Professional bios are one of those things everyone should have but no one wants to write. That’s why executives and other professionals often outsource the task. Here’s how to approach penning a professional bio for someone else. 

 

1. Establish the purpose of the professional bio. 

It’s tempting to write a general bio for someone and update it only when they’ve been promoted, earned a new certification or achieved another milestone, but professional bios aren’t one size fits all. In fact, as people get further along in their careers, they should probably have a small library of bios to use for different purposes. 

For example, let’s say a CEO has asked you to write their professional bio. You’ll want to ask who the audience is. Is she posting it for the public to read or sending it to new shareholders? Perhaps it will be used to introduce her at a speaking engagement or be published in her alma mater’s alumni newsletter. 

Knowing how the bio will be used is crucial for delivering an effective product. It will also help you determine how long the write-up should be. Generally, professional bios fall somewhere between 100 and 500 words, but we find that 300 words is usually the sweet spot.

 

2. Gather intel. 

Getting your hands on your subject’s résumé or CV is a must. But to add interest to a professional bio, you’ll need to dig deeper. Check out the person’s LinkedIn profile and see what they post about. Then, request an interview. That’s where you’ll get more context around why they do what they do and details about their professional interests, expertise and personal life.

While bios are typically used to introduce and establish a person’s professional capabilities, they should also aim to connect with the reader. Don’t be afraid to include details about your subject’s life and interests. Perhaps they have a roomful of 45s at home, coach their son’s hockey team or win the office chili cook-off every year. We like to get to the heart of this by asking subjects, “What non-work topic should someone ask you about at a happy hour?” 

 

3. Draft the professional bio.

When drafting your copy, refer back to the purpose of the bio and the audience you’re writing for. That will help you determine the structure of the bio. 

Generic bios are often written in reverse chronological order: Prior to leading her own content agency, Stephanie Conner worked in public relations. Before that, she tended to clients at a custom publishing agency in Phoenix. 

Be sure to tailor your structure to appeal to the audience it will be serving. 

For example, if we were writing Stephanie’s bio to introduce her as a panelist at an Arizona State University Cronkite school event, we might begin: Since her days as managing editor of ASU’s State Press, Stephanie Conner’s career has taken her from Washington, D.C., where she was a congressional reporter, and back. 

Or, perhaps she needs a bio for a women-in-content-marketing luncheon, which might begin like so: Stephanie Conner’s career spans two decades, more than half of which have been at the helm of her own content agency, Active Voice Communications. 

4. Infuse personality.

A lot of corporate bios stick to the basics: years of experience, titles of recent jobs, certifications and the like. But is the fact that this person served as vice president of marketing the most interesting thing about them? Probably (hopefully?) not. 

While strict corporate bios have their place, a little personality helps the bio (and the person) stand out. This is where your interview with your subject will come into play. 

For example, if you’re trying to get people excited about this person’s upcoming keynote, share a few details about what makes them interesting to listen to. Their number of years in the industry is great, but that doesn’t make them stand out. Maybe what sets them apart is that they do stand-up comedy on the weekends, they’re an ultra-runner or they’ve completed 100 hours of yoga training.

Lastly, a little humor can add some life to a professional bio, making it more relatable and engaging for the reader. Humor works especially well when it aligns with the subject’s personality or professional brand. For instance, if the individual is a parent, you might include a lighthearted comment about their daily life, such as: Outside of work, you can find Stephanie cheering on her son’s team and wondering who thought white was a good idea for a baseball uniform. 

The key to adding humor is to ensure it feels authentic and enhances the bio rather than detracts from its professionalism. A well-placed joke or quirky detail can help the audience connect with the person on a human level. Just make sure the humor is appropriate for the audience and setting. A lighthearted bio might work well for a keynote speaker at a creative conference, but it might not be the best choice for a corporate shareholder meeting. 

 

5. Refine and edit.

Once the draft is complete, review it for clarity, consistency and grammatical accuracy. Read it aloud to ensure it flows naturally and maintains a professional tone while still reflecting the subject’s personality. After all, a professional bio may very well be read aloud at some point.

 

6. Route for approval.

Send your copy to the person you’re writing about for review. Not only is this step essential for confirming all facts are correct, but it’s also important to ensure the tone and personality you’ve used accurately reflects who they are as a person.

 

7. Archive for future use.

Depending on who you’re writing about, there’s a good chance you’ll need to update their bio in the future or write a new version for a different audience. Save the final bio in an easily accessible location, along with any notes or resources you gathered during the writing process. Set a reminder to revisit the bio in 12 to 18 months to make updates for new achievements or different purposes. 

 

Professional Bio Writing Checklist

A professional bio does more than inform readers of the subject’s achievements. It should also help them connect with the reader. Follow these steps to get it right:

  • Establish the purpose of the bio. Understand where it will be used and who the audience is.
  • Gather intel on your subject by reviewing their résumé and LinkedIn profile and conducting an interview.
  • Draft the bio. Tailor the structure and tone to fit the audience and intended purpose.
  • Give it some personality by highlighting the subject’s unique traits, interests or humor to make the bio engaging.
  • Refine and edit, checking for clarity, proper grammar and overall flow.
  • Get feedback and sign-off from the subject to ensure accuracy and authenticity.
  • Save the final version and notes so you can easily update later.