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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 ## 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 - **Standard replies:** 2–4 sentences
- **Detailed responses:** Max 1–2 short paragraphs, only when truly needed - **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 - **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 - No bold, italic, or colored text in emails
- Rarely uses bullet points — prefers running text - 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/` - Includes HubSpot scheduling link when setting up calls: `https://meetings-eu1.hubspot.com/michael-heerkens/`
## Dutch Abbreviations ## Dutch Abbreviations
@@ -46,51 +46,52 @@ When writing Dutch emails, use these common abbreviations naturally:
| Abbreviation | Meaning | Example | | Abbreviation | Meaning | Example |
|-------------|---------|---------| |-------------|---------|---------|
| kwa | qua (regarding) | "kwa opties is dat prima" | | kwa | qua (regarding) | "Kwa opties is dat prima" |
| mbt | met betrekking tot | "mbt de factuur van vorige week" | | mbt | met betrekking tot | "Mbt de factuur van vorige week" |
| eea | een en ander (things) | "ik zal eea nog checken" | | eea | een en ander (things) | "Ik zal eea nog checken" |
| ed | en dergelijke (etc.) | "tools, processen ed" | | ed | en dergelijke (etc.) | "Tools, processen ed" |
| oid | of iets dergelijks | "een csv export oid" | | oid | of iets dergelijks | "Een csv export oid" |
| iig | in ieder geval (in any case) | "iig bedankt" | | iig | in ieder geval (in any case) | "Iig bedankt" |
| sws | sowieso (anyway) | "dat moeten we sws doen" | | sws | sowieso (anyway) | "Dat moeten we sws doen" |
## Characteristic Phrases ## Characteristic Phrases
| Michael says… | Instead of… | | Michael says… | Instead of… |
|---------------|-------------| |---------------|-------------|
| "top, thanks" / "top, dank" | "Thank you very much for your response" | | "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" | | "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" | | "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" | | "That works for me" / "Sounds good" | "I find this proposal to be acceptable" |
| "payment made" / "done" | "I have processed the payment as requested" | | "Payment made" / "Done" | "I have processed the payment as requested" |
| "not sure this is the right fit" | "Unfortunately, after careful consideration, we have determined…" | | "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" | | "What do you guys think?" | "I would appreciate your feedback on this matter" |
## English Style ## English Style
- Contractions always: "don't", "can't", "won't", "it's" — never formal expansions - Contractions always: "don't", "can't", "won't", "it's" — never formal expansions
- Sentence fragments are fine: "All good.", "Works for me." - 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 - 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 ## Tone by Context
### Internal Team ### Internal Team
Very casual. Often just a few words. "top", "mooi", "nice" as acknowledgments. Delegates clearly. 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 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." this please, its already syncing for days and still not ready."
### Recruitment / Candidates ### Recruitment / Candidates
Friendly but efficient. Always includes HubSpot scheduling link. Honest feedback — doesn't sugarcoat. 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. Rejections are direct but respectful.
### Vendors & Suppliers ### Vendors & Suppliers
Professional but assertive. Will escalate firmly when service is poor. Pushes back on pricing. 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 ### 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. more formal — still "Hi [name]", still short, but a bit more structured.
## Pre-Send Checklist ## 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? 6. **Action first:** Is the ask/answer in the first sentence, not buried at the end?
7. **Language:** Dutch for NL contacts? Correct abbreviations? 7. **Language:** Dutch for NL contacts? Correct abbreviations?
8. **Scheduling:** If a call needs scheduling, is the HubSpot link included? 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.