Writing style and signatures

14. How makeo Drafts Better Replies

makeo improves draft quality through several layers.

14.1 Thread Awareness

makeo tries to understand who said what in a thread and which message actually needs a reply.

It should not answer the user's own previous message as if it came from the customer. If the user's last message was already sent, makeo can switch into a short follow-up mode instead of repeating the full previous answer.

14.2 Language Matching

makeo should reply in the same language as the main message that needs a reply — for email, social DMs, post comment drafts, Research Hub chat, and Messenger/website agent chat.

Reply language follows the latest inbound / primary message. When language is clear, drafts lock to that language; if it is unclear, makeo falls back to a light heuristic.

If a thread contains mixed languages because of quoted headers, prior outbound drafts, or forwarded content, makeo should follow the language of the real inbound message being answered, not the language of the writing-style profile examples and not technical headers.

The style profile describes tone and rhythm; it must not force Danish (or any other profile language) onto an English (or other-language) conversation.

14.3 Voice Matching

makeo uses the user's style profile and preferences.

This can include:

• Formality level.
• Sentence length.
• Common phrasing.
• Punctuation habits.
• Warmth.
• Directness.
• Use of emojis.
• Typical openings.
• Typical structure.

If no style profile exists yet, makeo should use a clear, warm, professional default.

14.4 Business Situation Awareness

makeo can classify what kind of business moment the message represents.

For example:

• A complaint should lead with empathy and ownership.
• A quote request should include scope, assumptions, and placeholders for missing numbers.
• A logistics issue should focus on tracking, delivery facts, and next steps.
• A legal or finance message should be careful with commitments and figures.
• A simple coordination message should be brief and actionable.

This makes drafts feel more appropriate to the situation.

14.5 Knowledge Grounding

makeo can use saved websites, uploaded documents, product information, pricing material, manuals, and company context.

When relevant knowledge is available, makeo should use it before guessing.

14.6 Fact Safety

makeo should not invent:

• Prices.
• Discounts.
• Dates.
• Deadlines.
• Legal terms.
• Contract values.
• Account details.
• Payment terms.
• Phone numbers.
• Addresses.
• Policy details.

If something is missing, the draft should ask for the missing detail or use a placeholder.

15. Writing Style Analysis

Writing Style Analysis is how makeo builds a customer's personal writing profile.

Customer-friendly explanation:

makeo studies the customer's sent emails and builds a structured profile of how they naturally write. This profile is then used by the draft engine so future replies match the customer's tone, rhythm, phrasing, and level of detail.

The goal is not to copy private content. The goal is to understand writing behavior.

makeo focuses on the message body the customer actually wrote. It should ignore signatures, mail-client footers, legal disclaimers, contact blocks, forwarded content, and boilerplate that does not represent the customer's real voice.

15.1 How The Analysis Is Created

The analysis can be started from AI Configuration by clicking Analyze.

When analysis runs, makeo can:

• Fetch recent sent messages from the selected connected mailbox.
• Prefer fuller message bodies (not only short snippets) for style samples.
• Clean the message content.
• Remove signatures, quoted threads, mail-client footers, and boilerplate.
• Skip forwards and messages that are too short or not useful.
• Stratify usable examples by length and audience mix, and drop near-duplicates and ultra-short acks, so the profile is not dominated by “tak/ok” mail.
• Run a quirk/micro-habit pass first (recurring typos, phonetic spellings, abbreviations, capitalization, spacing, line-break/opsætning habits with frequency), then build the full 12-point profile from that evidence.
• Use only substantive text that the customer actually wrote.
• Save the result as the writing style profile for that mailbox.

If there are too few usable sent messages, makeo uses a neutral default profile until the customer has enough writing history or enters a profile manually.

15.2 Why Sent Emails Are Used

Sent emails are the best source for voice because they show how the customer actually writes in real situations.

They reveal:

• How formal or direct the customer is.
• How much detail the customer usually includes.
• Whether the customer writes short, practical replies or longer explanatory replies.
• How the customer handles customers, colleagues, suppliers, and leads.
• What phrases the customer naturally uses.
• What wording would sound unnatural for that person.

15.3 The 12-Point Style Profile

makeo's writing style profile is structured around 12 dimensions.

15.3.1 Personality Archetype (Tone)

This identifies the customer's overall tone.

Examples:

• Efficient Executor: direct, practical, action-oriented.
• Helpful Diplomat: warm, careful, relationship-aware.
• Warm Visionary: encouraging, expansive, idea-driven.

The analysis describes the balance between professional distance and personal warmth.

