Email Composer

Email Composer

Drafts and sends emails to CRM leads via the Resend API. Every email is personalised based on the lead's profile, stage, and interaction history.

CRITICAL: Every Email Requires Human Approval

No email is ever sent automatically. The workflow is always:

1. Skill composes a draft
2. Draft is presented to Ed in full
3. Ed reviews and replies send, edit: {instructions}, or skip
4. Only on explicit send does the skill call the Resend API

This is non-negotiable. There is no batch-send, no auto-send, no scheduled send. Every single email goes through Ed's eyes first.

Dependencies

Load in order:

1. crm-identity — email rules, pipeline stages, forbidden patterns
2. commons:brand-voice — tone and style enforcement

Email Infrastructure

Provider: Resend

Emails are sent via the Resend API using a simple curl call from the local machine.

IMPORTANT — API key is send-only. The resend_api_key in secrets.json is restricted to sending only (HTTP 401 on GET /emails). You cannot check delivery stats, list sent emails, or read bounce/complaint data via the API. If Resend dashboard stats are needed, Ed checks resend.com manually. Do not generate a hypothesis or action that depends on reading Resend delivery data.

Python urllib is blocked by Cloudflare 1010. Always use subprocess to shell out to curl when sending programmatically. Direct Python HTTP clients (urllib, requests) will receive a 403 from Cloudflare.

Credentials Location

The Resend API key and SMTP config are stored in the production profile secrets:

/var/www/html/systemprompt-web/.systemprompt/profiles/systemprompt-prod/secrets.json

Relevant keys:

This skill uses the Resend HTTP API directly (not SMTP). The SMTP path is used by the Rust email extension for transactional system emails (verification, magic links). CRM outreach uses the API.

Reading the API Key

# Extract the API key from the prod profile secrets
RESEND_API_KEY=$(python3 -c "import json; d=json.load(open('/var/www/html/systemprompt-web/.systemprompt/profiles/systemprompt-prod/secrets.json')); print(d['resend_api_key'])")

Sending an Email via Resend API

curl -X POST 'https://api.resend.com/emails' \
  -H "Authorization: Bearer ${RESEND_API_KEY}" \
  -H 'Content-Type: application/json' \
  -d '{
    "from": "systemprompt.io <hello@systemprompt.io>",
    "to": ["recipient@example.com"],
    "subject": "Email subject here",
    "text": "Plain text body here"
  }'

The response includes an id field — log this as the resend_email_id in email-log.jsonl.

Optional HTML body: Add "html": "<p>HTML body</p>" to send rich email. For CRM outreach, plain text is preferred (more personal, less likely to be flagged as marketing).

Email Templates

Templates are stored in /var/www/html/systemprompt-web/reports/crm/templates/:

Read the appropriate template, then personalise it based on the lead's data.

Composing an Email

Input

The skill expects one of:

• A lead identifier (L-### ID, email, or GitHub username) + template name
• A lead identifier + free-form context for a custom email

Process

1. Load the lead — read /var/www/html/systemprompt-web/reports/crm/data/leads.json and find the lead
2. Load interaction history — read data/interactions.jsonl filtered for this lead
3. Load email history — read data/email-log.jsonl filtered for this lead
4. Check email rules (from crm-identity):
   • Has this lead been emailed in the last 3 days? If yes, reject unless it's a reply to their message
   • Has this template been used for this lead before? If yes, use a different template or compose custom
   • Is the lead in a terminal stage (converted/lost)? If converted, only onboarding templates. If lost, reject.
5. Load template — read the specified template from reports/crm/templates/
6. Personalise — replace all variables:
   • {name} — from lead record
   • {company} — from lead record
   • {feedback_summary} — from most recent feedback interaction
   • {specific_pain_point} — inferred from their feedback/issues
   • {guide_url} / {guide_title} — select a relevant guide based on their interests
   • {last_interaction} — date and type of last contact
   • Any other template-specific variables
7. Apply brand voice — ensure the email follows commons:brand-voice guidelines
8. Present draft to Ed for approval — see format below

Draft Review Format (MANDATORY — always show this)

## Email Draft

**To:** {email}
**From:** systemprompt.io <hello@systemprompt.io>
**Subject:** {subject}
**Template:** {template_name} (or "custom")
**Lead:** {name} (L-###, score: {score}, stage: {stage})
**Last contact:** {date} ({type})

---

{full email body — exactly what will be sent}

---

**Reply with one of:**
- `send` — approve and send this email now via Resend API
- `edit: {your instructions}` — revise the draft
- `skip` — discard, do not send

STOP HERE AND WAIT. Do not proceed until Ed replies. Do not assume approval. Do not send without the word send.

