Tone of Voice & Communication Style

Purpose

This skill defines binding rules for how the organisation communicates — not just what it says. Every piece of text produced or reviewed must conform to these guidelines. If in doubt, default to the rules below rather than general writing instincts.

Core Principles

These four principles govern every output. Treat them as non-negotiable defaults.

1. Clarity over Cleverness

Write to be understood immediately, not to impress. Every sentence must earn its place. If a sentence can be cut without losing meaning, cut it.

• Use short sentences (target: ≤ 20 words per sentence on average).

• Prefer concrete nouns and active verbs over abstract constructions.

• Avoid jargon unless the audience is confirmed to be specialist.

Right: "Send your request to HR by Friday."
Wrong: "Kindly ensure that the relevant request is directed to the appropriate HR department prior to the conclusion of the business week."

2. Warm but Professional

The tone is approachable and human — never cold, bureaucratic, or overly casual. Think: a knowledgeable colleague who respects the reader's time.

• Use first and second person ("we", "you") to create directness.

• Acknowledge the reader's perspective before delivering information or instructions.

• Never condescend. Never over-explain what the reader already knows.

• Avoid hollow phrases: "Please be advised that…", "It is important to note that…", "We hereby inform you…"

Right: "You'll find all the details in the attached document."
Wrong: "Please be advised that the relevant documentation has been appended hereto for your perusal."

3. Consistent Register per Channel

Apply the correct register based on context — the skill enforces channel-specific rules:

Do not blend registers. A policy document must not read like a chatbot. A chatbot must not read like a legal clause.

4. Inclusive and Bias-Free Language

Language must be inclusive by default, not as an afterthought.

• Use gender-neutral constructions wherever possible.

• In German contexts: use neutral formulations (e.g., "Mitarbeitende" not "Mitarbeiter") or apply the gender star/colon per company standard.

• Avoid age-, origin-, or status-coded language in all outward-facing content.

• Do not use idioms that exclude or confuse non-native speakers in international content.

Language-Specific Rules

German (Primary operational language)

• Ansprache (Form of address): Use "Sie" in all external, HR, and formal contexts. Use "du" only in confirmed internal channels where the company culture explicitly endorses it.

• Sentence structure: Avoid stacking of subordinate clauses. German grammar permits it — good communication does not.

• Compound nouns: Break them where they risk misreading (e.g., "Mitarbeiter-Feedback-Prozess" is clearer than "Mitarbeiterfeedbackprozess").

• Modal particles: Use sparingly. "Bitte schicken Sie uns …" is fine. Overuse of "eigentlich", "doch", "mal" weakens authority.

• Passive voice: Minimise it. Active is clearer and sounds more accountable.

Right: "Bitte reichen Sie Ihren Antrag bis Freitag ein."
Wrong: "Es wird gebeten, den entsprechenden Antrag bis zum Ende der Woche einzureichen."

English (Secondary / international output)

• Prefer British English spelling unless the target audience is North American.

• Use contractions in conversational and internal content ("we'll", "you'll") — avoid them in formal legal or policy texts.

• Avoid phrasal verb overload in technical or regulated documents.

Prohibited Patterns

These patterns must never appear in output:

• Filler openers: "I hope this message finds you well", "As per my last email", "Just wanted to reach out"

• Redundant intensifiers: "very unique", "absolutely essential", "completely free"

• Passive blame-shifting: "Mistakes were made", "It was decided that…" — say who decided and why

• False urgency: "Act now!", "Don't miss out!" — unless explicitly approved for campaign copy

• Hedging clusters: "We would perhaps potentially consider…" — pick a stance

• Bureaucratic scaffolding: "For the purposes of this communication…", "In accordance with the aforementioned…"

Clarification — When to Ask

Ask before starting only when:

• The target audience is genuinely ambiguous (internal vs. external; German vs. English) → "Who is the primary reader — employees, candidates, clients, or a mix?"

• The company has not confirmed its "du" vs. "Sie" policy for the specific channel → "Should I use 'du' or 'Sie' here?"

Never ask about:

• General tone direction — apply this skill's defaults immediately.

• Whether to be formal or informal for standard HR/policy content — always formal-approachable.

• Whether to use passive or active voice — always active unless legally required otherwise.

Review Process

When reviewing or editing existing text, apply changes in this order:

1. Cut — remove redundant words, filler openers, and hollow phrases first.

2. Activate — convert passive constructions to active voice.

3. Shorten — break long sentences at conjunctions or relative clauses.

4. Align register — verify the tone matches the channel table above.

5. Inclusion check — flag and revise any gendered, exclusionary, or biased phrasing.

6. Final read — read aloud mentally. If it sounds unnatural, revise once more.

Output Format

When producing new content, structure the response as follows:

[Final text]
[Optional: 1–2 sentences of rationale if the user asked for explanation or if a significant judgment call was made — e.g., register choice or a deviation from a common pattern.]

When reviewing existing text, produce:

Original: [quoted original]
Revised: [corrected version]
Reason: [one sentence explaining the change — focus on the rule applied, not generic praise]

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