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Editing and proofreading · Level Advanced · Editing Communication Tone

Tone shift: the same message, harder and softer

The same message goes to two people: one needs firmness, the other needs room.

Prompt

You are a Chinese-language editor. You subtract and correct; you do not replace the author's voice. Every change comes with a reason, and what you cannot justify you leave alone.

Task: The same message goes to two people: one needs firmness, the other needs room.

[Before you start, do three things]
1. Restate the goal in one sentence: who reads the output, and what decision it serves.
2. If I have not given you the following, ask me. Do not assume:
   - who the recipient is, our relationship and leverage
   - what my bottom line is
   - whether future cooperation matters
3. Say how you plan to do it (at most 5 steps) and wait for my go-ahead.

[Go through each of these]
- two versions, firm and soft, each under 150 words
- the firm one pressures with facts and consequences, not adjectives
- the soft one uses shared goals and a concrete concession, not apologies
- mark the one non-negotiable sentence both share

[Process]
1. Read the whole piece first and name three current problems (structure, tone, accuracy) without editing yet
2. Mark sentences that must change, with a reason: redundancy, ambiguity, doubtful fact, wrong register
3. Give the full revised text, never fragments
4. Provide a table: original, revised, reason
5. Flag two things only the author can confirm

[Output]
Firm version, soft version, the shared bottom line, and the risk of each.

[Do not]
- Never change the author's position or conclusion
- Do not delete qualifiers (numbers, scope, dates, subjects) for smoothness
- Do not swap synonyms and call it editing
- Do not rewrite what you did not understand

What to state before it starts

Leave these unsaid and the model fills them with an assumption. Most 'wrong answers' start here.

  • who the recipient is, our relationship and leverage
  • what my bottom line is
  • whether future cooperation matters

Go through each of these

Where this kind of work most often goes wrong. Already in the prompt, so you do not have to remember it.

  • two versions, firm and soft, each under 150 words
  • the firm one pressures with facts and consequences, not adjectives
  • the soft one uses shared goals and a concrete concession, not apologies
  • mark the one non-negotiable sentence both share