GuidesSet your tone profile

Set your tone profile

Define how your policies should sound, from formal corporate to casual startup.

4 min readUpdated 21 September 2026Reviewed for UK law

What a tone profile is

Your tone profile tells Regulyn how to write your policies. It controls the formality, voice and style of every policy generated or rewritten, so the whole handbook reads consistently.

Why tone matters

Reflects your culture: A tech startup and a law firm should not sound the same. Your policies should read as though they come from your company rather than a generic template.
Improves readability: Employees are more likely to read and understand policies written in a tone that suits them.
Keeps things consistent: Every policy, generated or rewritten, uses the same voice. No jarring shifts between formal and casual.
Stays compliant: Even casual tones keep legal clarity. Regulyn adjusts style, not substance, so all legal requirements are preserved.

Choose a preset

Regulyn offers four ready-made tone profiles. Pick the one that best matches your company culture.

The Tone Profile page. Your current profile sits at the top, with the presets below it.

Professional and clearRecommended

Balanced and accessible. Suitable for most UK businesses.

"Acme Ltd is committed to providing a safe working environment. If you have any concerns, please speak to your line manager or HR."

Settings: Professional formality, human voice, your company name, balanced focus

Warm and supportive

Friendly and encouraging. Good for people-focused cultures.

"We're committed to creating a safe and welcoming workplace. If something doesn't feel right, please don't hesitate to reach out. We're here to help."

Settings: Friendly formality, human voice, "We", employee focus

Formal and corporate

Traditional business style. Suitable for regulated industries (finance, law, healthcare).

"Acme Ltd shall maintain a safe working environment in accordance with the Health and Safety at Work Act 1974. Employees must report concerns to their line manager or the designated Health and Safety Officer."

Settings: Formal formality, institutional voice, your company name, legal focus

Startup and casual

Relaxed and modern. Suits creative agencies and tech companies.

"We take safety seriously. If you spot something that doesn't look right, give your manager a heads up or drop HR a message. Let's keep things safe together."

Settings: Casual formality, direct voice, "We", employee focus

Review before you save

When you pick a preset, Regulyn shows a review screen before anything changes. It lists each setting with an example sentence, then a short sample of how your policies will sound. Saving replaces your current tone profile. Policies you have already approved stay as they are until you redraft them.

The review screen: each setting with an example, and a sample of how your policies will sound.

Understanding the settings

Formality level

Controls how formal or relaxed the language is.

Level	Character
Formal	Traditional business
Professional	Clear and accessible
Friendly	Warm and approachable
Casual	Relaxed and modern

Voice style

Determines how the policies speak to employees.

Voice	Character	Example
Institutional	Authoritative and impersonal. The policy speaks for the organisation.	"Employees shall comply with..."
Human	Warm and relatable. Reads like guidance from a colleague.	"You should let us know if..."
Direct	Straight to the point. Only the essentials.	"Tell your manager. Here's how..."

Company reference

How your organisation is referred to throughout the policies.

Reference	Character
"The Company"	Formal and universal. Works for any business.
"We" / "Our"	Inclusive and personal. Creates a team feeling.
Your company name	For example "Acme Ltd". Branded and specific.

Reader focus

Balances legal protection against employee understanding.

Focus	Character
Legal protection	Prioritises legal clarity and company protection. More precise language.
Balanced	Equal weight to both. Clear for employees, solid legally.
Employee understanding	Prioritises plain English and accessibility. Still legally sound.

Create a custom tone

If the presets do not quite fit, build your own tone profile by mixing and matching the settings.

1
Select "Custom tone"
Click the Custom tone option on the Tone Profile page to start building your own.
2
Choose your settings
Pick your formality level, voice style, company reference and reader focus.
3
Add special instructions
Use the Additional notes field for any specific requirements or preferences.
4
Review and save
Preview how your settings will sound, then save your custom profile.

Where your tone is applied

Once set, your tone profile applies automatically to:

Policy generation: New policies created with Policy Studio match your tone.
AI rewrites: When you redraft a policy, it uses your tone settings.
Document generation: HR documents you generate reflect your company voice.
Compliance fixes: When fixing compliance issues, new content matches your style.

Frequently asked questions

What is a tone profile in Regulyn?

A tone profile controls how AI-generated content sounds in your policies and documents. It includes settings for formality level, voice style, how you refer to your company, and how you address employees. This ensures all content matches your organisation's communication style.

What tone profile presets are available?

Regulyn offers four presets: Professional & Clear (recommended for most businesses), Warm & Supportive (people-focused organisations), Formal & Corporate (traditional enterprises and regulated industries), and Startup & Casual (creative and tech companies). Each preset has pre-configured settings that you can use as-is or customise.

Can I create a custom tone profile?

Yes, you can create a fully custom tone profile. Choose your formality level (formal, professional, friendly, or casual), voice style (institutional, human, or direct), company reference (we, the company name, or the organisation), and reader focus. Preview how your settings affect content before saving.

Where does the tone profile get applied?

Your tone profile is applied to all AI-generated policy and document content: policy generation in Policy Studio, policy redrafts in Section Analyser, and document generation and redrafting. This ensures consistent communication across all HR content.

Can I change my tone profile later?

Yes, you can update your tone profile at any time from the Tone Profile page. Changes apply to all new AI-generated content. Existing policies won't automatically update, but you can redraft them to apply the new tone.

Does a casual tone affect legal compliance?

No. The AI adjusts style, not substance. All legal requirements are preserved regardless of tone - a casual policy is just as compliant as a formal one.

Can I have multiple tone profiles?

No. Each organisation has one tone profile, so every policy sounds like it came from the same company. You can change it whenever you like. Saving a new style replaces the old one.

What if I don't set a tone profile?

Regulyn uses a sensible default (Professional & Clear) if you haven't set a profile. We recommend setting one to match your company culture.

Set your tone

Go to the Tone Profile page and choose a preset or create your own custom tone.

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