Voice and Tone Guidelines

Write the way you work: with confidence, clarity, and care. Good documentation sounds like a knowledgeable colleague helping you solve a problem.

Core Tone Principles

Assertive, But Never Arrogant

Say what needs to be said, clearly and without overexplaining.

✅ Midaz uses a microservices architecture, which allows each component to be self-sufficient and easily scalable.

❌ Midaz might use what some people call a microservices architecture, which could potentially allow components to be somewhat self-sufficient.

Encouraging and Empowering

Guide users to make progress, especially when things get complex.

✅ This setup isn't just technically solid; it's built for real-world use. You can add new components as needed without disrupting what's already in place.

❌ This complex setup requires careful understanding of multiple systems before you can safely make changes.

Tech-Savvy, But Human

Talk to developers, not at them. Use technical terms when needed, but prioritize clarity.

✅ Each Account is linked to exactly one Asset type.

❌ The Account entity maintains a mandatory one-to-one cardinality with the Asset entity.

Humble and Open

Be confident in your solutions but always assume there's more to learn.

✅ As Midaz evolves, new fields and tables may be added.

❌ The system is complete and requires no further development.

The Golden Rule

Write like you're helping a smart colleague who just joined the team.

This colleague is: Technical and can handle complexity, new to this system, busy and appreciates efficiency, capable of learning quickly with guidance.

Writing Mechanics

Rule	Use	Avoid
Second person	"You can create..."	"Users can create..."
Present tense	"The system returns..."	"The system will return..."
Active voice	"The API returns a JSON response"	"A JSON response is returned by the API"
Short sentences	Two sentences, one idea each	One long sentence with multiple clauses

Capitalization

Sentence case for all headings – Only capitalize first letter and proper nouns.

✅ Correct	❌ Avoid
Getting started with the API	Getting Started With The API
Using the transaction builder	Using The Transaction Builder
Managing account types	Managing Account Types

Applies to: Page titles, section headings, card titles, navigation labels, table headers

Terminology

Product names: Always capitalize (Midaz, Console, Reporter, Matcher, Flowker)

Entity names: Capitalize when referring to specific concept (Account, Ledger, Asset, Portfolio, Segment, Transaction, Operation, Balance)

Each Account is linked to a single Asset.

Lowercase for general references:

You can create multiple accounts within a ledger.

Contractions

Use naturally to make writing conversational:

Natural	Stiff
You'll find...	You will find...
It's important...	It is important...
Don't delete...	Do not delete...

Emphasis

Bold for UI elements and key terms: Click Create Account, the metadata field

Code formatting for technical terms: POST /accounts, allowSending

Don't overuse – if everything is emphasized, nothing stands out.

Info Boxes

Type	When
Tip:	Helpful information
Note:	Important context
Warning:	Potential issues
Deprecated:	Removal notices

Quality Checklist

Uses "you" consistently (not "users")
Uses present tense for current behavior
Uses active voice (subject does action)
Sentences are short (one idea each)
Headings use sentence case
Technical terms used appropriately
Contractions used naturally
Emphasis used sparingly
Sounds like helping a colleague

Standards Loading (MANDATORY)

Voice and tone guidelines are foundational. When applying this skill:

Load this skill first before any documentation writing
Cross-reference with ring:writing-functional-docs or ring:writing-api-docs
Use with documentation-review for quality verification

HARD GATE: CANNOT write documentation without understanding voice and tone principles.

Blocker Criteria - STOP and Report

Condition	Decision	Action
Target audience undefined	STOP	Report: "Need audience definition before writing"
Product terminology undefined	STOP	Report: "Need terminology guide for consistent naming"
Conflicting style guidelines	STOP	Report: "Need style guide clarification"
Brand voice undefined	STOP	Report: "Need brand voice parameters"

Cannot Be Overridden

These requirements are NON-NEGOTIABLE:

MUST use second person ("you") consistently
MUST use present tense for current behavior
MUST use active voice (subject performs action)
MUST use sentence case for all headings
CANNOT use condescending or arrogant tone
CANNOT use passive voice for describing actions

Severity Calibration

Severity	Criteria	Examples
CRITICAL	Consistently wrong voice or tone	Third person throughout, condescending language
HIGH	Multiple voice/tone violations	Passive voice abuse, future tense for current features
MEDIUM	Occasional inconsistencies	Mixed pronouns, some title case headings
LOW	Minor polish needed	Could flow better, minor word choices

Pressure Resistance

User Says	Your Response
"Formal writing is more professional"	"Professional ≠ formal. Clear, direct language IS professional. I'll write like a knowledgeable colleague helping."
"Use 'users' to sound objective"	"MUST use 'you' for direct address. 'Users' creates distance. I'll address the reader directly."
"Future tense sounds more polished"	"MUST use present tense for current behavior. 'Returns' not 'will return'. I'll use present tense."
"Title Case Looks Better"	"Sentence case is the standard. Only first word and proper nouns capitalized. I'll use sentence case."
"Add more emphasis, it's important"	"Over-emphasis = no emphasis. I'll use bold/caps sparingly for truly critical items."

Anti-Rationalization Table

Rationalization	Why It's WRONG	Required Action
"Users' is more formal/professional"	Formality ≠ quality. Direct address improves comprehension	MUST use 'you' consistently
"Passive voice sounds more technical"	Passive voice obscures who does what	MUST use active voice
"Title Case is industry standard"	It's not. Sentence case is clearer and more readable	MUST use sentence case
"This content is different, rules don't apply"	Voice/tone applies to ALL documentation	Apply guidelines uniformly
"Users will understand either way"	Consistency reduces cognitive load	MUST follow guidelines exactly
"The content matters more than the style"	Style IS content. Poor style obscures meaning	Voice and tone are REQUIRED

When This Skill is Not Needed

Signs that documentation already follows voice and tone guidelines:

Consistently uses "you" (not "users", "one", "they")
Uses present tense for current behavior throughout
Uses active voice for all actions
All headings use sentence case (not Title Case)
Tone is assertive but helpful (not arrogant or condescending)
Contractions used naturally
Emphasis used sparingly and purposefully

If all above are true: Voice and tone is compliant, no changes needed.

ring:voice-and-tone