Write Better Business Communication

Before: "Hi there, I hope this email finds you well. I was thinking that maybe we could possibly discuss how our services might be able to help your company with some of the challenges you may be facing in the digital marketing space. Perhaps we could set up a call sometime next week if you're available? Let me know what you think."

After: "I noticed your company expanded to three new markets last quarter. We help mid-sized B2B companies increase qualified leads by 30% through targeted content strategy. Are you available for a 15-minute call on Tuesday to discuss how we can support your growth?"

✓ Stronger subject lines • ✓ Clear CTAs • ✓ Professional tone

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Business Reports

Executive summaries, project updates, analysis

Before (250 words): "At this point in time, it is believed that sales performance was impacted by a number of different factors during the third quarter. There were various market conditions that potentially contributed to the overall situation. It should be noted that competitive pressures, along with some internal operational inefficiencies, may have played a role in the outcomes we observed. Going forward, it might be beneficial to consider implementing certain strategic adjustments."

After (180 words): "Q3 sales declined 15% due to increased competition and delayed product launches. Key findings: Our enterprise segment dropped 22%, while SMB remained stable. Competitor X captured 8% market share with aggressive pricing. Recommend: 1) Accelerate Q4 product release, 2) Launch targeted enterprise retention campaign, 3) Adjust pricing for annual contracts."

✓ 28% shorter • ✓ Clearer structure • ✓ Action-oriented

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Project Proposals

Client pitches, budget requests, strategic plans

Issues found:

12 instances of passive voice
Weak qualifiers: "might," "possibly"
Jargon overuse: "synergy," "paradigm"

✓ Persuasive language • ✓ Confident tone • ✓ Clear benefits

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ProofPoint vs. Manual Editing

See how ProofPoint accelerates the writing improvement process

Task	Manual Editing	ProofPoint
Readability & Clarity Analysis	15-20 minutes Manual re-reading, guessing readability level	Instant Flesch score + grade level in real-time
Finding Weak Language	10-15 minutes Ctrl+F for "maybe", "possibly", etc. Easy to miss	2 seconds Highlights all weak phrases + suggests alternatives
Grammar & Spelling Check	5-10 minutes Built-in spell checker misses context errors	Instant Business-focused grammar + spell check
Eliminating Wordiness	20-30 minutes Multiple passes, difficult to identify redundancy	5 seconds Flags wordy phrases + shows word count savings
Professional Tone Check	Subjective Requires peer review, inconsistent feedback	Instant Detects jargon, passive voice, informal tone
Email Subject & CTA Analysis	Trial & error A/B testing required to know what works	Instant feedback Best practices + effectiveness scoring
Total Time for 500-word Document	60-90 minutes Multiple revisions needed	5-10 minutes All analysis at once
Consistency & Quality	Variable Depends on your expertise and energy level	Consistent Same high-quality analysis every time

Time Savings Calculator

If you write 5 business documents per week, ProofPoint saves you approximately 4-6 hours weekly — that's 200+ hours per year spent on higher-value work instead of manual editing.

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Example Scenarios

See how ProofPoint can transform business writing in typical use cases

These are illustrative examples showing potential improvements. Actual results may vary based on your specific writing.

Sales Outreach

Cold email campaign

↑

Response rate increased 47%

By improving subject lines and removing weak qualifiers like "maybe" and "possibly"

Clarity score improved from 42 to 78
Email length reduced 35%
CTA clarity increased significantly

Q4 Board Report

Financial analysis

-42%

Reading time reduced

From 18 minutes to 10 minutes while maintaining all key insights

Eliminated 89 instances of jargon
Word count: 2,450 → 1,420 words
Improved bullet point structure

Funding Proposal

Series A pitch deck

✓

Successful funding secured

By replacing passive voice with action-oriented language and removing uncertainty

Fixed 34 instances of passive voice
Tone shifted to confident & decisive
Key metrics highlighted effectively

Team Memo

Policy change announcement

87%

Fewer follow-up questions

Clarity improvements reduced confusion and back-and-forth emails

Action items clearly defined
Removed ambiguous wording
Professional yet approachable tone

Service Proposal

Enterprise client pitch

Faster client decision

Clear value proposition and benefit statements accelerated approval process

Benefits over features focus
Removed technical jargon
Quantified ROI clearly stated

Annual Review

Employee feedback

✓

Constructive & balanced

Transformed negative language into constructive feedback with clear next steps

Tone appropriately professional
Specific examples provided
Actionable improvement areas

These scenarios demonstrate how ProofPoint helps professionals communicate more effectively across different business contexts.

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Frequently Asked Questions

Everything you need to know about ProofPoint

Is my writing data stored on your servers?

No. All your writing stays in your browser using local storage (IndexedDB). We never send your documents to our servers unless you explicitly use the optional AI enhancement feature. Your privacy is our priority.

How accurate is the business writing analysis?

ProofPoint uses proven readability formulas (Flesch Reading Ease), pattern recognition for weak language, and business writing best practices. While highly accurate for identifying issues, we recommend professional review for critical documents. Think of ProofPoint as your first draft reviewer.

Do I need to create an account?

No account needed! ProofPoint works entirely in your browser. Your document history is saved locally, so you can access past documents on the same device. For cross-device access, use the Share feature to generate a shareable link.

What's the AI enhancement feature?

The AI enhancement feature is optional and clearly marked. When you click "AI Rewrite," your selected text is sent to an AI service (via Vercel AI Gateway) to generate improvement suggestions. You can choose to accept or reject the suggestions. All core analysis features work 100% offline without AI.

Can I use ProofPoint for sensitive documents?

Yes, for local analysis. All clarity scoring, tone checking, and grammar analysis happens in your browser—nothing leaves your device. However, avoid using the AI enhancement feature for confidential documents, as it sends text to external AI services. Check our Privacy Policy for details. Check our Privacy Policy for details.

Is ProofPoint free to use?

Yes! ProofPoint is completely free to use. All 8 core features—clarity scoring, email analysis, weak language detection, conciseness checking, tone analysis, formatting optimization, grammar checking, and before/after comparison—are available at no cost.

What file formats can I export to?

You can export your improved text using the "Copy to Clipboard" button and paste into any application (Word, Google Docs, email, etc.). The Share feature generates a URL that preserves your text and analysis results for easy sharing with colleagues.

Does ProofPoint work on mobile devices?

Yes! ProofPoint is fully responsive and works on smartphones and tablets. The interface adapts to smaller screens with touch-friendly controls and swipeable analysis panels. However, for the best experience editing longer documents, we recommend using a desktop or laptop.

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