Internal Email Composer

Internal Email Composer

Overview

This skill generates professional internal email drafts for common coordination tasks in business environments. It creates culturally-appropriate bilingual (Japanese/English) emails with proper business tone, supporting scenarios like vendor quote requests, task delegation, status updates, and follow-up communications.

When to Use

• Drafting internal emails to request vendor quote compilation from team members
• Forwarding RFQ documents to internal stakeholders with proper context
• Delegating tasks to team members with clear instructions
• Sending status update emails for ongoing projects
• Composing follow-up emails for pending responses
• Creating escalation emails for delayed deliverables
• Requesting information gathering from multiple departments

Prerequisites

• Python 3.9+
• No API keys required
• Standard library only (no third-party packages)

Workflow

Step 1: Gather Email Context

Collect the following information from the user:

1. Email Type: Select from supported scenarios (vendor_rfq, task_delegation, status_update, follow_up, escalation, info_request)
2. Recipient Information: Name, role/title, department
3. Language: Primary language (ja/en) with optional bilingual output
4. Key Points: Main content items to include
5. Deadline: If applicable
6. Attachments: List of attached files if any
7. Urgency Level: normal, high, urgent

Step 2: Generate Email Draft

Run the email composition script with gathered context:

python3 scripts/compose_email.py \
  --type vendor_rfq \
  --recipient-name "Tanaka-san" \
  --recipient-role "Procurement Manager" \
  --language ja \
  --key-points "Request quote compilation for AWS infrastructure project" \
  --deadline "2024-12-20" \
  --urgency normal \
  --output email_draft.md

Step 3: Review and Customize

1. Review the generated email draft
2. Adjust tone if needed (more formal/casual)
3. Add specific project details or context
4. Verify cultural appropriateness for the recipient

Step 4: Output Final Draft

Present the final email draft in the requested format (Markdown or plain text) with:

• Subject line
• Greeting
• Body with clear structure
• Call to action
• Closing with appropriate signature block

Supported Email Scenarios

1. Vendor RFQ Forwarding (vendor_rfq)

Forward RFQ documents to internal team for vendor outreach.

Key elements:

• Project context and scope
• RFQ document summary
• Vendor selection criteria
• Response deadline
• Contact information for queries

2. Task Delegation (task_delegation)

Assign specific tasks to team members with clear expectations.

Key elements:

• Task description and objectives
• Expected deliverables
• Timeline and milestones
• Resources and support available
• Escalation path

3. Status Update (status_update)

Provide project or task status to stakeholders.

Key elements:

• Current status summary
• Progress since last update
• Issues and blockers
• Next steps
• Action items

4. Follow-up Request (follow_up)

Request response or action on pending items.

Key elements:

• Reference to original request
• Outstanding items
• Updated deadline if applicable
• Offer of assistance

5. Escalation (escalation)

Escalate delayed or blocked items to management.

Key elements:

• Issue summary
• Impact assessment
• Actions taken
• Requested support
• Proposed timeline

6. Information Request (info_request)

Request information gathering from teams or departments.

Key elements:

• Information needed
• Purpose and context
• Format requirements
• Deadline for response

Output Format

Markdown Email Draft

# Email Draft

**Type**: vendor_rfq
**Language**: Japanese
**Generated**: 2024-12-10T14:30:00

---

## Subject
見積依頼の件（AWSインフラプロジェクト）

## To
田中様（調達部マネージャー）

## Body

田中様

お疲れ様です。システム開発部の山田です。

AWSインフラプロジェクトに関する見積依頼書を送付いたします。
下記の内容をご確認の上、各ベンダーへのご連絡をお願いできますでしょうか。

【依頼内容】
- 対象ベンダー：AWS認定パートナー3社
- 見積回答期限：12月20日（金）
- 添付資料：RFQ文書一式

ご不明点がございましたら、お気軽にお問い合わせください。
よろしくお願いいたします。

---
山田太郎
システム開発部
内線: 1234

JSON Structure (for programmatic use)

{
  "schema_version": "1.0",
  "email_type": "vendor_rfq",
  "language": "ja",
  "generated_at": "2024-12-10T14:30:00",
  "subject": "見積依頼の件（AWSインフラプロジェクト）",
  "recipient": {
    "name": "田中様",
    "role": "調達部マネージャー"
  },
  "body": {
    "greeting": "お疲れ様です。",
    "introduction": "AWSインフラプロジェクトに関する見積依頼書を送付いたします。",
    "main_content": ["依頼内容の詳細"],
    "call_to_action": "各ベンダーへのご連絡をお願いできますでしょうか。",
    "closing": "よろしくお願いいたします。"
  },
  "signature": {
    "name": "山田太郎",
    "department": "システム開発部",
    "contact": "内線: 1234"
  }
}

Cultural Considerations

Japanese Business Email Etiquette

1. Greetings: Use appropriate seasonal greetings and 「お疲れ様です」
2. Honorifics: Use proper 敬語 (keigo) and titles (様、部長、課長)
3. Structure: Follow 起承転結 pattern for logical flow
4. Closing: Use standard closing phrases (よろしくお願いいたします)
5. Indirection: Use softer requests (～いただけますでしょうか)

English Business Email Etiquette

1. Greetings: Use appropriate salutations (Dear, Hello, Hi based on formality)
2. Directness: Be clear and concise in requests
3. Action Items: Clearly state expected actions with deadlines
4. Closing: Professional sign-off (Best regards, Kind regards, Thank you)

Resources

• scripts/compose_email.py -- Main email composition script with template engine
• references/email-templates.md -- Template patterns for each email type
• references/business-etiquette-guide.md -- Cultural considerations for JA/EN emails

Key Principles

1. Clarity First: Ensure the purpose and action items are immediately clear
2. Cultural Appropriateness: Match tone and formality to recipient and culture
3. Actionable Content: Include specific deadlines, deliverables, and next steps
4. Professional Tone: Maintain appropriate business language throughout
5. Bilingual Support: Generate culturally-adapted versions, not literal translations