This guide helps us create clear, engaging, consistent documents on Notion. Use these guidelines when putting together policies, processes, reports, and other documentation to keep everything professional and easy to read.

✍️ Writing guidelines

These writing guidelines are a must when crafting documents. It’s important to use language that supports our diverse and global team.

Customer-first language

Whenever possible, structure your writing so the customer or reader comes first in the sentence. This makes information easier to understand, creates a more direct connection, and aligns with how we communicate as a people-first, service-oriented team.

Most of our “customers” are internal—team members or prospective hires—so it’s especially important that they feel seen in the way we write. Prioritizing them in our sentence structure helps with clarity, empathy, and engagement.

• ✅ You can update your benefits information in the dashboard.
• ❌ The dashboard allows benefits information to be updated by you.

This structure keeps things friendly and human—two qualities we care about a lot.

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If you’re not sure where to put the person in the sentence, try starting with “you,” “team members,” or “folks,” and build the sentence around that.

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Inclusive language for a global team

• Pay: You should always use the general term “pay” instead of “salary” to encompass various forms of compensation across different regions.
  • ✅ Team Members will receive their pay on the 15th of each month
  • ❌ Team Members will receive their salary on the 15th of each month
• Team Members (TMs): You should always refer to our staff as “Team Members” or “TMs” to foster a sense of unity.
  • ✅ All Team Members are encouraged to participate in the Engagement Survey
  • ❌ All Employees are encouraged to participate in the Engagement Survey
• Employees: Use the term “Employees” specifically for policies or contracts related to our US-based team. Otherwise, refer to them along with the rest of the team as Team Members.
  • ✅ US Employees have access to health insurance benefits through Take Command
  • ❌ All Employees have access to health insurance benefits through Take Command
• Global or independent contractors: When referring to non-US team members, you should always use these terms for all policies or contracts related to perks, benefits, and TA documents.
  • ✅ Global contractors have access to our Health Insurance Stipend
  • ❌ All employees have access to our Health Insurance Stipend
• Non-gendered language: You should always use inclusive terms like “folks” instead of gendered terms like “you guys” or “gals.”
  • ✅ Folks, please ensure you submit your timesheets by Friday
  • ❌ You guys, please ensure you submit your timesheets by Friday
• Holiday-specific language: Avoid using language that implies the season or culturally specific holidays.
  • ✅ During the NOFOMO break
  • ❌ During the Christmas break
• Seasonal-specific language: Avoid using language that implies the season.
  • ✅ Pay reviews start at the beginning of H2
  • ❌ Pay reviews start at the beginning of the summer
• Non-violent and inclusive language: Avoid using military terminology, language with a history of prejudice, and terms that create a 'white=good' or 'black=bad' correlation. Use neutral, cooperative, and respectful language instead.
  • ✅ Let’s work together to improve this project
  • ❌ Let’s attack the project and eliminate the black spots