How to Write a Bio About Someone Else: Interview Questions, Third-Person Structure, Event Introductions and Ready Templates

How to write a bio about someone else: interview the person first, write in the third person, open with their name and most relevant role, add two or three proof points, include one human detail and keep it to the length the place needs. Then send the draft back so they can correct facts and approve it before it goes anywhere.

I work on the BidStaff team, where we regularly write profile text for team members and clients. Writing about yourself is hard, but writing about someone else brings its own problems: you can get facts wrong, flatten a personality or write something the person would never say. This guide gives you a process, the questions to ask, a structure and templates you can copy for events, websites and introductions.

Why is writing about someone else different?

When you write your own bio, you know the facts. When you write someone else’s, you only know what they tell you, and people are often modest or forget their best results. They may also be shy about sounding proud.

That is the job when you learn how to write a bio about someone else: pull out the proof, put it in plain words and keep the person’s voice. A bio is also a trust document. A host reads it to the audience, a client reads it before a call, and a reader decides whether to keep going. Mistakes are expensive and embarrassing.

We see the same pattern in our own work. When we bid for clients on Upwork, we work from the facts a freelancer gives us, and the best results come when we ask good questions first. Our article on writing in your own tone shows how much the person’s real wording matters.

How do you interview the person first?

Never start from a LinkedIn page and guess. Spend 15 to 20 minutes with the person, on a call or by email. Say what the bio is for, who will read it and the length you need. It changes what you ask.

Questions to ask

• What is your current role, and who do you help?
• What are you best known for, and what has been your proudest result?
• What past roles or experience matter most for this audience?
• Do you have awards, publications, certifications or notable clients I can mention?
• What is one thing most people would not guess about you?
• How do you want people to contact you or follow your work?
• Is there anything you do not want mentioned?

Questions to ask yourself

• Which two or three facts matter most for this reader?
• What proof can I check? Dates, titles, numbers and names must be correct.
• What tone does this person use? Formal, friendly, funny?

If you cannot interview them, ask for a short written brief or a CV and a few quotes from their own content. Look at how they talk in emails, talks or posts, and borrow the rhythm, not the exact sentences.

How to write a bio about someone else, step by step

Here is the process we use when people ask us how to write a bio about someone else. It works for a speaker, a new hire, a client or a friend.

1. Clarify the purpose. Is it for a conference programme, a website team page, a book jacket, a LinkedIn summary or an award? Each wants a different length and emphasis.
2. Interview the person. Use the questions above and take notes. Record the call if they agree.
3. Choose the angle. Pick one line that sums them up, such as “a nurse turned health-tech founder”. Everything else supports it.
4. Draft the first line. Name, role and the audience benefit.
5. Add proof. Two or three facts, such as years of experience, a notable project, an award or a client type.
6. Add a human detail. A hobby, a hometown or a short quote makes the bio memorable.
7. End with a next step. A website, a handle or a topic they speak about.
8. Edit down. Cut anything the reader does not need. Check the word count.
9. Fact-check and send for approval. Highlight names, dates and numbers so the person can confirm quickly.

For length guidance across places, see our sibling article on how long a bio should be. This tells you the target for a LinkedIn, website or speaker bio before you start.

How do you write in the third person?

Third person means using the person’s name and “he”, “she” or “they”, never “I” or “my”. It is the standard for bios written by other people and for most speaker, author and team page bios.

• First mention: full name. Later, last name or first name only, depending on the style. For a warm tone, first name is common. For formal pieces, use the last name or just “she” or “he”.
• Use the name and pronoun the person prefers. Ask. Do not assume.
• Keep tenses clear. Present tense for current roles (“leads”), past tense for finished work (“founded”).
• Avoid “currently”. The bio will outlive the moment.
• Stay active. “She built the team” beats “The team was built by her”.

Be neutral and factual. Words like “passionate”, “world-class” or “guru” read as marketing. Facts read as trust. If a flattering description comes from the person’s clients, quote it and name the source, with permission. Our guide on how to get testimonials from clients explains the ask.

The Purdue Online Writing Lab has a good general reference on point of view and clear writing if you want to check your habits.

Should you use “he/she” or “they”?

Use whatever the person tells you. If you do not know, ask, or write around it by repeating the name. Practice varies between publishers and organisations, so follow any style guide the host gives you.

What structure should the bio follow?

Knowing how to write a bio about someone else mostly means knowing the shape. Most good bios follow the same five-part shape, from most to least important.

1. Who and what: name, current role and what they do for others.
2. Credibility: years of experience, past roles, notable organisations or credentials.
3. Achievement: a project, result, book, award or recognition.
4. Human detail: something personal and short.
5. Where to find them: a website, handle or topic.

If the audience is a hiring manager or a client, push credibility and results up. If it is a social event, push the human detail up. Place the point that matters to this reader in the first line, because people often stop reading after it.

That rule matches how we think about proposals. A client sees the first lines and decides. For more on this, our guide on how to send proposals on Upwork shows how we open. A team that writes proposals can also keep a shared bio for each person so they stay consistent. BidStaff lets an agency track its team and its proposals in one office, which you can see on the features page.

How do you write an introduction for an event?

How to write a bio about someone else for the stage is a slightly different task. A spoken introduction is not the same as a written bio. The host reads it out loud, so it must be short, easy to say and finished in under a minute, ideally 60 to 120 words.

Use this plan:

1. Why this person, why now: one sentence that links them to the topic.
2. Two credentials: the facts that make the audience trust them.
3. One personal touch: something that earns a smile.
4. Name last: say “please welcome” and then the name, so the audience can applaud on the cue.

