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Best Practices

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Be Specific

Instead of: 
Be professional
Write: 
Use formal language with external clients. Address them by
last name until they suggest otherwise. Keep responses
under 3 paragraphs.

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Use Examples

Instead of: 
Write concisely
Write: 
Write concisely - aim for 50-100 words per email unless
detailed explanation is needed. Example: "Thanks for reaching
out! I can meet Thursday at 2pm. Let me know if that works."

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Prioritize Instructions

Put the most important guidelines first:
  1. Critical rules (what never to do)
  2. Tone and style preferences
  3. Standard inclusions (signature, disclaimers)
  4. Nice-to-haves (optional flourishes)

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Update Regularly

Review and update your prompt:
  • Monthly for active changes
  • After role changes
  • When feedback patterns emerge
Dramatic prompt changes can temporarily affect draft quality while your agent adapts. Make incremental changes for best results.

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Advanced Techniques

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Conditional Instructions

Set rules for different scenarios: 
For meeting requests:
- Check availability before confirming
- Propose 2-3 alternative times if unavailable
- Always include video call link for virtual meetings

For project updates:
- Start with progress summary
- Highlight any blockers
- End with next milestone and deadline

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Persona-Based Prompts

Create different styles for different audiences: 
Internal team: Casual, brief, emoji-friendly
Clients: Professional, thorough, no emoji
Executives: Concise, data-driven, action-oriented

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Learning Directives

Tell your agent how to learn: 
Pay special attention to how I edit:
- Sign-off phrases
- Opening lines
- Paragraph length

When I delete entire sections, don't include
similar content in future drafts.

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Testing Your Prompt

After updating your prompt:
  1. Wait for 2-3 new draft emails
  2. Review if they match your instructions
  3. Note any discrepancies
  4. Refine the prompt for clarity
Your agent combines your prompt with learned patterns from your actual email edits. Both work together to improve draft quality.

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Troubleshooting

Make sure you saved your prompt. Changes are applied to new drafts immediately, but won’t retroactively change existing drafts.
Check if your instructions conflict with each other. Also, your agent balances prompt instructions with learned behavior - if you consistently edit away from the prompt, it will adapt to your actual style.
Simplify your prompt. Focus on the top 5-10 most important guidelines. Over-complicating can reduce draft quality.