added line about your setting, and the examples are from your kind of work.

Sample results: runs and scores on this page are illustrations while testing is set up. How we test

Bring: The document, Who the summary is for

Use This TemplatePrepare a prompt for your own AI chat.

Who it is for: Executive assistants and chiefs of staff who boil a long report, board pack or contract down to a short brief for an executive with a few minutes before a meeting.
Time: 15 minutes

Edit this version

Other Formats and Files

The Step 1 chat prompt under Use This Template is the quick start. Choose a full prompt chain, checklist, Claude skill or n8n file when that destination fits your work. Checked Instructions, below, run the whole job with a hard check after every step.

Choose one format

Prompt chain
Copy each step into ChatGPT or Claude, one after another.
Checklist
Follow the steps and check off the checks by hand.
Claude skill
A folder Claude loads, so it follows the steps by itself.
n8n file
Import into n8n and connect your own AI account.

This job also comes as Checked Instructions: the whole job in one set, with a hard check after every step. See the Checked Instructions on the general template.

Using a download:How to use this in n8n How to install a Claude skill

The same job, with and without the template

Sample

This comparison uses the Typical sample. Try an input below for a result guide matched to each sample.

One plain prompt

Summarize this report for my CEO, who has five minutes before a meeting. (The same report is pasted below.)

The third quarter went well. Revenue came in at about 4.2 million dollars, up from the second quarter, and the company added new customers. Costs ran slightly over budget, mainly because of freight, and satisfaction dipped a little.

Staffing grew and a few roles are still open. The main risks are the warehouse lease and a single packaging supplier. The team is asked to approve a new freight contract, and Samira Haddad will present the options.

Problem:It rounds 4,210,000 to 'about 4.2 million', names Samira Haddad as the presenter when Michael Brandt presents, and never gives the November 6 date for the freight decision.

With this template

In short

In the third quarter, revenue grew and costs ran over budget. The Third Quarter Operations Report, prepared by Samira Haddad, asks the executive team to approve a 150,000 dollar freight contract with a second carrier by November 6.

Key points

Revenue was 4,210,000 dollars, up from 3,840,000 dollars in the second quarter.
Operating costs were 3,560,000 dollars against a budget of 3,400,000 dollars. Freight cost 120,000 dollars more than planned, and warehouse overtime added to the overspend.
The company added 38 new accounts and lost 11. Customer satisfaction was 88 percent, down from 91 percent, and the main complaint was delivery times.
Headcount rose from 142 to 151, seven roles are open, and voluntary turnover was 9 percent.
Risks: the main warehouse lease ends on June 30 and renewal terms have not been agreed, and packaging depends on a single supplier.

What it means for you

You are asked to approve a 150,000 dollar freight contract with a second carrier by November 6, and to decide whether to open lease talks now.
Michael Brandt will present the freight options on October 29.

Check:Every number is in the document: The key points for all six parts use only numbers from the report.
Check:The summary is 300 words or fewer: About 200 words.
Check:Every number in the summary is in the document: Every figure in the summary appears in the report as written.
Check:Every name matches the document: Samira Haddad, Michael Brandt and the report title are spelled and used as in the report.
For your read:The summary is fair to the document: Would the report's author say it gives a fair picture, and does your executive need the lease dates on the page?

Use This Template

Add your material below. Logic Lab prepares Step 1; you copy it into your own AI and check the answer there. The site does not run the workflow.

Example materialSample

Choose a sample

Typical: A quarterly operations report, for the CEOEasy: A short vendor update, for a managerTricky: A board paper with a changed presenter and an unconfirmed figure

A four-line update with two figures and one date, and no decision.

The document (needed)Who the summary is for (needed)

Step 1 Chat Prompt

Review the exact prompt, then paste it into your own AI. For later steps, use the chat chain in Other Formats and Files.

You are a careful research assistant who prepares documents for summary.
The document is a long report, board paper or policy that an executive has not read, and the summary is a short brief they will read before a meeting.

Your task is to split the document below into its main parts, in the order they appear. Use the document's own headings where it has them. Where it has none, group the text into parts of similar topic.

The document:
Print Vendor Update. The vendor delivered 4,000 brochures on October 8. The next order is 6,000 brochures, due on November 3. No problems were reported.

Rules:
- Cover the whole document. Every paragraph must belong to one part.
- Do not summarize yet and do not judge the content.
- Keep between 3 and 10 parts. Join very short sections together.

Return a numbered list. For each part give:
- the part's name (the heading, or a short name you give it),
- the first five words of the part, copied exactly, so a person can find it,
- one line on what the part covers.

Send to AICopy and open ChatGPTCopies this result and opens a blank chat. Paste and review it there.

What This Sample Should Produce

A short brief should say the print vendor delivered 4,000 brochures on October 8 and the next order is 6,000, due November 3. It should not add a cost or a reason.

A result guide for this invented input, not an AI reply.

Want to see where the materials, steps and checks fit? Watch the general template being built.

