Prompt Components
Your prompt consists of several key elements:
Writing Style
Define how your agent should write:
- Tone: Professional, casual, friendly, formal
- Length: Concise, moderate, detailed
- Structure: Direct, conversational, structured
Example:
Write in a friendly but professional tone. Keep responses
concise (2-3 paragraphs max). Use casual greetings like
"Hi" or "Hey" with colleagues, "Dear" with external contacts.
Content Guidelines
Specify what to include:
- Key information that should always appear
- Standard phrases or sign-offs
- Required disclaimers or notices
Example:
Always check my calendar before confirming meetings.
Include my phone number in emails to external clients.
Sign off with "Best regards" for formal emails, "Cheers" for
casual ones.
Restrictions
Tell your agent what to avoid:
- Words or phrases not to use
- Topics to skip
- Information to never include
Example:
Never share internal project codenames with external contacts.
Avoid using "Sorry for the delay" - instead say "Thanks for
your patience."
Don't make commitments about deadlines without checking with me.
Special Instructions
Add context-specific guidance:
- How to handle specific senders
- Industry-specific terminology
- Company-specific policies
Example:
When responding to sales inquiries, always mention our 14-day
trial. For customer support emails, start by acknowledging
their issue specifically.
Editing Your Prompt
Review current prompt
Read through your existing prompt to understand what your agent is currently following.
Identify improvements
Think about recent drafts:
- What did you frequently edit?
- What was missing?
- What tone adjustments did you make?
Update instructions
Make specific, clear changes to your prompt. Be explicit about what you want.
Test the changes
Review the next few drafts your agent creates. The changes should take effect immediately.
Refine as needed
Keep adjusting your prompt based on results. It’s an iterative process.
Your agent combines your prompt with learned patterns from your actual email edits. Both work together to improve draft quality.