Avoid long job titles, lists of degrees and any name that is hard to pronounce without a guide. Ask the speaker how to pronounce their name, and write it phonetically in your notes. Print the intro in a large font. Read it aloud once beforehand.

Sample event introduction

“Our next speaker has spent ten years helping small shops get paid on time, and she is here to show us how to do it without chasing anyone. Maya Chen has run finance for two online retailers, wrote the guide many of you already use and still bakes the office cake every Friday. Please welcome Maya Chen.”

That intro is about 60 words, uses one detail of credibility and one personal touch, and ends on the name. The speaker and the details are made up for the example.

What templates can you copy?

These templates show how to write a bio about someone else quickly. Replace the brackets with real facts. Delete any part you cannot verify.

Template 1: professional or website bio (about 70 words)

[Name] is a [role] at [company], where [he/she/they] [what they do for whom]. With [number] years in [field], [Name] has [one proof point, such as a project, result or client type]. [Name] holds [credential or education], and [recognition, if any]. Outside work, [Name] [personal detail]. Connect with [Name] at [website or handle].

Template 2: speaker bio (about 100 words)

[Name] helps [audience] [achieve result] through [method or specialty]. As [role] at [organisation], [he/she/they] [notable work]. [Name] previously [past role or experience], and has been featured in [media or events]. [He/She/They] is the author of [book or resource] and speaks about [two or three topics]. When not [working], [Name] enjoys [detail]. Learn more at [link].

Template 3: new team member bio (about 50 words)

Please welcome [Name], our new [role]. [Name] joins us from [previous place], where [he/she/they] [one achievement]. At [company], [Name] will focus on [responsibility]. [He/She/They] is based in [place] and loves [detail]. Say hello at [email or chat].

Template 4: award or nomination bio (about 60 words)

[Name] is nominated for [award] for [reason]. Over [period], [he/she/they] [specific achievement with number if verified]. Colleagues describe [Name] as [quote from a named person, with permission]. [Name] lives in [place] and volunteers with [cause].

Template 5: short bio for a byline (about 25 words)

[Name] is a [role] who writes about [topic]. Find [him/her/them] at [site].

How do lengths and uses compare?

Use	Length	Lead with	End with
Byline or author note	20 to 50 words	Role and topic	A link
Team page	40 to 80 words	Role and focus	A personal detail
Website About page	100 to 250 words	Who they help	A call to action
Speaker programme	75 to 150 words	Topic authority	Where to learn more
Spoken event intro	60 to 120 words	Why this person, why now	Their name
Award or nomination	60 to 150 words	The achievement	A quote or a community detail

These ranges are a starting point. If the organiser gives a limit, follow it.

What mistakes should you avoid?

• Skipping the interview. Guessing leads to errors and bland text.
• Listing duties. “Responsible for sales” says little. Name a result, if the person can confirm it.
• Making things up. Never invent awards, numbers or quotes. Check every claim.
• Copying their LinkedIn. It is written in first person and often too long.
• Using buzzwords. “Results-driven” and “visionary” add nothing.
• Sharing private details. Leave out age, family or health unless the person asks for it.
• Forgetting approval. Always let the person see the final version.
• Mixing person. Do not slip back into “I” or “our”.

What if you are writing for a client or boss?

Ask for samples of their style. Share a short draft early and let them react. Many people cannot describe themselves, but can say “no, not that” in seconds. If you are a freelancer or virtual assistant, bio writing can be a billable service. See how a virtual assistant can help your business for other tasks of this kind. For ideas on how people describe themselves, also read how to describe yourself in a resume and how to write about me on a resume.

Can a tool help?

Tools can fix grammar and spot long sentences. Grammarly is one example. They cannot supply the facts or the voice. BidStaff, our own product, writes Upwork proposals in your tone from your past winning proposals, but it does not write bios or letters. You can see what it does on the demo page.

Frequently asked questions

How do I start a bio about someone else?

Start with their full name and their most relevant role for the reader, plus what they do for others. For example: “Dana Ortiz is a nurse educator who trains hospital teams to cut patient wait times.”

How long should a bio about someone else be?

It depends on the use. Fifty to 150 words works for most programmes and websites. See how long a bio should be for ranges by platform.

Should I write in first or third person?

Third person, because the bio is about someone else and may be copied onto other pages.

Do I need the person’s permission?

Yes. Ask for approval before you publish, especially for private details, quotes and anything that could affect their reputation.

What if I only have a resume to work from?

Use it for dates and titles, then ask three or four questions about results and personality. A resume rarely shows what the person is proud of.

How do I write a funny or personal detail without risk?

Ask the person for one that they are happy to share. Keep it short and harmless, and let them cut it.

Can I write a bio for a client on Upwork?

Yes, as a writing service. Agree the length, the purpose and the number of revisions before you start.

What if the person has little experience?

Focus on education, projects, volunteering and potential. Be honest and specific about what they have done, not what they might do.

Conclusion

Now you know how to write a bio about someone else: interview, choose one angle, write in the third person, follow a clear structure and get approval. The best bios are short, true and sound like the person on a good day.

Your action list:

1. Ask what the bio is for and what length you need.
2. Interview the person with the questions above.
3. Draft using the five-part structure and a template.
4. Check every date, title and number.
5. Send it for approval and keep a short and a long version on file.

If you write for freelancers or agencies, BidStaff pricing shows what the proposal side of our work costs, and the habit of asking good questions first will help in both.

Other related articles

• How long should a bio be?
• How to describe myself in a resume
• How to write about me on a resume
• How to introduce yourself in an email: examples
• What is an introduction letter when applying for a job?

About the Author

Muhammad Shahzad is the founder of BidStaff and Leadslancer. He runs Upwork accounts for a freelance and agency team, and builds BidStaff around that daily work.