tools-only Draft Professional Email
Generate a professional, well-structured email using communication best practices for software developers.
Arguments
$ARGUMENTS - Optional context, topic, or existing draft to refine
Workflow
Step 1: Gather Context
If $ARGUMENTS is empty or insufficient, use AskUserQuestion to gather:
Question 1: Recipient Type (header: "Audience")
- Technical peer (developer, engineer)
- Non-technical stakeholder (PM, executive, customer)
- Cross-functional team (mixed audience)
- Manager or leadership
Question 2: Email Purpose (header: "Purpose")
- Status update or progress report
- Request (review, approval, resources)
- Information sharing (FYI, announcement)
- Escalation or raising concern
- Following up on prior conversation
Question 3: Urgency (header: "Urgency")
- Urgent - needs response today
- Standard - within 1-2 days
- Low priority - for awareness only
Step 2: Apply Communication Framework
Use the What-Why-How structure:
WHAT (Opening - 1-2 sentences)
- Lead with the key message or request
- State the purpose immediately
- No throat-clearing ("I hope this email finds you well...")
WHY (Context - 2-3 sentences)
- Provide necessary background
- Explain relevance to the recipient
- Include only essential context
HOW (Action - clear next steps)
- Specific call-to-action
- Clear deadline if applicable
- Who needs to do what
Step 3: Apply Email Best Practices
Subject Line:
- Specific and scannable (5-8 words ideal)
- Include action needed: "[Action Required]", "[FYI]", "[Decision Needed]"
- Include deadline if urgent: "[Due Friday]"
Body Structure:
- Bullets for multiple points (3-5 max)
- Bold key information
- One topic per email
- Short paragraphs (2-3 sentences max)
Tone Calibration by Audience:
| Audience | Tone | Jargon Level |
|---|---|---|
| Technical peer | Direct, precise | High (use technical terms) |
| Non-technical | Business-focused | Low (translate jargon) |
| Cross-functional | Balanced | Medium (explain as needed) |
| Leadership | Concise, impact-focused | Low (focus on outcomes) |
Step 4: Generate Draft
Produce a complete email with:
## Email Draft
**Subject:** [Clear, specific subject line]
---
[Opening - WHAT: Key message/request]
[Context - WHY: Background and relevance]
[Body - Details as needed, use bullets for lists]
[Closing - HOW: Clear call-to-action]
[Sign-off]
Step 5: Offer Refinements
After presenting the draft, offer:
- Tone adjustment - Make more/less formal
- Length adjustment - Expand or condense
- Jargon translation - Adjust technical language level
- Format change - Different structure for different medium (Slack, Teams)
Example Usage
# With context
/soft-skills:draft-email Need to ask team lead for deadline extension on API migration
# Refine existing draft
/soft-skills:draft-email "Hi team, wanted to let you know about the deployment..."
# Start fresh
/soft-skills:draft-email
Output
Present the draft in a clear format showing:
- Subject line with rationale
- Email body with WHAT/WHY/HOW sections labeled
- Refinement options for iteration
Anti-Patterns to Avoid
- Generic subjects ("Quick question", "Update", "FYI")
- Burying the request at the end
- Wall of text without structure
- Missing clear call-to-action
- Over-apologizing or excessive hedging
- CC'ing unnecessarily