shiwenwen 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
Clarify minimal essentials via
ask_user_questionif 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)
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"
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)
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:
- Preserve the structure (subject / greeting / body / sign-off)
- Adapt greeting and sign-off to target language conventions (see top of skill)
- Note any culturally-tricky phrasings — flag with a
[note]comment outside the draft - If the source has tonal markers (formal Japanese keigo, polite Korean, etc.), preserve register
Common Pitfalls
| Mistake | Fix |
|---|---|
| Generic subject ("Hi", "Followup") | Specific subject naming the topic + action |
| Burying the ask in paragraph 4 | Move to paragraph 1 or 2 |
| "Hope you're well" filler when familiar | Skip — go straight to topic |
| Vague deadline ("when you can") | Specific date or "no rush, just FYI" |
| Mixing 3 unrelated asks | Split into 3 emails |
| Auto-translation kept English greeting | Localize properly (你好, 안녕하세요) |