15.3.2 Relational Adaptation (Audience Mirroring)

This describes how the customer changes language depending on who they write to.

Examples:

• More formal with leadership, investors, or external stakeholders.
• More relaxed with colleagues or familiar customers.
• Shorter and more direct under pressure.
• More explanatory with customers who need guidance.

This helps makeo adjust tone to the recipient without losing the customer's voice.

15.3.3 Linguistic Fingerprints (Distinctive Phrases)

This captures recurring vocabulary patterns, register, and energy — not a phrase list for the AI to copy.

The analysis may include a few short illustrative examples tied to each pattern. Generated drafts must not paste these quotes into replies; they are analysis only.

15.3.4 Syntax And Rhythmic Architecture

This describes the customer's sentence structure and rhythm.

It looks at:

• Short versus long sentences.
• Staccato versus flowing rhythm.
• Dense paragraphs versus frequent line breaks.
• Whether the customer uses bullets, numbered steps, or prose.
• How instructions are usually structured.

This is important because a reply can use the right words but still feel wrong if the rhythm is wrong.

15.3.5 The Fallible Voice

This captures consistent human quirks in the customer's writing.

Examples:

• Recurring typos.
• Missing apostrophes.
• Specific grammar patterns.
• Informal shortcuts.
• Small imperfections that make the text feel human.

makeo should only reproduce these sparingly and only when they are genuinely part of the customer's authored body text. It should never copy errors from templates, footers, or signatures.

15.3.6 Code-Switching, Anglicisms, And Loan Patterns

This describes how the customer mixes languages or borrows expressions.

Examples:

• Switching between Danish and English.
• Using English business terms in otherwise Danish writing.
• Translating phrases directly from one language to another.
• Using industry-specific loanwords.

This helps makeo keep the customer's multilingual style natural.

15.3.7 Discourse Framing And Substantive Structure

This describes how the customer structures the actual message body.

Examples:

• Context first, then ask.
• Direct ask first, then explanation.
• Apology before solution.
• Solution first, then details.
• Step-by-step instructions.
• Pushback with explanation.

This does not include greetings, closings, or signatures.

15.3.8 Punctuation Psychology

This describes how punctuation carries tone.

Examples:

• Exclamation marks for warmth.
• Periods for authority.
• Dashes for fast explanation.
• Ellipses for hesitation or informality.
• Emojis as tone markers.

If the customer never uses emojis in real message bodies, the profile should say that clearly.

15.3.9 Humor And Irony Level

This describes whether the customer uses humor, dry irony, understatement, or purely factual language.

This helps makeo avoid adding humor where it would feel unnatural, or use lightness when it genuinely matches the customer.

15.3.10 Action Patterns

This describes how proactive the customer usually is.

Examples:

• "I have already done X."
• "Here is what I suggest."
• "Can you confirm X?"
• "What would you like me to do next?"

This affects whether drafts sound solution-oriented, collaborative, or reactive.

15.3.11 The No-Go Zone

This defines what the customer would probably never write.

Examples:

• Stiff corporate jargon.
• Overly formal phrases.
• Generic AI expressions.
• Unnatural enthusiasm.
• Long intros when the customer is usually direct.
• Phrases the customer has explicitly asked makeo to avoid.

This is one of the most important parts of the profile because it prevents drafts from sounding "AI-generated."

15.3.12 Formatting Rules For AI Generation

This is the practical guidance section for the draft engine.

It describes typical habits for reproducing the customer's body text:

• How often to use line breaks.
• Typical sentence length range.
• Whether paragraphs should be short or dense.
• Whether bullets are natural for this person.
• Which punctuation patterns to follow.
• Which quirks may occasionally appear.
• How to act in transactional, supportive, or informal situations.

This section describes how makeo should replicate the sender's rhythm, structure, and pacing — not a phrase checklist.

15.4 How The Style Profile Is Used

The style profile is used when makeo prepares a reply. It is the primary authority for how the person sounds. The goal is indistinguishability: a boss, colleague, or loyal customer should believe the person wrote the draft themselves.

makeo replicates voice holistically in one cohesive message (rhythm, register, tone, structure, line breaks / opsætning) — never by inserting section 3 quotes or stacking catchphrases/emojis at the end. If sections 4–5 / 8 / 12 document concrete recurring micro-habits with frequency (small errors, phonetic spellings, typing/spacing habits, layout), makeo may mirror them subtly at that frequency so drafts feel close to 1:1 and do not sound over-corrected — it never invents new typos. Calendar times and other injected data are phrased in the sender's voice, not copied as system labels.

