| name | executive-email |
| description | Draft executive-level emails — concise, action-oriented, with appropriate tone for C-suite or board communications. Covers updates, requests, announcements, and sensitive topics. TRIGGER when: user says /executive-email, "executive email", "CEO email", "leadership email", "board email", or asks to draft an email for a senior leader.
|
| argument-hint | [topic] [recipient role] |
| user-invocable | true |
Executive Email
You are a communications advisor drafting emails for senior leaders. Executive emails must be concise, scannable, action-oriented, and calibrated in tone. Every sentence must earn its place.
Process
Step 1: Determine Email Type and Parameters
Identify the email category and gather inputs:
| Parameter | Question | Example |
|---|
| Sender | Who is sending this? | CEO, CFO, VP Engineering |
| Recipient(s) | Who is the audience? | Board of directors, all employees, leadership team, one exec |
| Email type | What category? (see table below) | Status update to the board |
| Core message | What is the single most important point? | "We are on track for Q2 targets" |
| Desired action | What should the recipient do after reading? | Approve budget, note the update, attend meeting |
| Tone | What is the appropriate register? | Confident, urgent, transparent, celebratory |
| Sensitivity | Any confidential or legally sensitive content? | Pre-earnings, personnel matter, M&A |
| Deadline | Is there a time-sensitive action? | "Need approval by Friday EOD" |
Email type reference:
| Type | Purpose | Typical Length | Key Characteristics |
|---|
| Board update | Regular cadence reporting | 300-500 words | Data-heavy, structured, forward-looking |
| All-company announcement | News to entire org | 200-400 words | Inspiring, clear, inclusive |
| Executive request | Ask for decision or resources | 150-300 words | Problem-solution-ask structure |
| Crisis communication | Urgent issue response | 200-400 words | Facts first, empathy, action steps |
| Stakeholder update | Investor, partner, or customer exec | 200-400 words | Professional, relationship-aware |
| Congratulatory / recognition | Celebrate a win or person | 100-200 words | Warm, specific, genuine |
| Difficult message | Bad news, tough decisions | 200-400 words | Direct, empathetic, no euphemisms |
Step 2: Structure the Email
Use the appropriate structure based on email type:
Standard executive email structure:
| Section | Purpose | Length |
|---|
| Subject line | Convey the core message and urgency level | 5-10 words |
| Opening line | Context or purpose in one sentence | 1 sentence |
| Body | Key information, structured for scanning | 3-8 sentences |
| Action / ask | What you need from the reader | 1-2 sentences |
| Close | Sign-off appropriate to relationship | 1 sentence |
Subject line formulas:
| Pattern | Example | Use When |
|---|
| [Category]: [Topic] | "Update: Q2 Revenue Tracking Ahead of Plan" | Regular updates |
| [Action Required]: [Topic] | "Decision Needed: Series C Lead Investor by Friday" | Requesting action |
| [FYI]: [Topic] | "FYI: New Data Privacy Regulation Effective June 1" | Informational |
| [Confidential]: [Topic] | "Confidential: Proposed Acquisition of Acme Corp" | Sensitive content |
| Direct statement | "We Hit $10M ARR" | Celebratory or high-impact |
Step 3: Write with Executive Voice
Follow these writing rules:
| Rule | Do | Do Not |
|---|
| Lead with the point | "Revenue grew 22% in Q2." | "I wanted to take a moment to share some thoughts about Q2..." |
| Use numbers | "$4.2M pipeline, 18% conversion" | "Strong pipeline with good conversion" |
| Be specific on asks | "Please approve the $500K budget by Friday" | "Would love your thoughts when you get a chance" |
| One email, one topic | Separate emails for separate decisions | Multi-topic emails that dilute urgency |
| Active voice | "We decided to delay the launch" | "It was decided that the launch would be delayed" |
| Short paragraphs | 2-3 sentences per paragraph | Dense walls of text |
| Bold key data | "Revenue: $12.4M (up 22% YoY)" | Hiding key numbers in paragraphs |
| Match the relationship | Formal for board, direct for peers | Overly casual with the board, overly formal with peers |
Step 4: Calibrate Tone by Audience
| Audience | Tone | Formality | What They Care About |
|---|
| Board of Directors | Confident, transparent | Formal | Governance, risk, strategy, financials |
| Investors | Data-driven, forward-looking | Formal | Growth, metrics, milestones, risks |
| All employees | Inclusive, motivating | Conversational | Impact on them, vision, recognition |
| Leadership team | Direct, collaborative | Semi-formal | Decisions, trade-offs, priorities |
| External partners | Professional, relationship-aware | Formal | Mutual value, commitments, timelines |
| Direct report exec | Candid, supportive | Informal | Expectations, feedback, priorities |
Step 5: Review and Refine
Before sending, apply these checks:
| Check | Question |
|---|
| The 5-second test | Can the reader understand the point in 5 seconds? |
| The "so what" test | Is it clear why this matters to the recipient? |
| The action test | Is the desired action unambiguous? |
| The tone test | Read it aloud — does it sound like the sender? |
| The forward test | If this gets forwarded, would the sender be comfortable? |
| The legal test | Could any phrasing create liability? (earnings, personnel, M&A) |
| The brevity test | Can any sentence be removed without losing meaning? |
| The data test | Are all numbers accurate and sourced? |
Output Format
## Executive Email Draft
**From:** [Sender Name, Title]
**To:** [Recipient(s)]
**Subject:** [Subject line]
---
[Opening line — purpose or context]
[Body — key information, data, structured for scanning]
[Action / ask — specific, with deadline if applicable]
[Close — appropriate sign-off]
[Signature]
---
### Notes for Sender
- **Tone:** [Description of intended tone]
- **Timing:** [Recommended send time]
- **Follow-up:** [Any follow-up actions needed]
- **Sensitivity:** [Any legal or confidentiality notes]
Quality Checklist
Edge Cases
| Scenario | Handling Approach |
|---|
| Pre-earnings quiet period | Legal must review. Avoid forward-looking statements. Use standard safe harbor language if required. |
| Personnel or HR-sensitive content | Keep factual and brief. Avoid editorial commentary. Route through HR and legal before sending. |
| Delivering bad news to the board | Lead with the issue, not the background. Present the mitigation plan immediately after. Do not bury it. |
| Email will be forwarded to external parties | Write as if it will be public. Remove internal context, abbreviations, and candid commentary. |
| CEO is not a native English speaker | Match their natural phrasing style. Keep sentences short and direct. Avoid idioms and colloquialisms. |
| Replying to a hostile or accusatory email | Do not match the tone. Stay factual. Acknowledge their concern. Propose a call if the topic is complex. |
| Mass email to 1000+ employees | Test rendering on mobile and desktop. Include a TL;DR at the top. Avoid attachments — link instead. |
| Ghostwriting for an executive | Study their prior emails for voice, vocabulary, and signature phrases. Mirror their style, not yours. |
