Gmail Draft Send

Gmail Draft & Send

When to Use

• User wants to send an email
• User wants to compose a new email
• User asks to email someone
• User wants to follow up on previous conversation

Tools

GMAIL_CREATE_EMAIL_DRAFT

Create a new email draft.

Required parameters:

• recipient_email: Recipient email address(es)
• subject: Email subject line
• body: Email body content

Optional parameters:

• cc: CC recipients
• bcc: BCC recipients
• thread_id: Reply within existing thread
• attachments: Files to attach (see below)

Attachments:

• attachments is a list. Each item references ONE file by EITHER workspace_path (a file in the current session workspace, e.g. one the user uploaded or that a tool saved there) OR url (a fetchable link). Optionally add name to set the attachment filename.
• To attach a Google Drive file: hand off to the Google Drive agent to find and download it (GOOGLEDRIVE_DOWNLOAD_FILE), then pass the download URL it returns as the attachment's url.
• Example: attachments: [{ "workspace_path": "sessions/<conv>/uploads/report.pdf" }, { "url": "<drive download url>", "name": "Deck.pdf" }].
• Keep the total message under 25 MB. If a file cannot be read or uploaded, the draft is NOT created and you get an error — surface it to the user instead of pretending the draft was made.

Body formatting:

• Write the body as Markdown. The backend converts it to HTML before Gmail sends, so **bold**, ### headings, - lists, and [links](url) all render correctly in the recipient's inbox.
• Draft beautiful, readable emails: short paragraphs, blank lines between sections, meaningful subject lines.
• Do not emit raw HTML (<p>, <div>, etc.) — write Markdown and let the pipeline handle it.

Signature:

• Use the user's proper name from context (User Name:) in the sign-off.
• Default sign-off: "Best regards," then the user's name.

GMAIL_SEND_DRAFT

Send an already-created draft.

Required parameters:

• draft_id: The ID from GMAIL_CREATE_EMAIL_DRAFT response

GMAIL_DELETE_DRAFT

Delete a draft. Gmail has no in-place draft edit, so this is how you remove a superseded draft before creating the revised one. Deletion is permanent.

Required parameters:

• draft_id: The ID of the draft to delete (from the GMAIL_CREATE_EMAIL_DRAFT response)

GMAIL_FETCH_MESSAGES

Search existing emails before composing.

Useful for:

• Finding context for follow-up emails
• Getting email addresses of recipients
• Checking previous correspondence

Workflow

Step 1: Check Context (Optional but Recommended)

Before composing, consider:

• Search for previous emails with this person
• Look for relevant context to include
• Check if there's an existing thread

Step 2: Create Draft First (NEVER auto-send)

Always create a draft first using GMAIL_CREATE_EMAIL_DRAFT.

• This allows user to review before sending
• User can make changes
• Prevents accidental sends

Draft creation response includes:

• draft_id: Needed for sending
• thread_id: If replying to thread

Step 3: Present Draft to User

Show the draft with all details:

To: john@example.com
Subject: Meeting Follow-up
Body: Hi John,

Following up on our discussion yesterday...

Best regards

Always ask for confirmation:

• "Would you like me to send this?"
• "Shall I proceed with sending?"
• "Does this look good?"

Step 4: Send Only After Approval

Use GMAIL_SEND_DRAFT with the draft_id only after user explicitly confirms.

Step 5: Handle Change Requests

Gmail drafts cannot be edited in place. When the user wants changes to an existing draft, replace it, don't add another:

1. Delete the current draft with GMAIL_DELETE_DRAFT (pass its draft_id).
2. Create the revised draft via GMAIL_CREATE_EMAIL_DRAFT.
3. Present the new draft for approval.

Never skip the delete. Creating a new draft without removing the old one leaves duplicate drafts piling up in the user's Gmail Drafts folder. Keep exactly one live draft per email at a time.

Important Rules

1. NEVER auto-send - Always wait for explicit confirmation
2. Verify recipients - Confirm email addresses are correct
3. Show full draft - Subject, body, recipients all visible
4. Handle errors gracefully - If send fails, explain and offer retry
5. Check before replying - Search for context when replying to threads
6. One live draft per email - To revise, delete the old draft (GMAIL_DELETE_DRAFT with its draft_id) before creating the new one; never leave stale drafts behind

Writing Style

• If the user context includes a Learned Writing Style section, use it as the primary guide for tone, voice, and phrasing when composing the email body.
• Match the style profile description (formality, length, greeting/sign-off patterns).
• Use the reference snippets as examples of how the user naturally writes.
• The user-selected writing style (e.g. "Formal", "Casual") from the UI takes precedence if it conflicts with the learned style.

Tips

• Use clear, concise subject lines
• Keep body focused and actionable
• Use paragraphs for readability
• Include relevant context from previous emails
• Be professional but friendly in tone