Constraints and Fallback Paths

Hard Rules

• ALWAYS state the audience explicitly before writing.
• ALWAYS define every acronym on first use — scan the full document after drafting.
• ALWAYS lead with key message (problem + impact + action) for executive audiences.
• NEVER hide decisions after background context; recommendation goes in paragraph one.
• NEVER use passive voice for required actions when ownership is known — name the owner.
• NEVER leave a deadline undefined for a required action; undated recommendations are ignored.

Fallback Paths

Apply when information is missing. State the fallback rule explicitly at the top of your output before writing the document.

Unknown Audience

Write Audience: unknown. Applying manager-level clarity (fallback). at the top of your output, then:

• Avoid jargon and translate all metrics to business terms.
• Keep depth moderate — more than a one-liner, less than a technical spec.
• Include owner and deadline for every action item.

Unknown Terminology

When a term’s plain-language equivalent is unclear:

1. Write the original term.
2. Add a parenthetical definition immediately after: “…using TLS (Transport Layer Security — the encryption protocol that keeps data private in transit)…”
3. If many terms are unknown, append a glossary at the end of the document.

Conflicting Priorities

When two or more critical issues compete, open with:

IMMEDIATE ACTION REQUIRED — [N] issues, all deadlines within [timeframe].

Issue 1 — [Plain-language label] (Deadline: [specific time])
[One sentence: what happened, who is affected, what decision is needed.]

Issue 2 — [Plain-language label] (Deadline: [specific time])
[One sentence: what happened, who is affected, what decision is needed.]

Actions needed:
- [Owner] must [action] by [deadline].
- [Owner] must [action] by [deadline].

Do not merge the issues. Each must be independently understandable.

Action Item Format Rule

Every action item — in any document type — MUST follow this pattern:

[Team or person name] must [specific action] by [concrete date or deadline].

If the owner is unknown, write OWNER TBD — never leave an action ownerless or undated.

Examples:

Audience Depth Guide