The System Instructions feature allows your team to guide the AI in writing proposals that align with your agency’s voice while adapting to each client’s unique communication style. Think of it as a set of custom rules applied to every proposal the AI generates – helping you sound professional, consistent, and tailored.
💡 Why Use System Instructions?
System Instructions ensure that your proposals:
Reflect your brand voice consistently
Match the tone and language of the client
Address specific preferences or strategies your agency follows
Save time by automating common responses and preferences
⚙️ How to Use System Instructions
You can add System Instructions as an addition to your main prompt. These act as background rules the AI follows during every proposal generation.
📍 Where to Add:
Navigate to your Bidding Settings
Go to the Cover Letter Builder
Find the System Instructions (located above the Enter your Prompt field)
Enter your custom rules and preferences
🚀 Getting Started: Practical Examples
Tone Matching
Use this instruction to automatically adjust your communication style.
Example: "Match the client's communication style from their job post. For corporate clients, maintain formal language. For startups or casual posts, use a conversational approach with confident, persuasive elements."
Result: Your proposals will feel natural to each client, whether they're a Fortune 500 company or a creative startup.
Professional vs Casual Communication
Define when to use formal or relaxed language.
Example: "For informal job posts, include 1-2 relevant emojis to match their energy. For corporate clients, keep communication strictly professional without emojis or casual language."
Result: Your proposals will always hit the right tone, from boardroom-ready to startup-friendly.
Handling Budget Questions
Set clear guidelines for pricing discussions.
Example: "When clients ask for pricing upfront, respond with clarifying questions about project scope, timeline, and specific requirements to provide an accurate quote later."
Result: You'll gather necessary information before committing to prices, leading to more accurate proposals and better client relationships.
🛠️ Advanced Customization Options
Key Strengths to Highlight
Tell the AI which strengths to emphasize based on your agency's unique value proposition.
Example: "Always mention our 24/7 support and satisfaction guarantee"
Preferred Proposal Structure
Define how you want your proposals organized for maximum impact.
Example: “Start with a warm intro, list 2-3 tailored benefits, then end with a CTA to schedule a call”
Response Length Guidelines
Set boundaries to keep proposals focused and readable.
Example: "Keep proposals between 100-150 words unless complexity requires more"
Focus Areas
Direct attention to what matters most to your clients.
Example: "Focus on results and ROI rather than technical details"
Topics to Avoid
Prevent potentially problematic discussions before they start.
Example: "Don't discuss competitor comparisons or mention specific pricing until scope is defined"
💬 Need Help?
If you're having trouble using System Instructions feature, contact us at [email protected]