How to Write Effective Emails on Behalf of Your Boss

Writing emails on behalf of your boss is an essential aspect of an executive assistant’s role. These emails are frequently sent to clients, team members, business partners, and other stakeholders, making it crucial to communicate clearly and professionally. How you craft and send these emails directly reflects your boss’s professionalism, as well as the reputation of the company you represent. Whether you're sending routine updates, addressing urgent matters, or making requests, your email tone and content must align with the company’s values and your boss’s expectations. This guide will walk you through the best practices and professional phrases to use when drafting emails on behalf of your boss, ensuring that your communication remains effective, respectful, and polished. Learn the key strategies that will help you master this vital skill and enhance your role as an executive assistant.

1. Provide a Clear Introduction

When writing an email on behalf of your boss, start by clearly stating that you are doing so. This sets the tone and clarifies that the email is being sent under their authority. Be sure to include their name and title to ensure proper context.

Here’s an example of how to use it in an email:

Dear Mr. Clooney,

On behalf of [Boss’s Name], I am writing to confirm our meeting next week. We look forward to discussing the project details with you.

Regards,

Emily

2. Use a Concise Subject Line

The subject line should be concise but descriptive enough to convey the purpose of the email. This helps the recipient quickly understand the importance or urgency of the message.

Here’s a sample usage in an email:

Subject: Follow-Up on Project Proposal Submission

This subject line immediately tells the recipient what the email is about and signals its relevance.

3. Maintain a Professional Tone

Using a formal and respectful tone is key when writing emails on behalf of your boss. Tailor your language to match your company’s communication style, staying professional with clients, partners, and stakeholders. While internal emails may allow for a more casual tone—especially if that fits your workplace culture—it's always safer to maintain professionalism, particularly in external correspondence.

Sample email for this approach:

Dear Mr. Pitt,

Thank you for your ongoing collaboration. I am reaching out on behalf of [Boss’s Name] to provide an update on the upcoming quarterly reports and confirm the scheduled meeting for next Tuesday.

Regards,

Emily

4. Include Essential Details

Ensure that you include all necessary details and background information so that the recipient understands the context and the reason for the email. When writing on behalf of your boss, provide clear and precise information, ensuring there are no misunderstandings. Include essential information such as dates, names, and key points that are needed for the recipient to take action or respond appropriately

Example:

As per our recent conversation, [Boss’s Name] has reviewed the proposal and would like to suggest a few revisions. Attached, you will find the document with notes on specific areas for further consideration.

5. Be Direct in Your Request

Be clear and direct about what action or response you need from the recipient. This helps ensure the purpose of the email is understood and avoids any confusion. While maintaining a polite tone, state your request explicitly—whether it’s a follow-up, action, or reply. If a specific outcome is required, avoid leaving anything open to interpretation. A clear call to action is essential for effective communication.

Example:

"Please review the attached proposal and let us know your thoughts by the end of the week. [Boss’s Name] would like to move forward with the revisions as soon as possible."

6. Close with Your Contact Details

End the email with a courteous closing, thanking the recipient for their time and providing your contact information in case they need further clarification or want to respond.

Example:

"Thank you for your attention to this matter. Should you have any questions or require additional information, please feel free to reach out to me. [Your Contact Information]"

7. Double-Check for Accuracy

Before sending an email on behalf of your boss, it’s crucial to double-check the accuracy of the information. Whether it’s a meeting time, a project detail, or a specific request, ensure that everything is correct to avoid miscommunication.

If you're including attachments, verify that the correct files are attached and that any dates or times mentioned in the email are accurate. A simple mistake, like a wrong attachment or meeting time, can create confusion.

8. Tailor the Level of Detail

Tailor the level of detail based on the recipient’s familiarity with the topic and your boss's expectations. If the recipient is already well-informed, a brief update may be sufficient. If they’re unfamiliar with the topic, providing additional background and context will be necessary.

Example:

For a new client, you might say:

"As mentioned in our previous email, we are working on several exciting initiatives that align with your objectives. [Boss’s Name] is eager to collaborate with your team on these projects, and we are happy to provide any further details you might need to move forward."

On the other hand, for an internal team member:

"Just a quick update as per [Boss’s Name] instructions: The team is to finalize the budget draft by Friday, and I’ll ensure it’s shared with all stakeholders by the end of the day."

