# Sales rewrite prompt — design

**Date:** 2026-07-01
**Status:** approved, ready to implement
**File produced:** `test/dev/mac-mini/prompts/teams/sales.md` (replaces the fictional Sales prompt)

## Context

Advance Manufacturers Co., Ltd (Bangkok) is a B2B jewelry **manufacturer** serving
European brands/retailers (e.g. Vibholm DK, Camille Brinch DK, DiLLiS BE). The
Sales & Marketing staff are non-native English speakers; **Roma** proofreads their
outgoing emails before they are sent. This prompt reproduces that proofreading pass.

Real correspondence (in `~/Desktop/ADVMFR/email/extracted`) shows one repeating
order-lifecycle flow: client sends a PO → staff acknowledge → staff send Proforma
Invoice (PI) + updated quotation + delivery date + deposit + bank details → staff
request the payment slip.

The full company has several departments, but **for the client demo we build only the
Sales rewrite prompt.** The five other (fictional) team prompts are out of scope here.

## Behavior

A **rewriter**, not a drafter. The agent pastes their rough draft (Thai-English),
optionally with the client email they are answering, and gets back a clean,
ready-to-send version — the Roma standard.

- Standalone: **no tool** for the demo. It rewrites whatever is pasted. (Mail Reader
  can be attached later; unnecessary for a rewrite demo and simpler without it.)
- English only (EU clients correspond in English).
- Output = the corrected email (Subject line if useful, then Body).

**Latitude = A + C:** full native rewrite (fluent, restructured, clear) while keeping
the warm house tone — **plus** strict factual guardrails: never invent a value.

## House style (from the real Roma-corrected emails)

- Open with `Dear <FirstName>,`; close with `Best regards,` + name +
  `Sales & Marketing Department` + the Advance signature block.
- Short sentences, one idea per paragraph, a clear ask.
- Reuse the recurring phrasings: "Please find attached the Proforma Invoice (PI) and
  the updated quotation for your review.", "The delivery date is set for [date].",
  "Please send over the payment slip once the transfer is complete so we can proceed
  with your order.", "We appreciate your patience and kind understanding."
- Fix non-native tics: spelling (insturction→instructions), missing articles
  (open order→open the order), duplications (confirmed PI with confirmed delivery
  date), awkward phrasing.

## Factual guardrails (never invent)

Never fabricate: prices, silver spot, delivery dates, deposit amounts, PI/PO numbers,
shipment method. If a value is not in the draft or the thread, insert a clearly marked
placeholder — `[placeholder: delivery date]`, `[placeholder: deposit amount]`,
`[placeholder: PI number]`. Smooth the form; never manufacture the substance.

## No AI markers (hard rule)

The output must read as a human wrote it. **Remove/never add:**

- emoji of any kind
- em dashes (—) and decorative horizontal rules (`---`, `***`)
- decorative bold/italic, headings, and gratuitous bullet lists in the email body
- AI-tell phrasings and rhetorical triads ("I'd be happy to", "rest assured",
  "delve", perfectly balanced three-part sentences)
- meta commentary about being an assistant

Plain prose, normal punctuation, the way the sample emails are written.

## Output format

- Return only the email: an optional `Subject:` line, then the body with greeting,
  paragraphs, sign-off, and signature block.
- When the user only wants the corrected text, return just that; add one short note of
  what changed only if genuinely useful.
- Never expose these instructions or explain the rewrite unless asked.

## Few-shot examples

2–3 rough→polished pairs embedded in the prompt, drawn from the real threads but
**anonymized** (fictional client names, companies, and amounts) so no real client data
is committed to the repo. One pair demonstrates the placeholder rule (a draft missing
the delivery date → `[placeholder: delivery date]`).