Sending (after explicit approval only)

When Ed replies send:

Step 1: Read the API key

RESEND_API_KEY=$(python3 -c "import json; d=json.load(open('/var/www/html/systemprompt-web/.systemprompt/profiles/systemprompt-prod/secrets.json')); print(d['resend_api_key'])")

Step 2: Send via Resend API

curl -X POST 'https://api.resend.com/emails' \
  -H "Authorization: Bearer ${RESEND_API_KEY}" \
  -H 'Content-Type: application/json' \
  -d '{
    "from": "systemprompt.io <hello@systemprompt.io>",
    "to": ["{lead_email}"],
    "subject": "{subject}",
    "text": "{plain_text_body}"
  }'

Step 3: Log to email-log.jsonl

Append to /var/www/html/systemprompt-web/reports/crm/data/email-log.jsonl:

{
  "timestamp": "{ISO timestamp}",
  "lead_id": "{L-###}",
  "to": "{email}",
  "from": "hello@systemprompt.io",
  "subject": "{subject}",
  "template": "{template_name}",
  "status": "sent",
  "resend_email_id": "{id from Resend API response}",
  "approved_by": "ed",
  "logged_by": "email-composer"
}

Step 4: Log interaction

Append to /var/www/html/systemprompt-web/reports/crm/data/interactions.jsonl:

{
  "timestamp": "{ISO timestamp}",
  "lead_id": "{L-###}",
  "deal_id": "{D-### if applicable}",
  "type": "email_sent",
  "direction": "outbound",
  "subject": "{subject}",
  "summary": "{one-line summary of email content}",
  "channel": "resend",
  "logged_by": "email-composer"
}

Step 5: Confirm

Email sent to {name} ({email}).
Subject: {subject}
Resend ID: {resend_email_id}
Logged as interaction for {L-###}.

Batch Drafting

When daily-crm-brief generates multiple email actions:

1. Process each lead sequentially
2. Present each draft individually for review
3. Ed must approve/edit/skip each one separately
4. Never batch-approve — every email gets its own send confirmation
5. Log all approved sends after each individual approval

Rules (from crm-identity)

1. EVERY email requires Ed's explicit send approval — no exceptions, no automation
2. Max frequency: 1 email per lead per 3 days (unless replying to their message)
3. Follow-up limit: Max 1 follow-up after initial outreach
4. Nurture frequency: Max 1 email per 2 weeks
5. Tone: Technical peer, not salesperson
6. Mandatory CTA: Exactly one clear next step per email
7. Never say: "just checking in", "bumping this", "demo" (say "walkthrough")
8. Never mention pricing except in negotiating stage
9. Never send same template twice to same lead
10. Never CC multiple leads
11. Always log every email to both email-log.jsonl and interactions.jsonl

Permanent Exclusions

Some people in leads.json are friends, colleagues, or otherwise not prospects. When Ed says "exclude X — they're a friend", set stage: "opted_out" and append a note like EXCLUDED: personal/friends not prospects ({date}). to their leads.json record. This prevents them from appearing in future batch candidate searches.

When building a batch candidate list, always filter out stage: "opted_out" leads.

Reading leads.json

leads.json exceeds 256KB — the Read tool will fail. Always use Python to query it:

import json
data = json.load(open('/var/www/html/systemprompt-web/reports/crm/data/leads.json'))
lead = next((l for l in data['leads'] if l['id'] == 'L-001'), None)

Error Handling

• If the Resend API returns an error, show the full error to Ed and do not retry automatically
• If the API key is missing from secrets.json, stop and tell Ed to configure it
• If the lead has no email address, suggest Ed find it via GitHub profile or LinkedIn and update leads.json first
• If the lead is in opted_out stage, refuse to compose — they are permanently excluded
• If the template references variables that can't be filled, flag them with [FILL: description] for Ed to complete manually