Email Draft

Email Draft

When to Use

Trigger phrases: "draft an email", "reply to this email", "polish this email", "翻译这封邮件", "write an email to ".

Don't trigger for: chat messages, Slack DMs, in-app notifications, marketing copy. Those are different formats.

Output Format

Always produce the draft in this layout. Use a fenced code block so the user can copy it cleanly:

Subject: <concise, action-oriented, ≤60 chars>

Hi <Name>,

<opening line — context or thanks>

<body — one focused paragraph per point, max 3 paragraphs>

<call to action / next step / explicit ask>

Best,
<Sender>

If the language isn't English, adapt greeting and sign-off to the local convention:

• 中文: <Name>，你好 / 祝好，<Sender>
• 日本語: <Name>様 / よろしくお願いいたします。<Sender>
• Français: Bonjour <Name>, / Cordialement, <Sender>
• 한국어: <Name>님께 / 감사합니다, <Sender>

Workflow

1. Clarify minimal essentials via ask_user_question if missing:

   • Recipient and rough relationship (peer / manager / external client / cold outreach)
   • One-sentence purpose ("schedule a meeting" / "decline a vendor" / "ask for clarification")
   • Tone (formal / collegial / brief)
   • Preferred language
   • Any constraints to mention (deadline, budget, link to attachment)

2. Subject line first — the subject is what gets read. Make it specific and action-oriented:

   • Bad: "Quick question"
   • Good: "Q3 budget approval — need sign-off by Friday"
   • Bad: "Following up"
   • Good: "Followup on June 12 design review action items"

3. Body — three paragraph max:

   • Paragraph 1: context / why you're writing
   • Paragraph 2: the specific request, decision, or information
   • Paragraph 3: clear next step (what you want them to do, by when)

4. Pre-Send Self-Check — after producing the draft, run through this checklist out loud (in your reply to the user, before the draft):

   • Subject is specific and action-oriented (not "Hi" / "Question")
   • Recipient name is correct (no "Hi " placeholder left)
   • Purpose stated in the first 2 sentences
   • Concrete ask with deadline, not vague
   • No internal jargon if recipient is external
   • Tone matches relationship (formal vs collegial)
   • No accidental "Reply All" implications (if forwarding, mention)
   • No PII / secrets that shouldn't be in email
   • Attachments mentioned in body if any
   • Sign-off matches the user's actual name

   If any box fails, revise the draft before showing it.

Common Patterns

Cold outreach (asking for time)

Subject: 15 min on <topic>?

Hi <Name>,

I'm <role> at <company>. We're working on <one-sentence context>, and I noticed your work on <specific thing>.

Would you have 15 minutes in the next two weeks for a quick call? I'm happy to share <X> in return / send a written question if that's easier.

Either way, thanks for considering.

Best,
<Sender>

Decline (politely)

Subject: Re: <original subject>

Hi <Name>,

Thanks for thinking of me / sending this.

I've decided to pass for now because <one-sentence reason>. Specifically, <constraint>.

Happy to revisit if <condition>.

Best,
<Sender>

Status escalation (to manager)

Subject: <Project> blocked on <decision>

Hi <Name>,

Quick heads-up: <project> is blocked on <specific decision> as of <when>.

Context: <2 sentences max — what's happening and what's at stake>.

I'd recommend <option>. Can you confirm by <date>, or shall we discuss live? Open to your input.

Thanks,
<Sender>

Reply with action items

Subject: Re: <original subject>

Hi <Name>,

Thanks for the call/email. To make sure we're aligned:

- <decision 1>
- <decision 2>

Action items on my side:
1. <action> — by <date>
2. <action> — by <date>

Action items on your side:
1. <action> — by <date>

Let me know if I missed anything.

Best,
<Sender>

Style Rules

• Front-load the ask — most readers skim. The first sentence after greeting should set context; the second should hint at the action.
• Don't apologize unless needed — drop "Sorry to bother you" / "I hope this isn't a stupid question". Just ask.
• One ask per email — multiple requests dilute response rate. Split into separate emails or use a numbered list.
• No "per my last email" — replace with "to recap" or restate the question.
• Keep paragraphs short — 2-4 lines max. Wall-of-text emails get archived unread.
• Active voice — "I'll send the draft Monday" beats "the draft will be sent Monday".

Translation Mode

When the user asks to translate an email:

1. Preserve the structure (subject / greeting / body / sign-off)
2. Adapt greeting and sign-off to target language conventions (see top of skill)
3. Note any culturally-tricky phrasings — flag with a [note] comment outside the draft
4. If the source has tonal markers (formal Japanese keigo, polite Korean, etc.), preserve register

Common Pitfalls