AI drafts never use em dashes (—), en dashes (–), or a spaced hyphen as a pause, because they read as AI-written. This applies to every channel: email drafts, social DMs (LinkedIn, Messenger, Instagram, WhatsApp, and others), comment replies, LinkedIn feed comments, post captions, and Messenger auto-replies. The model is instructed to avoid them, and makeo also rewrites any that slip through into a comma. A plain hyphen stays where the language needs it: compounds (e-mail, ind- og udland), number ranges (9-11), and list bullets. Text the user types themselves is never changed.

It helps control:

• Tone.
• Sentence rhythm.
• Level of warmth.
• Level of directness.
• Paragraph structure.
• Word choice.
• Punctuation.
• Use of emojis.
• Amount of detail.
• How proactive the reply should be.
• Which phrases to avoid.
• Subtle documented quirks (when present in the profile).

The profile describes how to write the body of the message. Greetings and signatures are handled separately so the final email does not duplicate sign-offs or signature blocks.

15.5 Manual Editing

Customers can edit the style profile manually.

This is useful when:

• The customer wants to correct the analysis.
• The customer has too few sent emails.
• The customer wants a specific brand voice.
• The customer wants the AI to avoid certain phrases.
• The customer wants the AI to sound more concise, warm, formal, or direct.

15.6 Default Profile

If makeo cannot find enough usable sent emails, it uses a neutral default profile.

The default profile is:

• Professional.
• Friendly.
• Clear.
• Direct.
• Not overly formal.
• Not overly casual.

The customer can analyze again later after sending more mail.

20. AI Configuration

AI Configuration lets customers tune how makeo writes. Customers configure tone, knowledge sources, and channel behavior — they do not choose the underlying model provider.

20.1 What Customers Can Customize

AI Configuration is the customer's control panel for how makeo should write and what knowledge it may use.

Customers can customize:

• Reply fine-tuning presets: Normal (no overrides), Improved (polished + minimal emoji + balanced length + Trustworthy/Direct/Professional/Serious), or Custom (full controls below).
• Creative personality: makes replies more varied, spontaneous, informal, or expressive where appropriate.
• Enhanced mode: keeps the user's voice, but makes replies clearer, more thorough, and more polished.
• Reply length: short and concise, balanced, or detailed and thorough.
• Emoji style: no emojis, minimal, moderate, or expressive.
• Personality traits: friendly, serious, humorous, creative, trustworthy, direct, empathetic, professional, relaxed, energetic, patient, or analytical.
• Values to reflect: for example honesty, reliability, customer focus, speed, warmth, or premium service.
• Extra instructions: for example "always end with a follow-up question" or "mention the free trial when relevant."
• Things to avoid: phrases, tones, or habits the customer does not want in replies (Custom fine-tuning; existing saved values still apply in drafts).
• Writing style profile: the 12-point style analysis, which can be generated from sent mail or edited manually.
• Documents: selected files or the entire document library can be searchable for replies.
• Saved sites: selected saved URLs or all saved sites can be used as reference in replies.
• External data sources: where configured, customers can connect other sources such as CRM, databases, or APIs through supported integrations.

20.2 How Customization Affects Replies

The writing style profile is the base identity — WHO the person sounds like (register, rhythm, vocabulary, quirks). Advanced settings in AI Configuration are deliberate overrides ON TOP of that profile — they adjust HOW a particular reply should feel without replacing the person's voice.

Layering rule: Always remain unmistakably the person from the style profile. Overrides adjust length, polish, emoji, energy, and emphasis — they do not turn the reply into generic AI.

Examples:

• If the style profile says the user is short and direct, but Enhanced mode is on, makeo should still sound like the user while making the answer clearer and more complete — "them on their best day."
• If Creative personality is on, replies may have slightly more variety and spontaneity, but still within the person's documented voice — not a different persona.
• If Reply length is set to "Short & concise", makeo shortens replies while keeping the same word-choice patterns and rhythm from the profile. If no length is selected, typical length comes from the analyzed style profile.
• If Emoji style is set to "No emojis", makeo should avoid emojis even if the model would otherwise add them. If no emoji setting is selected, emoji habits follow the style profile.
• If the customer selects traits such as "Empathetic" and "Professional", makeo should lean into those qualities while staying the person — traits shape emphasis, not identity.
• If the customer adds avoid phrases, makeo should treat them as words or patterns that would make the reply feel wrong.

20.3 Per-Mailbox Logic

makeo can store AI behavior per connected email account.

This means the same user can have different logic for different inboxes.