9. Seek Clarification When Necessary

If you're unclear about any part of the email or the message your boss wants to convey, take the time to consult with them before drafting it. This ensures the communication is accurate and reflects their intentions. Whether it's the wording of a request or clarification on a specific directive, don't hesitate to ask for more details. It's always better to get it right the first time than to risk sending a message that's confusing or could be misinterpreted.

10. Follow-Up When Necessary

Sometimes emails require a follow-up to ensure nothing gets overlooked. If you don’t receive a response within a reasonable timeframe, it’s perfectly fine to send a polite and professional reminder. This helps emphasize the importance of the request while keeping the communication respectful, as the recipient may have simply been busy or missed the original message.

A message example for this scenario:

"Dear Ms. Swift,

I wanted to follow up on the email I sent last week regarding the upcoming meeting. If you require any further details, please don’t hesitate to reach out. [Boss’s Name] is looking forward to our discussion and would appreciate an update."

Sincerely,

Emily

Professional Phrases for Communicating on Behalf of Your Boss

When you write emails on behalf of your boss, it’s important to use language that clearly conveys you’re acting as their representative while maintaining professionalism and respect for their authority. The right phrasing helps ensure that the recipient understands the context of your communication and treats it with the necessary importance.

Here are several phrases you can use in different scenarios, whether you’re sharing updates, making requests, or coordinating tasks. These phrases help convey that you’re acting under your boss’s guidance, direction, or authority, making your communication more precise and professional.

At the direction of

This phrase is ideal when your boss has given you clear and direct instructions to communicate their decisions or priorities. It conveys that you are acting based on their guidance and ensures the recipient understands that your actions are a reflection of their decisions. It’s especially useful for situations that require a higher level of authority, such as sharing official updates, making requests, or sending out important communications.

With the endorsement of

Using this phrase signals that your boss not only authorized the action but also fully supports and stands behind the decision being communicated. It provides an added sense of credibility and weight to the message, showing that the recipient should give the communication serious attention. This phrase is particularly helpful when communicating strategic decisions, approvals, or initiatives that need to be taken seriously due to the executive backing they carry.

As delegated by

This phrase is appropriate when your boss has formally passed on the responsibility of handling a specific task or email to you. It shows that you’ve been given authority to manage the matter while still ensuring it falls under your boss’s overall direction. This phrase is especially useful for tasks that involve a degree of responsibility but are not necessarily part of your usual duties.

In line with [Boss's] instructions

This phrase provides a formal and professional way of saying that the actions or content of your email reflect the specific guidance or strategy laid out by your boss. It helps to communicate that your actions are aligned with their larger vision or directive. This phrase works well when the email is part of a broader initiative or plan that your boss has already set in motion.

Following [Name’s] review

Use this phrase when your boss has already reviewed, approved, or provided feedback on the content or actions being communicated. It assures the recipient that the information has been vetted and authorized before being sent out. This is particularly useful when sending finalized documents, reports, or decisions that have undergone your boss’s approval process.

In accordance with [Boss’s] direction

This phrase is ideal when you want to indicate that you’re acting strictly in line with your boss’s specific instructions or directives. It emphasizes that your actions are following a particular course that your boss has determined, and it works especially well in formal, legal, or contractual communications where clarity of authority is crucial.

As instructed by

This phrase is perfect for when your boss has given you explicit instructions regarding the content, purpose, or actions to be communicated in the email. It is straightforward and clear, leaving no room for confusion about who directed the actions or communication. It’s useful when you’re sending an email that is a direct result of your boss’s instructions, ensuring the recipient knows it’s part of a well-defined plan.

At the request of

This phrase shows that you’re acting on a direct request from your boss to reach out or communicate with someone. It carries a level of formality while indicating that you’re responding on behalf of your boss. It’s useful when you need to relay information, make a request, or confirm details on their behalf, ensuring that your actions are in response to their explicit wishes.

On instruction from

This phrase is a formal way of letting the recipient know that you’re acting based on your boss’s clear directives. It’s straightforward and professional, making it perfect for when you need to communicate something with the backing of your boss’s authority. It works well for conveying tasks or instructions that are precise and require no interpretation.

