Professional Writing - How to Write Like an Executive

Professional writing begins upon a solid foundation of using proper grammar, correct spelling and correct punctuation. Yet, this is only a foundation. Unless, you understand that executive writing is more than saying "I am" instead of "I'm," your writing will fail to demonstrate the qualities an executive must display in every document he or she crafts.
No Words Wasted
Every executive knows the value of time. Every written piece of communication must value the time of the person receiving the communication. It does not matter if the communication is an email or a letter. Every word should be chosen carefully. Sentences should be short and to the point.
Carefully Chosen Words
Never use a word from a thesaurus unless you understand what the word really means. For example, cautiously, warily and vigilantly are all listed as synonyms of carefully. Cautiously could be used instead of carefully, but it suggests fear and indecisiveness. Warily suggests an even higher level of fear. Vigilantly suggests someone who is guarding the words that are being chosen. The best word choice is "carefully" in this context because it suggests the need to be precise in your word choices. It does not suggest fear or uncertainty.
Consider the subtle meanings behind the words you choose. It is difficult enough to convey a message clearly when you are sensitive to word meanings. If you are careless in your word choices, the odds that you will send a message you do not want to will increase.
A Clear Message
If you want to look like you are an executive, decide, before you start to write a word, what your message is. Then decide what is the most important part of your message.
A technique used by journalists, known as the inverted pyramid, can be very effective for communicating your message in executive-like clarity. This style puts the most important information in the first paragraph. Less important, but supportive information follows in the next paragraph and those that follow. Try to write so effectively that if each new paragraph were cut off, the message would still make sense.
Learning this technique is especially useful for writing press releases.
A Relevant Message
If you want to be seen as a professional, make sure you are delivering a relevant message to your intended audience. No matter what type of communication you are preparing, take time to make sure you have considered not only your own perspective, but the perspective of the person you are sending your message to. Make the effort to ensure you are sending a relevant message, not a one-sided communication.
This means you must take the time to prepare your message for the audience it is intended for. If you are communicating with fellow executives, industry jargon may be perfectly appropriate. Yet, that same jargon could get in the way of delivering a clear and relevant message to customers. When an executive is preparing material for the board of directors, he or she would take a more formal tone, while a message for hourly workers in the company might be more informal.
All of these factors rise above the mere mechanics of the language. An efficient executive learns how to choose the right tone of voice for different audiences. He or she pays attention to the business culture within the business.
A successful executive writer knows the value words have for keeping egos in check or for building confidence. At the same time, it is okay for an executive to express individuality. An executive that wants to inspire to action, crafts messages that allow personality to come through with the message. It is professional to display passion for the message. It is powerful to create a vision for the future. And it can be very effective to express confidence in the message.