10 Email Secrets Executives Swear By But Never Talk About

Ever wonder how top executives stay on top of their inbox without drowning in endless replies? It’s not just about having an assistant or working late—they follow a set of unspoken rules that keep their email game sharp. Here are 10 habits they use to keep their communication efficient, professional, and stress-free.

1. Use the ‘Two-Minute Rule’ to Keep the Inbox Moving

If an email takes less than two minutes to answer, executives handle it immediately—no procrastination, no overthinking. This keeps their inbox from piling up with tiny, time-consuming tasks.

Pro Tip: When skimming your inbox, ask yourself: “Can I deal with this in two minutes?” If yes, do it now. If not, schedule a time to respond properly.

2. Compose Emails at Lightning Speed with AI Autocomplete

Top executives don’t waste time typing out long-winded emails when AI can do the heavy lifting. Instead of struggling to craft the perfect response, they use intelligent autocomplete tools that predict their next words with uncanny accuracy.

Pro Tip: Prompting feels outdated in 2025. TypeTab allows you to just press Tab to accept AI suggestions. It’s 10x better—context-aware, instant, intelligent. It works right in the gmail page. No more copy-paste or switching apps.

3. Write Short, Action-Oriented Emails

CEOs don’t send rambling emails. Their messages are short, clear, and to the point—often three sentences or less. They focus on what’s needed, who’s responsible, and when it’s due.

Pro Tip: Structure your emails like this:

✔ The context (1 sentence)
✔ The request (1 sentence)
✔ The deadline (1 sentence)

4. Turn Off Email Notifications (Yes, Really)

Constant notifications kill productivity. Executives don’t let their inbox dictate their schedule—they check emails at set times instead of reacting to every new message.

Pro Tip: Set “email check-in” blocks in your calendar (e.g., 10 AM, 2 PM, and 4 PM) instead of keeping your inbox open all day.

5. Master the Art of the ‘No-Response’ Response

Not every email deserves a reply. Executives are selective about where they invest their time, and sometimes, silence is the answer. If a message doesn’t require action, they don’t reply just for the sake of it.

Pro Tip: If the email is purely informative or doesn’t warrant a response, move on. No guilt necessary.

6. Banish the “Just Following Up” Trap

Executives don’t send passive, vague follow-ups. Instead of “Just checking in on this,” they make it clear what they need and when.

Pro Tip: Try this instead: 👉 “Hey [Name], can you provide an update on [specific task] by [deadline]?” It’s direct, professional, and keeps things moving.

7. Use the CC and BCC Fields Wisely

Ever notice how executives rarely send emails to a huge list of people? That’s because they know every extra recipient means more inbox clutter and unnecessary replies.

Pro Tip: Only CC people who truly need to be in the loop. Use BCC when emailing groups to prevent endless “Reply All” threads.

8. Use Email Templates for Common Responses

Smart executives don’t reinvent the wheel for recurring email types. They maintain a library of polished templates for common scenarios like meeting requests, project updates, or vendor communications.

Pro Tip: Create templates for your top 5 most common email types. Include customizable placeholders for names, dates, and specific details. Modern email clients let you insert these with keyboard shortcuts, saving hours each week.

9. Master the One-Word Response

Not every email needs a novel. Executives know that sometimes, a single word gets the job done.

Pro Tip: If an email only requires acknowledgment, keep it short:

✔ “Confirmed.”
✔ “Approved.”
✔ “Thanks.”
✔ “Understood.”

No fluff, no wasted time.

10. Unsubscribe Ruthlessly

Executives don’t waste time on irrelevant newsletters, automated reports, or industry updates they never read. They keep their inbox lean and focused.

Pro Tip: Take 10 minutes this week to unsubscribe from everything you don’t actively use. Your future self will thank you.