Quick Start

Transform this draft email:

hey john, can we meet sometime next week to talk about the project? let me know what works for you.

Into professional format:

Subject: Meeting Request - [Project Name] Discussion

Dear John,

I hope this message finds you well. I would like to schedule a meeting next week to discuss the current status and next steps for [Project Name].

Would any of the following times work for your schedule?
- Tuesday, [Date] at 2:00 PM
- Wednesday, [Date] at 10:00 AM  
- Thursday, [Date] at 3:00 PM

Please let me know your preference, and I'll send a calendar invitation.

Best regards,
[Your Name]

Workflow

Progress:

• Audience Analysis - Identify reader's role, knowledge level, and priorities
• Purpose Clarification - Define specific outcome desired from the communication
• Structure Review - Ensure logical flow with clear introduction, body, and conclusion
• Tone Calibration - Match formality level to context and relationship
• Clarity Enhancement - Eliminate jargon, reduce wordiness, improve readability
• Action Items - Highlight clear next steps and deadlines
• Final Polish - Check grammar, formatting, and professional presentation

Emails: BRIEF format

• Brief subject line
• Reason for writing
• Information/request
• End with action
• Friendly close

Proposals: Problem-Solution-Benefit structure

• Executive summary
• Problem statement
• Proposed solution
• Timeline and budget
• Expected outcomes

Reports: IMRAD format

• Introduction
• Method
• Results
• Analysis
• Discussion

Examples

Example 1: Email Optimization Input: "need your thoughts on the budget thing asap" Output:

Subject: Urgent: Budget Review Required

Hi [Name],

I need your input on the Q4 budget proposal by end of day Friday to meet the board deadline.

Specifically, please review:
- Marketing allocation (increased 15%)
- IT infrastructure costs (new estimate attached)
- Personnel projections

Could you reply with your recommendations by 5 PM Friday? Happy to discuss over a quick call if helpful.

Thanks,
[Your name]

Example 2: Proposal Executive Summary Input: "We want to implement new software to help with project management" Output:

EXECUTIVE SUMMARY

Challenge: Current project tracking methods result in 23% of deliverables missing deadlines and reduced team visibility across departments.

Solution: Implement [Software Name] project management platform with integrated timeline tracking, resource allocation, and automated reporting.

Investment: $15,000 annually ($1,250/month)

Expected ROI: 
- 40% reduction in project delays
- 15 hours/week saved in manual reporting
- Improved client satisfaction scores

Timeline: 6-week implementation starting [Date]

Recommendation: Approve implementation to begin Q1 2024.

Example 3: Meeting Minutes Optimization Input: "talked about marketing, john will do something, sarah mentioned budget concerns" Output:

MEETING MINUTES - Marketing Strategy Session
Date: [Date] | Attendees: [Names]

DECISIONS MADE:
1. Approved Q1 digital campaign focus on LinkedIn and industry publications

ACTION ITEMS:
- John: Develop content calendar by Jan 15
- Sarah: Provide revised budget parameters by Jan 10  
- Team: Review competitor analysis by Jan 12

OPEN ISSUES:
- Budget allocation pending finance review
- Campaign timeline dependent on legal approval

NEXT MEETING: January 20, 2:00 PM

Best Practices

Structure:

• Lead with the most important information
• Use bullet points for lists and action items
• Include specific dates, numbers, and deadlines
• One main idea per paragraph

Language:

• Choose active voice over passive
• Use specific verbs (implement vs. do, analyze vs. look at)
• Replace weak phrases: "I think" → "I recommend", "pretty good" → "exceeded targets by 12%"
• Quantify whenever possible

Professional Tone:

• Confident but not arrogant
• Direct but respectful
• Solution-focused rather than problem-focused
• Appropriate formality for relationship level

Formatting:

• Clear subject lines that indicate action needed
• Consistent heading styles
• Strategic use of bold for key information
• White space for readability

Common Pitfalls

Avoid These Mistakes:

• Buried lead: Important information hidden in middle paragraphs
• Vague requests: "Let me know what you think" vs. "Please confirm your availability"
• Unnecessary apologies: "Sorry to bother you" weakens your message
• Overly casual tone: Using texting language in professional emails
• Missing context: Assuming reader remembers previous conversations
• No clear next steps: Ending without specific actions or deadlines
• Emotional language: Letting frustration or excitement affect professionalism
• Information overload: Including too many details in initial communication
• Weak subject lines: Generic subjects that don't convey urgency or topic
• Inconsistent formatting: Mixed fonts, irregular spacing, unclear hierarchy

Red Flags to Fix:

• Multiple exclamation points
• ALL CAPS for emphasis
• Run-on sentences over 25 words
• More than 3 levels of bullet points
• Emails longer than one screen without clear sections