For all staff · Checks any draft against Christy's editorial standards · Works offline
v4.0 — Org-Wide Edition
Brevity · Christy's Standards · Signature Block
Standards last reviewed: 9/8/26. This update removed manager-specific rules (org-wide tool now covers only Christy's standards, which apply to every audience), added the Thank-You Letter category, added the no-gerunds and no-emoji checks to every audience, and added the Signature Block reference below. As Christy issues new preferences, add them here — contact Dave Liss (Marketing & Communications) to request an update.
Brevity & conciseness
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Over-communication flag
Attachment analysis
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Style compliance — this audience
Improvements
Style guide — this recipient
Step 2 — Get Claude to fix it
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Word count targets by communication type
Email to Christy (CEO)
75–150 wordsLead with point. Active voice throughout.
Email with attachment
50–80 wordsOne sentence intro. One ask. Detail lives in the doc.
Donor appeal email
150–250 wordsOpen with $640. Close with one CTA.
Thank-you letter
100–200 wordsMax 2 "thank you"s. No gratitude opener. Mission close.
Social post (Facebook/LinkedIn)
100–250 wordsOne story. One CTA. No preamble.
Newsletter article
200–400 wordsOne story. One takeaway. End with action.
75–125 wordsSpecific task. Impact. One signup path.
Partner / sponsor outreach
150–200 wordsCredibility + their benefit + one next step.
Resident communication
50–80 wordsWhat, when, where, what to do. Third grade level.
Board communication
100–200 wordsOutcome first. Evidence second. One recommendation.
The attachment rule — when you attach, your email gets shorter
Standard email (no attachment): 75–200 wordsThe email IS the communication. All relevant content lives in the body.
Email with attachment: 50–80 words maximumOne sentence introduces the attachment. One sentence states the ask. Everything else is in the document. The email body should never summarize or repeat what is in the attachment.
The testIf you have an attachment AND an email body over 100 words, ask yourself: am I explaining the attachment in the email? If yes — cut the explanation. The attachment speaks for itself.
When to attach vs. when to write inline
Attach when: the content is longer than 300 wordsDocuments, reports, proposals, dashboards, forms, press kits — anything with structure and length belongs as an attachment. The email introduces it in one sentence.
Attach when: the recipient will need to refer back to itIf they will save it, print it, share it, or read it more than once — attach it.
Never do bothDo not write a long email AND attach a document covering the same content. Pick one.
How to introduce an attachment — the one-sentence rule
Structure: What it is + What to do with itThat is the complete introduction. Nothing more is needed.
Good: "Attached is the FS Communications Dashboard — please review the social media section before Thursday's meeting."One sentence. Identifies the document. States the one ask.
Attachment rules by audience
Christy (CEO)One sentence intro, one ask. She reads everything — she does not need a summary of something she will read in full.
DonorsAttach the annual report or impact report if relevant. The email remains the emotional appeal. Do not summarize the report — let it do that work.
Media / pressAttach the full press release. The email is the pitch — 3–4 sentences maximum. Never paste the release into the email body.
BoardAttach the full briefing document. Email = one paragraph executive summary + one decision needed.
Run this before sending anything — every time
Does the first sentence tell the reader what this is about and why they should read it?
Is there exactly one ask — not two, not three?
Is there exactly one conclusion or recommendation?
Could I cut 30% of this and lose nothing the reader needs to act?
If I have an attachment, is my email under 80 words?
Are there passive voice constructions? (Rewrite to active.)
Are there any words ending in "-ing" used as verbs (gerunds)? Christy catches these immediately — rewrite them.
Is there any emoji or icon in the body copy? Remove it — no exceptions.
Are there filler phrases — "hope this finds you," "just wanted to," "circle back"? (Cut all.)
Is every sentence active voice, plain speak, with one clear CTA?
If this is a thank-you letter: max 2 "thank you"s, no gratitude-opener sentence, mission-focused closing?
Is the word count within the target for this communication type?
Credibility & trust
Every commitment has a specific date — not "soon," not "shortly."
I have not overclaimed — no "guarantee," "definitely," or "certainly" for uncertain outcomes.
Active voice puts a name on the outcome — not "it will be done" but "I will do it."
The conclusion is clear enough the reader could repeat it to someone else in one sentence.
Signature block — Christy Zeitz
Exact format"Christy Zeitz" on one line, "CEO" on the next. No comma after "Zeitz." No organization name on the title line.
Christy's non-negotiables — apply to everything she reviews or that bears her name
No gerundsNo words ending in "-ing" used as verbs. Zero exceptions.
Active voice throughoutShe catches passive voice immediately.
"850 residents" exactlyNever "850+" or any other variant.
No emoji or icons of any kind in body copyApplies to every channel — email, social, print.
No gratitude-opener sentencesNever open with "Thank you for..." — save thanks for the body.
Max 1–2 thank-yous per letterShe counts and cuts extras.
Mission-focused closingPreferred line: "Thank you for being a part of our mission."
One CTA per pieceContext-appropriate — don't offer a tour to a partner already visiting; a sponsor thank-you invites sponsorship, not a general donation.
"Fellowship Square" or "FS" onlyNever "FSF" or "Fellowship Square Foundation."
Manually-set datesEvery document needs a manually-set (not auto-updating) date in the header or footer, updated on every revision.
Verified statistics — use these in communications
$640
Left per month after rent and medical — donor appeals
850
Residents served — exact figure, no variant
650
Annual volunteers — external figure, always this number
429,758 lbs
Food distributed via Fellowship Fresh (confirm current-year totals with Brenda before reuse)
65 years
Founded 1960 — mission credibility
$5,500
Fellowship Fresh award — VA Governor's Conference 2025
Core messages
MissionFellowship Square improves the lives of older adults who struggle to make ends meet by providing them with affordable housing and supportive services.
Emotional anchorAfter rent and medical, the average resident has $640 left each month — for food, clothing, transportation, and everything else.
No taglineThe identity guide confirms there is no tagline — the logo is mark and logotype only. Do not use a tagline in any material.