With instructions from

Use this phrase when you’re carrying out specific directions that your boss has given you. It’s a clear, neutral way to convey that the task you’re performing is in line with their specific instructions, helping to show that the action is part of a plan or directive that you’ve been asked to follow. This phrase is ideal for making sure that the recipient understands that your actions are not arbitrary, but part of a guided strategy.

At the discretion of

This phrase indicates that your boss has given you the freedom to handle a matter or make decisions on their behalf. It’s useful when you need to show that you’ve been entrusted with decision-making authority, but still under your boss’s overall guidance. It works well for situations where flexibility is required, but you still have their permission to proceed.

Under the guidance of

When your boss has provided oversight or general direction, this phrase shows that you’re following their guidance while still allowing for some flexibility in execution. It’s particularly useful when you need to demonstrate that your actions are guided by their expertise, but there’s room for independent decision-making within the given framework. This phrase ensures the recipient knows the email reflects your boss’s vision but is still being handled by you.

As authorized by

This phrase is used when you have explicit permission to act or communicate on behalf of your boss. It’s particularly helpful in formal, legal, or contractual settings where permission to proceed or share information needs to be clearly stated. By using this phrase, you signal that you have the necessary authority to take action, giving the recipient confidence in the communication’s legitimacy.

Following up on [Boss's] behalf

Use this phrase when you’re reminding someone about a previous communication or action on behalf of your boss. It’s a professional way of following up, ensuring that the recipient knows you are checking in on your boss’s behalf. It’s often used for checking the status of a request, confirming a pending action, or seeking an update on something your boss is waiting on. This phrase ensures your follow-up is seen as an official action, supported by your boss’s authority.

Each of these phrases adds a layer of professionalism and clarity to your emails, making sure the recipient understands that you’re acting with your boss’s permission, direction, or authority. Whether you’re passing along updates, making requests, or confirming actions, using these phrases will help you communicate effectively while reinforcing the chain of command.

Why Would Your Boss Need You to Send Emails on Their Behalf?

• Delegation of Responsibilities: Your boss may be overwhelmed with tasks and unable to handle every email themselves. By entrusting you with routine or high-priority communication, they ensure nothing slips through the cracks while they focus on more pressing matters.

• Streamlining Communication: Handling tasks like email follow-ups or scheduling on your boss’s behalf helps them stay focused on higher-level responsibilities, allowing for more efficient time management and productivity.

• Managing Workload: With a busy schedule, your boss may need help managing email correspondence to avoid being overwhelmed. By delegating this responsibility to you, they can ensure all messages are addressed promptly, allowing them to focus on strategic decisions and other key tasks.

• Ensuring Consistency: Sometimes, your boss may want to maintain a consistent tone or approach in communication, even when they’re unavailable. By sending emails on their behalf, you can follow their established style and messaging, ensuring that all correspondence aligns with their preferences.

• Maintaining a Professional Image: If your boss is unavailable or traveling, sending emails on their behalf ensures that their communication remains timely and professional. This helps prevent any delays in communication and upholds the image of a well-organized, responsive team.

• Handling Sensitive or Urgent Matters: In some cases, your boss may delegate you to handle sensitive or urgent matters. This allows them to prioritize their attention on other critical tasks while ensuring that important communications are still managed effectively.

• Creating a Record of Communication: Your boss may rely on you to document certain communications for record-keeping purposes. By sending emails on their behalf, you create a reliable trail of correspondence that they can refer back to when needed.

• Managing Expectations: When your boss is unavailable for a period, having you handle communication ensures that clients, colleagues, or external partners aren’t left wondering about the status of requests or meetings. It allows you to manage expectations and keep things moving even in their absence.

• Freeing Up Time for Strategic Thinking: By handling day-to-day communication, you allow your boss to focus on higher-level tasks such as brainstorming new ideas, reviewing major projects, or leading team meetings. This helps them use their time more effectively while you take care of the routine administrative work.

By sending emails on your boss’s behalf, you become a key player in ensuring smooth and efficient communication within the team and with external stakeholders. This responsibility not only helps manage the workload but also builds trust and demonstrates your ability to act autonomously while maintaining professionalism. With the right phrasing and approach, you can represent your boss effectively and contribute to a more organized and productive work environment.