Email Writing

Email Writing Skill

Use this skill to draft or polish email content. The skill only produces text for the user to review and copy. It never sends email, schedules delivery, creates external drafts, or generates attachments.

Scope

Use this skill for:

• Business communication emails.
• Customer or partner follow-up emails.
• Meeting invitations, agenda emails, and schedule coordination.
• Reminder,催办, escalation, and deadline follow-up emails.
• Apology, explanation, delay, correction, or incident communication emails.
• Notification, announcement, policy update, or internal bulletin emails.
• Weekly report, monthly report, project update, or attachment delivery emails.
• Polishing, rewriting, shortening, formalizing, or translating an existing email draft.
• Generating multiple versions, such as concise, formal, friendly, or stronger reminder versions.

Do not use this skill for:

• Sending emails or operating any mailbox.
• Creating calendar events, external drafts, or scheduled sends.
• Generating downloadable files or attachments.
• Summarizing source documents as the main task.
• Creating legal, financial, pricing, contract, or compliance commitments not provided by the user.

Workflow

1. Identify the email scenario and read exactly one matching reference before writing.
2. Determine the recipient identity, language, purpose, key facts, expected tone, and whether the user wants one or multiple versions.
3. If the missing information blocks a reliable email, call request_user_input instead of writing a normal Markdown clarification.
4. If non-critical facts are missing, use explicit placeholders such as 【时间】, 【地点】, 【附件名称】, 【收件人姓名】, or [time].
5. Draft a subject line and body that match the user's language, audience, and tone.
6. If the user supplied an existing draft, preserve its factual meaning and intent. Improve structure, tone, clarity, and grammar without adding new facts.
7. If the user asks for export to Word, PDF, Markdown, or another file, first prepare the email text, then route the prepared content to file-generator.

Clarification Workflow

Call request_user_input when a required decision is missing. Ask 1-4 focused questions. Each question may contain at most 5 shortcut options, and every option must be a directly usable answer.

Ask when:

• The email purpose is unclear.
• The recipient identity or relationship is missing and affects tone.
• The requested tone is important but ambiguous, especially for reminders, apologies, or sensitive business communication.
• The user asks for multiple versions but does not specify the number or dimensions.
• The user asks for English, bilingual, or translation but the target language is unclear.
• The email depends on legal, financial, pricing, contract, compensation, refund, or delivery commitments that the user has not supplied.

Example request_user_input payload:

{
  "message": "I can draft the email, but need to confirm the key writing choices first.",
  "questions": [
    {
      "id": "email_purpose",
      "question": "What is the main purpose of the email?"
    },
    {
      "id": "recipient_role",
      "question": "Who is the recipient?",
      "options": [
        { "label": "customer", "description": "Write for an external customer." },
        { "label": "leader", "description": "Write upward to a manager or executive." },
        { "label": "colleague", "description": "Write to an internal peer." },
        { "label": "supplier", "description": "Write to an external supplier or vendor." },
        { "label": "candidate", "description": "Write to a recruiting candidate." }
      ]
    },
    {
      "id": "tone",
      "question": "What tone should the email use?",
      "options": [
        { "label": "formal", "description": "Use a professional and complete style." },
        { "label": "concise", "description": "Keep it short and direct." },
        { "label": "polite", "description": "Emphasize courtesy and cooperation." },
        { "label": "strong reminder", "description": "Make the ask firm while staying professional." },
        { "label": "friendly", "description": "Use a warmer business tone." }
      ]
    }
  ]
}

After calling request_user_input, stop the turn and wait for the user's answer.

References

Read exactly one reference after choosing the scenario:

If the user asks for multiple scenarios, choose the reference for the primary deliverable and include secondary elements only when they are directly relevant.

Output Contract

Default output:

• 邮件主题 / Subject
• 邮件正文 / Body

Optional output when requested or useful:

• 简短版 / Concise version
• 正式版 / Formal version
• 跟进话术 / Follow-up wording
• 需确认事项 / Items to confirm

For Chinese requests, use Chinese headings. For English requests, use English headings. Do not mix Chinese and English structural labels unless the user asks for bilingual output.

Constraints

• Do not expose internal reasoning or mention this skill.
• Do not output JSON unless the user explicitly asks for JSON.
• Do not claim the email has been sent, scheduled, saved, or attached.
• Do not invent prices, discounts, refunds, compensation, deadlines, legal statements, contract terms, delivery commitments, or approval status.
• If legal, financial, pricing, contract, compensation, refund, or compliance wording is involved, mark it as requiring user confirmation.
• Use placeholders for missing non-critical facts instead of inventing them.
• Preserve all user-supplied facts, names, dates, product names, amounts, and constraints unless the user asks to remove them.
• Do not summarize away user-provided requirements. If the user later asks for summarization, table generation, file generation, or other downstream processing, route to the appropriate skill after the email text is prepared.