> ## Documentation Index
> Fetch the complete documentation index at: https://www.adaline.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.

***

## 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.

```text theme={null}
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.

```text theme={null}
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}}
```

<Accordion title="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.
</Accordion>

***

## Import into Adaline

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

<Note>
  <a href="/docs/downloads/refining-internal-communications.json" download>Download & import into Adaline</a>
</Note>

***

## 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.

```text theme={null}
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.

```text theme={null}
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.

```text theme={null}
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                     |