Want to become your executive’s go-to person? The secret might be simpler than you think: learn to write the way they want to read. When you match your writing to your boss’s preferences, you make their job easier and boost your own value. Let’s break down exactly how to do this.

Start by Watching and Learning

Your executive already shows you what they want, even if they haven’t spelled it out. Pay attention to how they write their own emails and messages. Do they keep things short and sweet? Do they use bullet points? Is their tone friendly or more formal?

Look at everything they write, including presentations, LinkedIn posts, or memos to the team. If your boss writes quick, punchy emails, that’s probably what they want from you too. If they send detailed explanations with lots of background information, they likely appreciate that same depth from others.

Here’s what to look for specifically:

Tone: Does your executive sound formal and professional, or more relaxed and conversational? A corporate lawyer will probably expect formal language, while a tech startup founder might prefer a casual approach.

Length: Some executives want the short version every time. Others need all the details to make good decisions. Figure out which type yours is.

Format: Notice whether they organize information with bullet points, write in paragraphs, or lead with data and numbers.

Make Every Word Count

Busy executives don’t have time to hunt for your main point. Get straight to what matters most. Here’s how:

Put your most important information first. Don’t make your boss dig through three paragraphs to find out why you’re writing.

Use bullet points and short paragraphs. Big blocks of text are hard to read quickly.

Cut the extras. If you can say something in ten words instead of twenty, do it.

Think of it this way: your job isn’t to show off your vocabulary. Your job is to make information easy to understand. The easier you make it for your executive to read and act on your message, the more valuable you become.

Connect Your Writing to Their Goals

Good assistants share information. Great assistants share information that matters. Before you write anything, ask yourself: “Why does my boss need to know this?”

Let’s say sales numbers are up 20% this month. Don’t just report that fact. Explain what it means for the bigger picture. Does this mean you’re on track to hit your yearly goal? Should you increase inventory? Does this change next quarter’s strategy?

When you connect information to your executive’s goals, you show that you understand the business, not just your task list. That’s the difference between being helpful and being essential.

Give Them Next Steps, Not Just Facts

Executives make decisions all day long. Every time you give them information that needs action, include your recommendation for what to do next.

Instead of writing: “Three vendors responded to our request for proposals.”

Try this: “Three vendors responded to our request for proposals. Based on pricing and timeline, I recommend we schedule calls with Vendor A and Vendor B. Would you like me to set those up for next week?”

This doesn’t mean making big decisions without permission. It means doing the groundwork and presenting options. You’re making your executive’s job easier by moving things forward instead of just passing along updates.

Ask Questions and Stay Flexible

Even if you think you’ve figured out your executive’s style, check in occasionally. A simple “Is this the amount of detail you want?” or “Would a different format work better?” shows you care about improving.

Some people worry that asking these questions makes them look unsure or inexperienced. Actually, it’s the opposite. Asking smart questions about how to communicate better shows you’re professional and committed to working efficiently.

Also, remember that what works in one situation might not work in another. Your boss might love casual emails for daily updates but need formal language for board reports. Pay attention to the context and adjust your style when needed.

Why This Matters for Your Career

Learning to match your writing to your executive’s style isn’t just about being a good assistant. It’s about becoming someone your boss relies on completely. When your messages are clear, useful, and easy to act on, you save your executive time and mental energy. That makes you irreplaceable.

The best professional relationships happen when communication flows smoothly in both directions. When you take time to understand how your executive processes information and what they need from you, everything else gets easier. Projects move faster. Misunderstandings happen less often. Your boss trusts you with bigger responsibilities.

Your Action Plan

Start tomorrow by doing this: read the last five emails your executive sent. Look for patterns in how they write. Then take one piece of communication you need to send and adjust it to match their style. It might feel awkward at first, but like any skill, it gets easier with practice.

Remember, effective communication isn’t about using fancy words or writing a certain way because that’s what you learned in school. It’s about making sure your message gets through clearly and helps your executive do their job better. Master this, and you’ll stand out from everyone else on the team.

The bottom line? Your executive’s time is valuable. When you write in a way that respects that time and makes their decisions easier, you become the person they can’t imagine working without. And that’s exactly where you want to be.

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