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Templates Voice profile worksheet

Voice profile worksheet

Five of your own sent emails, one prompt, and a table to write the answer into. The result is a paragraph describing how you write, which you paste at the top of every writing request from then on.

Generic wording can weaken trust and make the message feel unlike you. A small set of approved writing samples gives the tool a concrete style reference.

Who it is for

  • Coordinators who send a lot of faculty and participant email
  • Anyone whose drafts keep coming back sounding too enthusiastic
  • Consultants who write in a client voice as well as their own

What is inside

  • A checklist of which five sent emails to gather, and why those five
  • The prompt to paste, laid out ready to copy
  • A seven-row table: how you open, how you sign off, sentence length, how direct you are, how you handle deadlines, formality, and what you never do
  • Where to keep the finished profile in Copilot, ChatGPT or Claude

How to use it

  1. Gather five ordinary emails. Not your best five. Five typical ones, because typical is what you want it to match.
  2. Run the prompt in the file. It asks the tool to describe your writing voice and turn that into instructions.
  3. Correct what it got wrong. It is describing you, so you are the authority. Write the corrected version into the table.
  4. Keep it where the tool can see it. A project, a notebook, or a shared folder. That is what turns a one-off into a habit.
Time to fill in
10 minutes, once
Used by
Every recipe that produces writing
Format
Microsoft Word (.docx), editable

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Or see every template, or read the 60-minute session plan for running this with your team.