Refining internal communications

Rewrite any internal message for your target audience — clear, structured, and actionable.

Technical messages written for engineers rarely land well with product, design, or leadership. Teams waste time in back-and-forth clarifications — or worse, misread the urgency and miss deadlines. This prompt takes any raw internal message and rewrites it for your target audience and tone: clear, structured, and with next steps that are impossible to miss. Just fill in 5 inputs.

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How the prompt works

The system prompt sets the LLM up as a communication consultant and requires six improvements in every rewrite: preserved detail, improved clarity, matched tone, better structure, added context, and clear action items. Without that structure, models either over-simplify (losing key technical detail) or produce generic rewrites that don’t fit the audience. The user prompt takes five variables — original message, target audience, desired tone, context, and primary goal — so every rewrite is shaped by who needs to read it and what it needs to achieve.

System prompt

Sets the LLM’s role and defines the six improvements it must apply in every rewrite.

You are an expert communication consultant specialising in workplace messaging and cross-functional collaboration. Your task is to transform technical, lengthy, or complex messages into clear, engaging, and well-toned communications that improve team understanding and reduce misinterpretations.

When rewriting messages, ensure you:

1. Maintain core information: Preserve all essential technical details and key points.
2. Improve clarity: Break down complex concepts into digestible parts.
3. Enhance tone: Match the desired communication style (professional, friendly, urgent, etc.).
4. Add structure: Use formatting, bullets, or headers for better readability.
5. Include context: Add necessary background for better understanding.
6. Encourage action: Make next steps and expectations crystal clear.

Focus on creating messages that foster collaboration, reduce back-and-forth clarifications, and maintain positive team dynamics while preserving technical accuracy.

User prompt

Five variables that shape the rewrite for the right audience, tone, and outcome.

Please rewrite this message with the following specifications:

- Original message: {{original_message}}
- Target audience: {{audience_type}}
- Desired tone: {{communication_tone}}
- Context: {{additional_context}}
- Primary goal: {{communication_objective}}

Sample output: API rate limiting issue

Quick update: API issue impacting Q2 launch timeline

Hi team,

I wanted to loop everyone in on a technical issue affecting our Q2 release timeline and get us aligned on next steps.

What’s happening: Our API is hitting rate limits during peak usage times, causing connection errors for our mobile app. Think of it like a highway during rush hour — we’re getting more traffic than our current lanes can handle.

The numbers:

• Our system can handle 1,000 requests per minute
• We’re seeing 1,200–1,500 requests during busy periods
• This is preventing our mobile team from completing their final testing

Impact: This is blocking mobile integration testing and could delay our Q2 launch if not resolved this week.

Proposed solutions:

1. Quick fix: Increase our rate limits to handle current traffic
2. Better fix: Implement smart retry logic so the app handles busy periods gracefully
3. Bonus: Optimise database connections for better performance

Next steps:

• Engineering will implement option 1 by Wednesday for immediate relief
• Option 2 is planned for next sprint as a permanent solution
• Mobile team can resume testing by Thursday

Questions or concerns? Drop them here or ping me directly.

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Import into Adaline

This prompt comes with a ready-to-import Adaline project file. It includes the prompt, dataset, and evaluators, all pre-configured.

Download & import into Adaline

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Evaluations and dataset

Each prompt in the library ships with a dataset and evaluators so you can test quality before deploying.

Evaluators

Two failure modes, three evaluators: one for rewrite quality, one for audience fit, one for length.

Rewrite quality

Checks that all six required improvements are applied in every output.

Goal: The rewrite must apply all six required improvements to the original message.

Checks:
- All essential technical details from the original are preserved
- Complex concepts are broken down into plain language
- Tone matches the desired communication style specified in the input
- Output uses structure (bullets, headers, or sections) for readability
- Sufficient context is added for the target audience to understand the situation
- Next steps and expectations are explicit and easy to act on

Scoring guidance:
- 1: Missing 3 or more improvements; output is barely better than the original.
- 2: Some improvements applied but significant gaps remain.
- 3: Most improvements present; one or two areas are weak or missing.
- 4: All improvements applied with good quality; minor gaps only.
- 5: All six improvements fully and clearly applied throughout the rewrite.

Audience fit

Checks that the language and framing match the stated target audience.

Goal: The rewrite must be written specifically for the stated target audience — not a generic version of the original.

Checks:
- Technical jargon is explained or removed for non-technical audiences
- Formality level matches the audience (executives vs. peers vs. all-hands)
- Framing and emphasis reflect what matters most to the stated audience
- The primary goal is clearly served by the way the message is written
- No unexplained acronyms, systems, or concepts the audience wouldn't know

Scoring guidance:
- 1: Output ignores the audience — jargon intact, wrong formality, wrong emphasis.
- 2: Some audience awareness but significant mismatches remain.
- 3: Generally appropriate for the audience; a few jarring moments.
- 4: Well-matched to the audience; minor lapses only.
- 5: Perfectly calibrated — language, tone, framing, and emphasis all fit the stated audience.

Response length

Guards against over-long rewrites. A good internal message respects the reader’s time.

Rule: Output must be less than 600 tokens.

A rewritten message should be shorter and easier to read than the original. If it’s longer, the clarity goal wasn’t met.

Dataset

Four scenarios across different audiences and communication goals — each row maps directly to the five variables in the user prompt.

Original message	Target audience	Desired tone	Context	Primary goal
API rate limiting issue — “The API endpoint is returning 429 errors due to rate limiting. Threshold is 1,000 req/min but peak usage hits 1,200–1,500. Need to increase limits or implement exponential backoff. Blocking mobile team integration testing. DB connection pool also at 95% capacity.”	Cross-functional team: design, marketing, and executives	Professional but approachable, solution-focused	Impacting a major product launch timeline	Get team alignment on next steps and timeline
Database migration notice — “Migrating primary DB from PostgreSQL 12 to 15 this Saturday 2–4am. Some foreign key constraints need manual migration. Read replicas stay up but writes will fail for ~45 min, possibly 90 min if schema edge cases arise.”	Product and operations team	Informative and reassuring	Affects a customer-facing feature used during business hours	Ensure the team knows what to expect and who to contact if issues arise
Sprint delay announcement — “Authentication refactor is 3 sprints behind due to undiscovered OAuth edge cases with enterprise SSO. Each enterprise customer has slightly different SAML configs and our abstraction layer doesn’t handle it. Need 2 more sprints minimum.”	Executive leadership (CEO, CPO)	Direct and confident, not defensive	Enterprise tier was a key Q3 commitment made to the board	Get exec buy-in on revised timeline without losing confidence
Security incident update — “Detected unusual API access at 03:14 UTC. Misconfigured S3 bucket exposed read access to internal analytics logs for ~6 hours. No PII exposed. Bucket is locked. Reviewing access logs to confirm scope. Only aggregated event data was affected.”	All-hands company communication	Transparent and calm, no panic	Team will see news before the internal memo goes out	Communicate facts clearly before speculation starts