It is possible to summarise something that one has read, such as a report; or something that one has heard, such as a lecture; or something that one has seen and heard, such as a movie. In this article, however, I will be discussing writing a document summary.
Main Purpose
A summary’s main purpose is to give the reader a brief and objective overview of a document‘s content by condensing, recapping and summing up its key points. A summary omits details, and it does not include the writer’s interpretation of the original material.
Although documents are often highly technical in nature, the goal of a summary is to communicate its content in a clear, concise and simple manner so that the information can be understood by all readers, regardless of their knowledge or expertise.
To write an effective summary, it is important to thoroughly understand the material one is working with. Take into account that a summary is not the same as a ‘conclusion’ found at the end of most documents. A good summary should not include selected examples, details, information or insights which are not relevant to the content of the document.
Certain types of document, of course, require more specialised summary techniques. This is the case, for instance, for research articles, project and technical reports, medical reports, business documents such as proposals, strategic or operational plans, and so forth.
Essential Steps
- Determine your focus. The first thing you should do is to decide why you need to summarise the document. If the purpose of the summary is to take notes to later remind yourself about the material, you may want to write a longer summary. However, if the purpose of summarising the document is to include it in a paper you are writing, for example, the summary should focus on how the material relates specifically to your paper.
2. Allow enough time. Before you can write about the content of a document, you have to understand it. This can often take a lot longer than most people realise. Only when you can clearly explain the content and essence of the document in your own words to someone who hasn’t read it, are you ready to write about it.
3. Skim the text first. If you try to carefully read a new document from start to finish the first time you encounter it, you’ll get bogged down in detail. As you scan, note the subheadings in your mind or jot them down or highlight them on the screen or hard copy. If there are no subheadings, try to divide the text into sections. Consider why you have been assigned the document to summarise. Try to determine what type of text you are dealing with. This can help you identify important information.
4, Read the text carefully, highlighting important information and taking notes. Underline key sentences, or write the key point of each paragraph in the margin of the hard copy or in text boxes on the soft copy. Remember to focus on the parts of the document that are most relevant to the purpose of your task.
5. In your own words, write down the main points of each section.
6. Write down the key support points for the main topic, but do not include minor detail. To write a good summary, identify what information is important and condense that information for your reader. The better you understand a subject or topic, the easier it is to explain it thoroughly and briefly.
7. Write your first draft. For the first draft, focus on content, not length (it will probably be too long). Condense later as needed.
8. Go through the process again, making changes as appropriate until you are satisfied with the summary.
9. Edit for completeness and accuracy. Add information for completeness where necessary. More commonly, if you understand the content of the document, you will need to cut redundant or less important information. Stay focused on the subject or topic, be concise and avoid generalities.
10. Edit for style. Pitch your writing to the level of your intended audience/readership. E.g. Write for an intelligent, interested audience. Expect your readers to be interested, but don’t make them struggle to understand you. Include all the important details; don’t assume that they are already understood.
11. Edit for good English usage and grammar. Ensure correct punctuation and grammar, eliminate wordiness and use specific, precise, concrete language – avoid vague references. If applicable, use scientifically accurate language and the appropriate lexicon (subject-specific terminology). Rely primarily on paraphrasing, not direct quotes.
12. Proofread and re-read what you have written. Ask others to read it to catch things that you’ve missed.