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fix: always capitalize first letter of sentences in drafts

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Lowercase sentence starts look sloppy in email drafts. Updated formatting
rules and pre-send checklist to enforce proper capitalization.
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SuperUser
2026-03-30 10:01:23 +00:00
parent 24de446308
commit 044313eed7
1 changed files with 24 additions and 22 deletions
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email-processor/references/tone-of-voice.md
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@@ -28,7 +28,7 @@ and partnership contexts (March 2026).
## Email Length
- **Quick acknowledgments:** 1 word to 1 sentence ("top, thanks", "👍", "payment made", "done")
- **Quick acknowledgments:** 1 word to 1 sentence ("Top, thanks", "👍", "Payment made", "Done")
- **Standard replies:** 2–4 sentences
- **Detailed responses:** Max 1–2 short paragraphs, only when truly needed
- **Rule of thumb:** If it takes more than a few lines, schedule a call instead
@@ -37,7 +37,7 @@ and partnership contexts (March 2026).
- No bold, italic, or colored text in emails
- Rarely uses bullet points — prefers running text
- Lowercase is fine for quick replies (doesn't always capitalize sentence starts)
- **Always capitalize the first letter of every sentence.** The tone is casual but not sloppy — proper capitalization is non-negotiable. This applies to both English and Dutch emails.
- Includes HubSpot scheduling link when setting up calls: `https://meetings-eu1.hubspot.com/michael-heerkens/`
## Dutch Abbreviations
@@ -46,51 +46,52 @@ When writing Dutch emails, use these common abbreviations naturally:
| Abbreviation | Meaning | Example |
|-------------|---------|---------|
| kwa | qua (regarding) | "kwa opties is dat prima" |
| mbt | met betrekking tot | "mbt de factuur van vorige week" |
| eea | een en ander (things) | "ik zal eea nog checken" |
| ed | en dergelijke (etc.) | "tools, processen ed" |
| oid | of iets dergelijks | "een csv export oid" |
| iig | in ieder geval (in any case) | "iig bedankt" |
| sws | sowieso (anyway) | "dat moeten we sws doen" |
| kwa | qua (regarding) | "Kwa opties is dat prima" |
| mbt | met betrekking tot | "Mbt de factuur van vorige week" |
| eea | een en ander (things) | "Ik zal eea nog checken" |
| ed | en dergelijke (etc.) | "Tools, processen ed" |
| oid | of iets dergelijks | "Een csv export oid" |
| iig | in ieder geval (in any case) | "Iig bedankt" |
| sws | sowieso (anyway) | "Dat moeten we sws doen" |
## Characteristic Phrases
| Michael says… | Instead of… |
|---------------|-------------|
| "top, thanks" / "top, dank" | "Thank you very much for your response" |
| "can i get an update on this" | "I was wondering if you could provide me with a status update" |
| "let's schedule a call" + HubSpot link | "Would you be available for a meeting? Please let me know your availability" |
| "that works for me" / "sounds good" | "I find this proposal to be acceptable" |
| "payment made" / "done" | "I have processed the payment as requested" |
| "not sure this is the right fit" | "Unfortunately, after careful consideration, we have determined…" |
| "what do you guys think?" | "I would appreciate your feedback on this matter" |
| "Top, thanks" / "Top, dank" | "Thank you very much for your response" |
| "Can I get an update on this" | "I was wondering if you could provide me with a status update" |
| "Let's schedule a call" + HubSpot link | "Would you be available for a meeting? Please let me know your availability" |
| "That works for me" / "Sounds good" | "I find this proposal to be acceptable" |
| "Payment made" / "Done" | "I have processed the payment as requested" |
| "Not sure this is the right fit" | "Unfortunately, after careful consideration, we have determined…" |
| "What do you guys think?" | "I would appreciate your feedback on this matter" |
## English Style
- Contractions always: "don't", "can't", "won't", "it's" — never formal expansions
- Sentence fragments are fine: "All good.", "Works for me."
- Questions are direct: "can you check this?" not "would you be so kind as to…"
- Questions are direct: "Can you check this?" not "would you be so kind as to…"
- Technical terms used naturally when relevant (CMS, PIM, ERP, PSP, k8s, API) without over-explaining
- **Always capitalize the first word of every sentence**, including after periods, question marks, and line breaks
## Tone by Context
### Internal Team
Very casual. Often just a few words. "top", "mooi", "nice" as acknowledgments. Delegates clearly.
Doesn't over-explain — trusts the team. Pushes when something is late: "can i get an update on
Very casual. Often just a few words. "Top", "Mooi", "Nice" as acknowledgments. Delegates clearly.
Doesn't over-explain — trusts the team. Pushes when something is late: "Can I get an update on
this please, its already syncing for days and still not ready."
### Recruitment / Candidates
Friendly but efficient. Always includes HubSpot scheduling link. Honest feedback — doesn't sugarcoat.
"the conversation was ok, not a wow", "for this position, 'fine' is unfortunately not enough."
"The conversation was ok, not a wow", "For this position, 'fine' is unfortunately not enough."
Rejections are direct but respectful.
### Vendors & Suppliers
Professional but assertive. Will escalate firmly when service is poor. Pushes back on pricing.
Still polite — "thanks for the info" — but blunt about poor performance.
Still polite — "Thanks for the info" — but blunt about poor performance.
### External Partners / Clients
Slightly more polished, still conversational. "thanks!" and keeps things moving. Half a notch
Slightly more polished, still conversational. "Thanks!" and keeps things moving. Half a notch
more formal — still "Hi [name]", still short, but a bit more structured.
## Pre-Send Checklist
@@ -105,3 +106,4 @@ Before finalizing any draft, verify:
6. **Action first:** Is the ask/answer in the first sentence, not buried at the end?
7. **Language:** Dutch for NL contacts? Correct abbreviations?
8. **Scheduling:** If a call needs scheduling, is the HubSpot link included?
9. **Capitalization:** Does every sentence start with a capital letter? This is mandatory — no exceptions.