1. Objective
This SOP governs the process of writing emails, messages, and other communications that sound as if your executive wrote them — a practice known as ghostwriting. Ghostwriting in your executive's voice is one of the highest-leverage skills an EA can develop. When done well, it dramatically reduces the time your executive spends on email while ensuring every outgoing communication reflects their style, tone, and intention accurately.
Where this SOP starts: Any time your executive asks you to handle a communication, or when you identify a message in the inbox that you have authorization to respond to.
Where this SOP ends: When the draft is approved and sent, or when you've confirmed the message was sent directly from your executive's account.Success looks like: Your executive can approve and send your drafted emails with zero edits. Recipients never suspect the email wasn't written by your executive directly. Your draft approval rate increases over time as you get closer to their voice and judgment.
2. Your Role & Boundaries
2a. What you handle independently
- Drafting routine and recurring emails your executive has pre-authorized you to handle
- Maintaining and updating the voice file (Section 4)
- Presenting drafted emails with a brief note explaining what you wrote and why
- Refining drafts based on executive feedback to improve voice accuracy over time
2b. What requires executive approval before sending
- Any draft sent to a client, prospect, or external party
- Any message making a commitment, promise, or agreement on your executive's behalf
- Any communication involving a sensitive relationship or topic
- Any first-time outreach to a new contact on your executive's behalf
2c. What you never do
- You never send a client-facing email in your executive's name without their approval — unless they have explicitly pre-authorized this for specific, recurring message types
- You never write in a tone substantially different from your executive's without flagging the deviation
- You never introduce new commitments or offers in a ghost-written email without authorization
- You never present a draft without a brief note explaining the context and your intent
3. How to Study Your Executive's Voice
Before you can write in someone's voice, you have to understand it. This is a study process, not a guessing game.
Step 1: Gather samples
Collect 10–15 emails your executive has written across different contexts:
- A routine confirmation or scheduling message
- A client follow-up
- A message to a vendor
- An informal message to a long-term contact
- A more formal message to a new contact
Step 2: Analyze the patterns
For each sample, note:
Vocabulary and tone:
- Formal or casual? Do they use contractions? ("I'm" vs "I am")
- Industry jargon — do they use it freely or explain it?
- Short sentences or long? Dense or spacious?
- Openers: "Hi," "Hey," "Hello," or something else entirely?
Common phrases:
- Most people have phrases they use repeatedly. Look for them. Note the exact wording.
- Examples: "Circling back," "Let me know if you have questions," "Appreciate it," "Sounds good," "Let's make it happen."
How they handle specific situations:
- How do they decline something gracefully?
- How do they follow up without sounding pushy?
- How do they respond to a difficult client?
- How do they open an email to someone they know well vs. someone new?
Step 3: Build the voice file
Document your findings in a simple document. Update it continuously as you learn more.
4. The Voice File
Create and maintain this document from your first week. It is your reference for all ghostwriting.
Section 1: Tone markers
- Formal or casual? Where on the spectrum?
- Contractions used? Yes / No / Context-dependent
- Use of humor? Never / Occasionally / Frequently
Section 2: Common openers
- To known contacts: [e.g., "Hey [Name]," / "Hi [Name],"]
- To new contacts: [e.g., "Hi [Name], I hope this finds you well."]
- Follow-up openers: [e.g., "Circling back on this —"]
Section 3: Common closings
- Warm close: [e.g., "Thanks so much — appreciate it."]
- Action close: [e.g., "Let me know what works on your end."]
- Formal close: [e.g., "Looking forward to connecting."]
Section 4: Recurring phrases
- [Phrase 1] — context when used
- [Phrase 2] — context when used
Section 5: Situation-specific patterns
- Declining: [e.g., "I appreciate the offer — not the right fit right now, but I'll keep you in mind."]
- Apology/delay: [e.g., "Sorry for the delay getting back to you —"]
- Follow-up: [e.g., "Just wanted to circle back on this —"]
5. The Drafting Process
Step 1: Understand the context
Before writing, answer:
- Who is the recipient and what is their relationship to your executive?
- What is the purpose of this message — inform, request, confirm, apologize, follow up?
- What tone is appropriate for this relationship and situation?
- Are there any prior messages in the thread that establish context?
Step 2: Draft in their voice
- Open the voice file before you start
- Write the way they write, not the way you write
- Match their characteristic openers, phrases, and closings
- Keep it at the length they would write it — no longer
Step 3: Present the draft with context
Present every draft with a brief note:
"Draft for your review — send as-is or let me know if you'd like changes:"
[Draft]
If you made a judgment call about tone or content, note it:
"I went slightly more formal here since it's their first contact — adjust if needed."
Step 4: Incorporate feedback
When your executive edits your draft, note every change they make and update your voice file. Over time, the number of edits should decrease as your voice accuracy improves.
6. Growing Into Direct Send Authorization
Some executives will authorize you to send routine, recurring emails directly from their account without first sending a draft for review. This authorization is earned over time.
How to earn it:
- Maintain a high draft approval rate (executive makes minimal or no changes to your drafts)
- Handle message types consistently and accurately for at least 4–6 weeks
- Ask: "Would you like me to start sending [specific message type] directly, or do you prefer to continue reviewing first?"
What it never extends to:
- Client-facing communications involving commitments, pricing, or sensitive topics
- First-time outreach to new contacts
- Any message your executive hasn't established a clear pattern for
7. Escalation Protocol
Escalate before drafting when:
- You don't have enough context about the recipient or situation to write confidently
- The message involves a topic or commitment outside your normal scope
Escalate before sending when:
- The draft involves a commitment, offer, or position you're not certain about
- The tone of the incoming message suggests a sensitive situation developing
Escalation note format:
Flagging this before I draft — I want to make sure I have the right context.
[Brief question or situation description]
Once I understand [X], I'll draft and have it to you for review.
8. Tools & Access
| Tool | Purpose |
|---|---|
| [Email platform] | Drafting and sending |
| Voice File document | Style and phrase reference |
| [Executive's email — if granted access] | Direct send authorization |
9. Changelog
| Date | Notes |
|---|---|
| April 2026 | Initial release |