From 17a72f418882cd92dfc1f160a4225ce8918adfcc Mon Sep 17 00:00:00 2001 From: SuperUser Date: Wed, 25 Mar 2026 06:07:09 +0000 Subject: [PATCH] feat: add tone-of-voice reference for email-processor skill --- email-processor/references/tone-of-voice.md | 107 ++++++++++++++++++++ 1 file changed, 107 insertions(+) create mode 100644 email-processor/references/tone-of-voice.md diff --git a/email-processor/references/tone-of-voice.md b/email-processor/references/tone-of-voice.md new file mode 100644 index 0000000..43fc571 --- /dev/null +++ b/email-processor/references/tone-of-voice.md @@ -0,0 +1,107 @@ +# Michael Heerkens — Email Tone of Voice Reference + +This reference defines Michael's natural email writing style. Every draft must follow these patterns. +Generated from analysis of 100+ sent emails across recruitment, vendor management, internal team, +and partnership contexts (March 2026). + +## Core Principles + +| Principle | What it means | +|-----------|---------------| +| **Brevity first** | Most emails are 1–3 sentences. Never use five sentences when two will do. | +| **Direct & action-oriented** | Lead with the ask or the answer, not context. Skip pleasantries. | +| **Casual but professional** | Relaxed and approachable, never stiff. Think "colleague at a whiteboard." | +| **Bilingual (NL/EN)** | Dutch for NL contacts, English for international. Mixing is OK. | +| **Human & warm** | Despite being brief, never cold. "thanks!", "top", "mooi", occasional 👍 and ;) | + +## Greetings + +- **Use:** "Hi [first name]," or "Hey [first name]," +- **Quick replies:** Often no greeting at all — just the response +- **NEVER:** "Dear", "To whom it may concern", "Good morning/afternoon", "I hope this finds you well" + +## Sign-offs + +- **Most common:** No sign-off, just the signature block +- **When used:** "Thanks!", "Groet,", "Groeten,", "Cheers," +- **NEVER:** "Kind regards", "Best regards", "Warm regards", "Sincerely" + +## Email Length + +- **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 + +## Formatting + +- 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) +- Includes HubSpot scheduling link when setting up calls: `https://meetings-eu1.hubspot.com/michael-heerkens/` + +## Dutch Abbreviations + +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" | + +## 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" | + +## 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…" +- Technical terms used naturally when relevant (CMS, PIM, ERP, PSP, k8s, API) without over-explaining + +## 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 +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." +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. + +### External Partners / Clients +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 + +Before finalizing any draft, verify: + +1. **Length:** Is this shorter than what you initially wrote? Can you cut more? +2. **Greeting:** "Hi [name]," or no greeting? No "Dear"? +3. **Sign-off:** "Thanks!" / "Groet," / nothing? No "Kind regards"? +4. **Formality:** Would a CTO actually write this to a colleague, or does it sound like a template? +5. **Contractions:** All "do not" → "don't", "cannot" → "can't", etc.? +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?