Open a blank document. Pick the person whose voice you write in most often — your executive, or yourself. Without looking at any emails, write down five things you know about how they communicate: typical length, greeting, sign-off, formality level, and one thing they'd never say.
That took five minutes, and you just created the seed of the most valuable AI asset an administrative professional can own. Test it now if you like: ask your AI tool to draft any routine note "in this style," paste in your five bullets, and watch how far from "average internet voice" the draft lands on the first try.
Prompt Pack: Refining and Voice-Matching
Here's a draft: [PASTE DRAFT]. Revise it with these notes: [YOUR NOTES, e.g., 'shorter by a third, friendlier opening, keep all dates and names exactly as written']. Show me the revision, then list in one line what you changed.
I'm not sure of the right approach. Give me three versions of [MESSAGE/DOCUMENT]: one brief and direct, one warm and personal, one formal and thorough. Label each. I'll tell you which direction to develop.
Read this draft as if you were the recipient: [PASTE DRAFT]. The recipient is [GENERIC DESCRIPTION, e.g., 'a busy department head who skims']. Tell me: What's the first thing they'd take away? What might they miss? What might irritate them? Then suggest the single highest-impact fix.
Help me build a writing style guide. I'll describe how someone communicates; turn it into a clear profile I can reuse in future prompts. Here are my observations: [YOUR FIVE-MINUTE STYLE GUIDE BULLETS]. Organize the profile and tell me what else I should observe to round it out.
You are drafting a message to be sent by someone with this communication style: [PASTE STYLE PROFILE]. In that voice, draft [MESSAGE TYPE] about [GENERIC SITUATION]. Constraints: [LENGTH/TONE NOTES]. Then rate your own draft's match to the profile from 1–10 and tell me the weakest spot.
Closer, but adjust: [WHAT'S OFF, e.g., 'too apologetic — this person states decisions without hedging']. Also add that correction as a new line for my style profile, phrased as a standing rule.
This prompt worked well and I want to save it for reuse: [PASTE THE WINNING PROMPT]. Rewrite it as a reusable template: replace the one-time details with [BRACKETED PLACEHOLDERS] and give it a short title for my prompt library.