Executive Email

Executive Email

Draft a personalized, executive-level email on a given topic by gathering recent Gmail, Google Docs, and Google Slides context, matching tone to prior sent emails to the recipient, and saving a Gmail draft.

Prerequisites

1. gws CLI installed and authenticated:

   gws auth status
   

2. Required scopes: gmail, drive, documents, presentations. If auth fails, run gws auth login.
3. Read ME.md at the project root (if present) for sender identity and title.
4. Read TEAM.md at the project root (if present) for team mission, programs, and current priorities.

Workflow

1. Collect inputs

   • Topic (required) — subject matter to research and summarize
   • Recipient email (required) — used for tone analysis and draft To: field
   • Optional: specific goal or ask, --days lookback (default 30)

2. Read context files (at project root, if present)

   • ME.md — sender name, title, and executive voice baseline
   • TEAM.md — team scope, programs, and priorities (use to frame topic relevance and asks when applicable)

3. Gather context — run from project root:

   python3 ~/.cursor/skills/executive-email/scripts/gather_email_context.py \
     --topic "<TOPIC>" \
     --recipient "<EMAIL>" \
     [--days 30] \
     --format json
   

   If the script fails, follow the manual fallback in reference.md.

4. Analyze tone from toneSamples

   • Greeting style (Hi Sarah vs Dear Sarah vs Sarah,)
   • Formality and sentence length
   • Use of bullets vs prose
   • Sign-off pattern
   • Prefer the median style across samples; do not mimic one-off anomalies
   • If no tone samples found, use concise executive neutral-friendly tone

5. Synthesize the topic from topicEmails, documents, slides, and TEAM.md (if present)

   • Plain-language executive summary
   • Bullets for facts, decisions, or asks — only from gathered sources
   • When the topic relates to team programs or priorities, frame it using language from TEAM.md without inventing details
   • Mark gaps with [needs input]; do not invent facts

6. Compose the email using the template below, inferred tone, ME.md identity, and TEAM.md context where relevant

7. Create a Gmail draft using the helper script (see reference.md)

   • Always use create_gmail_draft.py — never hand-build RFC 822 strings or call gws gmail users drafts create with inline base64
   • Hand-assembled messages cause UTF-8 mojibake (— displays as â€")
   • The helper adds an HTML part with real <ul>/<li> bullets for lines starting with •, -, or *
   • Do not send — draft only

8. Confirm with the user

   • Show subject and body in chat
   • Link to Gmail drafts
   • List sources consulted (emails, docs, slides, tone samples)

Email template

Subject: {concise executive subject}

{greeting matching tone samples}

{1–2 sentence context / purpose}

{topic summary — prose and/or bullets}

{clear ask or next step, if supported by context}

{sign-off matching tone samples}
Chris Gray
{title from ME.md — only if prior sent emails include title/signatures}

Quality rules

• Facts must trace to gathered sources or TEAM.md (if present)
• Use TEAM.md for team framing only; do not invent program details or priorities not in the file
• Tone must trace to toneSamples; default to concise executive neutral-friendly if none found
• Keep under ~200 words unless topic complexity requires more
• No jargon padding or invented context
• When sources are thin, keep the email short and flag [needs input] inline

Example prompts

These prompts should trigger this skill:

1. "Draft an executive email to sarah.chen@alphaalpha.com about the AlphaAlpha POC"
2. "Write a follow-up to James on the renewal strategy — create a Gmail draft"
3. "Compose an email summarizing our partner ecosystem discussion for the IBM team"

Additional resources

• TEAM.md at project root — team org, programs, and priorities (if present)
• reference.md — gws commands, search queries, draft creation, manual fallback