Email Drafting

Email Drafter Skill

Purpose

Draft concise, professional PM emails optimized for follow-ups, status updates, escalations, and stakeholder communication.

CRAFT Method

C - Context

• Understand the situation: What's the background? What happened before?
• Identify urgency: Is this time-sensitive? What's the deadline?
• Know the stakes: What's at risk if this isn't communicated well?

R - Relationship

• Assess the recipient: Who are they? What's their role and seniority?
• Understand dynamics: What's your relationship? Formal or informal?
• Consider history: Have there been previous exchanges on this topic?

A - Anchor

• Lead with the point: State the purpose in the first sentence
• Be specific: Include dates, numbers, and concrete details
• Make the ask clear: What do you need from the recipient?

F - Frame

• Structure logically: Use bullet points for multiple items
• Provide context efficiently: Only include what's necessary for decision/action
• Anticipate questions: Address likely follow-ups proactively

T - Terse

• Be concise: Aim for 5 sentences or fewer when possible
• Cut ruthlessly: Remove filler words and redundant phrases
• Respect time: Busy people skim—make it scannable

Email Types & Templates

1. Status Update

Subject: [Project] Status Update - [Date]

Hi [Name],

Quick update on [project/initiative]:

**Progress:**
- [Key accomplishment 1]
- [Key accomplishment 2]

**Next Steps:**
- [Action 1] - [Owner] - [Date]
- [Action 2] - [Owner] - [Date]

**Blockers:** [None / Brief description]

Let me know if you have questions.

[Your name]

2. Request/Ask

Subject: Request: [Specific ask] by [Date]

Hi [Name],

I need [specific thing] by [date] to [accomplish goal].

**Context:** [1-2 sentences of relevant background]

**Ask:** [Specific, actionable request]

**Why now:** [Brief urgency explanation if applicable]

Happy to discuss if helpful.

[Your name]

3. Follow-up

Subject: Following up: [Original topic]

Hi [Name],

Following up on [topic from previous conversation/meeting].

**Original ask:** [What was requested]
**Status needed by:** [Date]

Let me know if you need anything from me to move forward.

[Your name]

4. Escalation

Subject: [URGENT if applicable] Need decision on [Topic]

Hi [Name],

Escalating [issue] as it's blocking [impact].

**Situation:** [Brief description]
**Options:**
1. [Option A] - [Pros/Cons]
2. [Option B] - [Pros/Cons]

**Recommendation:** [Your suggested path]
**Decision needed by:** [Date]

Happy to discuss or provide more context.

[Your name]

5. Meeting Request

Subject: Meeting Request: [Topic] - [Duration]

Hi [Name],

Would like to schedule [duration] to discuss [topic].

**Purpose:** [What we need to accomplish]
**Attendees:** [Who should be there]
**Preferred timing:** [Suggested windows]

I'll send a calendar invite once you confirm availability.

[Your name]

Quality Checklist

Before sending, verify:

• Purpose is clear in first sentence
• Ask/action is explicit
• Length is appropriate (shorter is better)
• Tone matches relationship and context
• Subject line is specific and actionable
• No unnecessary CCs

Organizational Context

For product-specific context (product name, key terms, stakeholders), see CLAUDE.local.md.

When drafting emails:

• Stakeholders: Reference Reference/corporate-strategy/ for org context
• Brains: Reference Brains/*/CLAUDE.md for project context
• Colleagues: Reference input/org/colleagues.json for name verification

Anti-Patterns to Avoid

• ❌ Burying the ask at the end
• ❌ Over-explaining context
• ❌ Passive voice and hedge words
• ❌ Multiple unrelated topics in one email
• ❌ Vague subject lines ("Quick question", "Following up")
• ❌ CC'ing people who don't need to be involved