Voice & Tone

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Overview

Voice & Tone controls how Every Agent sounds when it is drafting on behalf of your business. It is separate from Business Context and is designed specifically for writing style. Every stores voice guidance in three audience buckets:

• Client-facing: prospects, clients, and revenue-facing communication
• Internal / casual: founders, teammates, and close collaborators
• Non-client external: vendors, partners, candidates, and other outside operators

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How It Works

Voice & Tone is generated from your email history, then made editable in Agent Settings. Each audience can include:

• A short voice/tone description
• Tags such as direct, warm, concise, or professional
• Up to three example snippets

The agent uses the right audience profile depending on who it is writing to.

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Accessing Voice & Tone

Go to Agent Settings → Voice & Tone. From there you can:

• Review your current audience profiles
• Refresh the generated voice profile from newer email history
• Edit descriptions, tags, and example snippets

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What to Put Here

Use Voice & Tone for writing style, not business facts. Good examples:

• “Client-facing writing should be concise, calm, and confident.”
• “Internal notes can be direct and casual.”
• “Partner communication should be polished and professional.”

Not ideal for this page:

• Pricing rules
• Service catalog details
• Operational policies
• Client segmentation logic

Those belong in Business Context.

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Voice & Tone vs Business Context

Use both together:

• Business Context tells the agent what is true about your business
• Voice & Tone tells the agent how to express it

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Refreshing the Profile

The page includes a Refresh Voice & Tone action. Use it when:

• Your writing style has changed
• You want fresher guidance from newer emails
• The current voice profile feels out of date

After refreshing, review the generated content and tighten anything that feels too generic or too broad.

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Editing the Profile

Each audience can be edited directly. Recommended workflow:

1. Review the generated description
2. Remove tags that do not fit
3. Add the traits you actually want the agent to lean on
4. Add short examples that sound like you

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Where It Gets Used

Voice & Tone is most relevant when the agent is writing outward-facing or business-authored content, such as:

• Proposal drafting
• Invoice notes or payment messaging
• Follow-up emails
• Client-facing summaries

It is less important for:

• Simple data lookups
• Operational Q&A
• Internal admin tasks that do not involve writing on your behalf

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Best Practices

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Troubleshooting

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The Writing Style Feels Wrong

Try this:

• Edit the audience description directly
• Remove tags that are pushing the style the wrong way
• Add stronger examples
• Refresh the profile if your recent email history is now more representative

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The Agent Is Ignoring Voice & Tone

Voice & Tone is mostly used for drafting flows. If you are asking a simple operational question, the profile may not be relevant to that turn. Try testing it with:

• Proposal drafting
• Invoice note generation
• Outbound email drafting

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The Generated Profile Is Too Generic

That usually means there is not enough signal in the current email-derived profile. Fixes:

• Edit it manually
• Add clearer example snippets
• Refresh again later after more representative business email activity

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Next Steps