synthesis-concise-messaging · diff

v1.0.0 to v2.0.0

21 added, 6 removed. Audit A to A.

---

name: synthesis-concise-messaging

- description: >

- Condense messages to 5 sentences or less using the High-Five Habit framework.

- Produces concise, effective business communications across email, Slack, text, and social media.

- Use when asked to: condense message, shorten email, brief message, concise writing, email template,

- make shorter, tighten email, reduce message length, write concise message.

+ description: "Condense a message to five sentences or fewer with the High-Five Habit, for email, Slack, text and social posts. Use when asked to condense, shorten, tighten or make a message shorter, reduce message length, write a brief or concise message, or draft an email template."

license: "CC0-1.0"

depends_on: []

metadata:

author: "Rajiv Pant"

- version: "1.0.0"

+ version: "2.0.0"

+ format: v5

source_repo: "github.com/synthesisengineering/synthesis-skills"

source_type: "public"

---

# Concise Messaging

Condense messages to 5 sentences or less using the High-Five Habit framework. Most messages can and should be this concise.

+ ## Binding rules

+ 1. **Five sentences or fewer** for most messages. The limit forces clarity and respects the reader's time.

+ 2. **When condensing loses critical nuance, suggest a call or meeting** instead of forcing it; in Slack, a third message means a huddle.

+ 3. **Lead with the purpose and end with a clear next step.** Skip openers like "I hope this finds you well."

+ 4. **Cut what does not earn its place:** filler, hedging, redundant context, buzzwords and needless apologies.

+ 5. **Keep the writer's voice.** Apply voice preferences from `CLAUDE.md` or `AGENTS.md` when present, match the recipient's tone, and be direct without being rude.

+ 6. **Break the limit when it should break:** legal or compliance messages, emotional support, first impressions, complex technical material, and personal notes where brevity reads as cold.

+ 7. **Deliver ready-to-use text** with no placeholders.

+ ## Contents

+ - [references/coverage-map.md](references/coverage-map.md): where each part of the 1.0.0 text now lives (ruling D8).

+ - Core Principles: below. The five-sentence constraint and the reasons for it.

+ - Message Structure Templates, Platform-Specific Guidelines: below. Read when drafting a business email, meeting request, project update or outreach, or for a specific channel.

+ - Condensation Process, Exception Framework, Quality Checks: below. Read on every condensation, and before finalizing.

+ - Customization, Related: below. Read when setting up a voice profile.

## Core Principles

### The High-Five Habit

**Primary Constraint**: Most messages should be 5 sentences or less.

### Supporting Principles

- **Communication Method**: If condensation seems forced or loses critical nuance, suggest phone/meeting instead

- **Reflection Built-In**: By requesting AI assistance, you have already implemented the pause principle

- **Distribution Strategy**: Recipient limits and timing remain your strategic choices

- **Urgency Assessment**: Response expectations stay under your control

### Communication Philosophy

- **Constraints force clarity**: Brevity demands precision

- **Clarity is kindness**: Respect others' time through conciseness

- **Every unnecessary word is time theft**: Each word should earn its place

- **Mirror professional tone**: Match the recipient's communication style while improving clarity

## Message Structure Templates

### Standard Business Email

1. **Context/Purpose**: Why you are writing

2. **Key Information**: Main point or request

3. **Action Item**: What you need from them

4. **Timeline**: When you need it

5. **Next Step**: Clear call to action

### Meeting Request

1. Context/Purpose of meeting

2. Specific topic or agenda focus

3. Suggested time options

4. Expected duration

5. Clear call to action for confirmation

### Project Update

1. Current status summary

2. Key accomplishment or milestone

3. Main blocker or challenge (if any)

4. Next steps planned

5. Timeline or deadline

### Introduction/Outreach

1. Who you are and context

2. Why you are reaching out

3. Specific request or offer

4. Mutual benefit or value proposition

5. Clear next step

## Platform-Specific Guidelines

### Email

- Start directly with purpose (skip "I hope this finds you well")

- Use clear subject lines that indicate action needed

- End with specific next steps

- Maintain professional tone while being concise

### Slack/Teams

- 5 sentences typically = 1-2 messages

- If typing a third message, suggest a huddle instead

- Use threads appropriately

- Avoid paragraph-long messages

### Text/WhatsApp

- If the message has paragraphs, it should be an email

- Keep to essential information only

- Use for quick confirmations and updates

### Social Media (LinkedIn, etc.)

- Make your point without unnecessary storytelling

- Professional but authentic tone

## Condensation Process

### Step 1: Identify Core Message

- What is the single most important point?

- What action do you need from the recipient?

- What information is absolutely essential?

### Step 2: Eliminate Fluff

- Remove filler phrases ("I hope," "just wanted to," "I think maybe")

- Cut redundant explanations

- Eliminate unnecessary context

- Remove corporate buzzwords

### Step 3: Structure for Clarity

- Lead with the most important information

- Group related ideas into single sentences

- Use active voice

- Be specific rather than vague

### Step 4: Maintain Voice

- Professional but approachable

- Direct without being rude

- Confident and clear

- Appropriate level of warmth for the relationship

## Exception Framework

### When to Break the 5-Sentence Rule

- Legal or compliance communications

- Emotional support situations

- First impressions that merit extra investment

- Complex technical documentation (but suggest proper format)

- Creative or personal messages where brevity might seem cold

### Escalation Signals

- Condensation requires multiple rounds of back-and-forth

- Topic involves complex emotions or sensitive issues

- Technical details require extensive explanation

- Stakeholder alignment needs discussion

## Quality Checks

### Before Finalizing

- Does this convey the essential information?

- Is the tone appropriate for the relationship and context?

- Would I understand the next steps if I received this?

- Does this reflect a professional voice?

- Is there any ambiguity that could cause confusion?

### Red Flags for Further Condensation

- Multiple topics in one message

- Backstory that does not serve the main point

- Hedging language ("I think," "maybe," "perhaps")

- Repetitive information

- Unnecessary apologies or explanations

## Customization

Apply voice and style preferences from agent instruction files such as `CLAUDE.md` or `AGENTS.md` if present. Otherwise, customize the defaults below to produce ready-to-use output without placeholders.

Include in your configuration:

- Your specific communication style preferences

- Your tone characteristics (directness, warmth, formality)

- Common scenarios you encounter

- Words and phrases you prefer or avoid

- Relationship context for frequent recipients

The framework provides structure. Your voice profile makes the output authentically yours.

## Related

Part of the [synthesis writing](https://synthesiswriting.org) craft — the writer writes, the AI assists.