Example:

• A Gmail account can have one writing style, one signature, one set of categories, and one document/source setup.
• An Outlook account can have a different writing style, different categories, different signature, and different reply rules.
• A support inbox can be more structured and empathetic.
• A sales inbox can be more concise and action-oriented.
• A personal inbox can be warmer and less formal.

This is important because one person may write differently depending on the account they are using.

Customer-friendly explanation:

"Each mailbox can have its own brain. Your Gmail inbox can behave one way, while your Outlook or support inbox can behave another way. makeo does not force one global tone or rule set across every account."

20.4 What Is Stored Per Account

Per-account configuration can include:

• Writing style profile.
• Draft personality.
• Avoid phrases.
• Reply length.
• Emoji preference.
• Selected personality traits.
• Values and extra instructions.
• Signature.
• Document selection.
• Saved site selection.
• Category behavior.
• Automation scope.
• Auto-draft settings.
• Auto-organization settings.

This makes makeo useful for customers who manage several roles or brands from one login.

21. Email Signature

Email Signature lets the customer create and manage signatures used in replies and drafts.

Customers choose how to set it up:

• Use professional template — logo, name, title, contact fields, and live preview.
• Custom signature — free-form editor (formatting, links, images, HTML).

Until one of those is opened, only a preview is shown (saved signature, or an example template if empty).

A signature can include:

• Name.
• Job title.
• Phone number.
• Email address.
• Website.
• Address.
• Logo.
• Image.
• Links.
• Custom text.
• HTML where supported.

The signature can be automatically added to replies and drafts depending on settings.

makeo's draft engine is usually instructed not to write closing signatures itself, because the mail client or signature feature adds the signature separately. This prevents duplicate sign-offs.

21.1 Automatic Signature In Replies, Forwards, And Drafts

Customers can turn the signature on or off for a connected mailbox.

When active, the signature can be added automatically to:

• Replies.
• Forwards.
• AI-generated drafts.
• New composed emails where supported.

When you send a draft from makeo Agent (Send on a draft card or focus dock), makeo appends the active mailbox signature on the server right before the provider send if it is missing from the draft body. This covers drafts that were written without a signature (AI body-only) and drafts created before the signature was turned on.

The Active/Inactive toggle saves immediately when a signature already exists for that mailbox.

Customer-friendly explanation:

"When your signature is active, makeo can automatically include it when you reply, forward, or send AI-assisted drafts. The AI writes the message body, and the signature is added separately so it does not get duplicated."

21.2 Per-Mailbox Signatures

Signatures are managed per connected account.

This means:

• A Gmail account can have one signature.
• An Outlook account can have another signature.
• A support inbox can use a team signature.
• A sales inbox can use a personal sales signature.
• A personal inbox can use a simpler signature.

This matches the wider makeo model where each mailbox can have its own rules, style, sources, and automation.

21.3 Rich Text Signature Editor

Customers can write or edit their signature directly in makeo.

The editor supports common formatting actions such as:

• Bold.
• Italic.
• Underline.
• Text alignment.
• Links.
• Images by URL.
• Horizontal lines.
• Rich text layout.

The customer can preview the signature before saving.

21.4 Professional Signature Template

makeo can help customers create a professional signature from a template.

The professional template can include:

• Full name.
• Role or title.
• Phone number.
• Email address.
• Website.
• Address.
• Logo.
• Live preview.

Customers can use the template, check the preview, and then save it as their active signature.

21.5 Logo Upload

Customers can upload a logo for the professional signature template.

Current logo upload rules:

• Supported image types: JPG and PNG.
• Maximum logo file size: 5 MB.

If no custom logo is uploaded, the template can use a default logo or no logo depending on the selected setup.

21.6 HTML Signature Import

Customers can paste an existing HTML signature into makeo.

This is useful when:

• The customer already has a designed signature from another email client.
• The signature uses a table layout.
• The signature includes images, brand formatting, or structured contact details.
• The customer wants to preserve an existing company signature style.

When an HTML signature is inserted, makeo stores the HTML and shows it in the preview area.

Customer-friendly explanation:

"If you already have a signature from Gmail, Outlook, or a signature generator, you can paste the HTML into makeo. makeo will keep the HTML and show a preview so you can confirm it looks right before saving."

21.7 Why Drafts Do Not Include A Written Sign-Off

makeo usually tells the AI draft engine not to write endings such as "Best regards" or the sender's name in the generated body.

Reason:

The signature feature handles that separately.

This prevents:

• Duplicate names.
• Duplicate sign-offs.
• A manually written closing plus an automatic signature.
• AI accidentally changing the customer's official signature.