The steps, and the check on each

Step 1: Map the document into parts
Split the document into its main parts and note what each part covers.
Hands back: A numbered list of the document's parts, each with where it starts and what it covers.
No separate check on this step.
Step 2: Summarize each part
Write the key points of each part, keeping numbers and names exactly as written.
Hands back: Key points for every part of the document, with numbers and names copied exactly.
Check:Every number is in the document
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 3: Merge into one summary
Combine the part notes into one summary written for the reader.
Hands back: A first full summary in three short sections, written for the reader.
No separate check on this step.
Step 4: Tighten the summary
Cut the summary to 300 words or fewer without losing a key fact.
Hands back: The final summary, 300 words or fewer.
Check:The summary is 300 words or fewer
A plain rule. If it fails, run the step again (the n8n file does this for you).

After the last step

Check:Every number in the summary is in the document
A plain rule. If it fails, run the step again (the n8n file does this for you).
Check:Every name matches the document
A second look by the AI. If it fails, run the step again (the n8n file does this for you).
Check:The summary is fair to the document
You check this one. If it fails, it is flagged for you.

What you need first

The document(needed)
Paste the full text of the document. Copy it out of the PDF or Word file first.
Who the summary is for(needed)
Name the reader and what they need it for, for example "Board members deciding next year's budget".

Ways to adapt it

To change the length, change 300 in the Tighten step's prompt, purpose and check, all three.
If the document is too long for your assistant to read at once, run the Summarize each part step once per part, pasting only that part, then paste all the notes into the Merge step.
For a summary in a set layout (a briefing note, a one-page memo), replace the shape at the end of the Merge step with your layout.
For several documents on one topic, run the first two steps on each document, then merge all the notes together.

Change this version in the Editor. Its added context stays in every prompt and the general template stays separate.

Notes for executive and admin assistants

Put what the executive must decide, and by when, near the top, with the date as the document gives it.
Keep every figure, name and title exactly as the document has it. Do not round, convert or tidy a title.
If the document gives a number two ways, or corrects itself, use the corrected one and say so in a word.
Mark anything the document calls unconfirmed or to be decided. Do not turn it into a fact.

The scoring guide

Sample

Each template check has a criterion marked met or not met; a person must still make the handed checks. (The guides in Quality rate a whole piece of work on three levels.) Under each one is how the example run scored.

Download the scoring guide (Markdown)

Every number is in the document
A plain rule
Meets:Every number in the key points appears in the document, written the same way.
Does not meet:A key point has a number that is not in the document, or one that was rounded or changed.
Example built from the before and after:Met
The summary is 300 words or fewer
A plain rule
Meets:The summary is 300 words or fewer when you count them.
Does not meet:The summary runs past 300 words.
Example built from the before and after:Met
Every number in the summary is in the document
A plain rule
Meets:Every number in the finished summary appears in the document, as it is written there.
Does not meet:The summary has a number the document does not, or a figure that was rounded, added up or reworded.
Example built from the before and after:Met
Every name matches the document
A second look by the AI
Meets:Every person, place, organization, program and document named in the summary is spelled and used as the document has it.
Does not meet:A name is misspelled, swapped for a similar one, or does not appear in the document.
Example built from the before and after:Met
The summary is fair to the document
You check this one
Meets:You read it and the author would agree it gives a fair picture, with nothing important left out and nothing made stronger or weaker.
Does not meet:A main point is missing, or the summary says something more strongly or more weakly than the document does.
Example built from the before and after:For your read

Example built from the before and after: met 4 of 4, plus 1 for your read

Learn from this template

A document too long to read in one go is cut into parts. Each part is summarized on its own, then the notes are merged into one summary. Cutting first keeps the numbers and names from each part from getting lost.

Where to see it: step 1 (Map the document into parts); step 2 (Summarize each part); step 3 (Merge into one summary).

Read the guide: Split and merge Take the lesson: Split, angles and best of several (lesson 7)

More to read:Worked example: long document summary Adapting a template

Practice:Spot the mistake: research summary Trace the number Scoring guides

Which one fits?

Use Rewrite for a different reader when the whole text must be said again for a different reader, with every fact kept and nothing cut.
Use Check every requirement is covered when you have a list of requirements and need to know whether a document covers each one, not a shorter version of it.

Related templates

All for Executive and admin assistants

Write

Draft three versions and pick the best10 min
Scored against stated criteria, with the reason shown

Write

Check whether a draft reads like AI, and fix it10 min
A counted list of AI tells must reach zero

Write

Write a scope of work20 min
Every figure comes from your notes; gaps become questions

Last run: October 17, 2026: Example built from the before and after (sample run)
Tools and versions: Example built from the before and after
What was checked: The files, against each tool’s import format, and 1 sample run, each check’s finding recorded.
Version: 1.0
What changed: First release.

Report a problem with this template How we test

Write a summary of a long document, for executive and admin assistants

How it runs

The same job, with and without the template

One plain prompt

With this template

In short

Key points

What it means for you

Runs and scores

Example built from the before and after

Use This Template

Step 1 Chat Prompt

The steps, and the check on each

Step 1: Map the document into parts

Step 2: Summarize each part

Step 3: Merge into one summary

Step 4: Tighten the summary

After the last step

What you need first

Ways to adapt it

Notes for executive and admin assistants

The scoring guide

Learn from this template

Which one fits?

Related templates

Write

Write

Write