email-drafter

Email Drafter

Draft professional emails that match your established writing style and tone. Uses WorkIQ to analyze your sent emails and prior correspondence with recipients, then produces context-aware drafts you can review and refine.

When to Use

• "Draft an email to [person] about [topic]"
• "Write a follow-up email to [customer] regarding [project]"
• "Reply to [person]'s email about [subject]"
• "Compose a proposal email for [initiative]"
• "Analyze my email tone with [recipient]"

Workflow

Step 1 — Gather Context

Before drafting, collect:

1. Recipient(s) — who is the email for?
2. Purpose — what is the email about? (proposal, follow-up, technical guidance, introduction, status update, etc.)
3. Key points — what needs to be communicated?
4. Relationship context — use WorkIQ to check prior email history with the recipient if available

If the user provides all of these upfront, proceed directly. Otherwise, ask clarifying questions (max 3).

Step 2 — Analyze Tone

When drafting for a recipient, use WorkIQ to understand the user's established communication patterns:

1. Pull 3–5 recent sent emails from the user to the same recipient
2. Identify patterns:
   • Greeting style — formal ("Dear"), standard ("Hello"), casual ("Hi"), or direct (no greeting)
   • Structure — short paragraphs vs. bullet lists vs. numbered steps
   • Sign-off — what closing and name format the user typically uses
   • Formality level — professional, friendly-professional, casual
   • Language — which language the user writes in with this recipient
3. Apply those patterns to the draft

If WorkIQ is unavailable or no prior emails exist, use sensible professional defaults and note that the tone was inferred.

Step 3 — Draft the Email

Apply the discovered (or default) style rules:

Greeting:

• Match whatever greeting style was found in Step 2
• Default: "Hello [FirstName]," for external, "Hi [FirstName]," for internal
• For multiple recipients: "Hello [Name1], [Name2],"

Tone:

• Direct and concise — no filler language
• Friendly but professional
• Get to the point quickly
• Offer help proactively where appropriate ("Happy to discuss further", "Let me know if you need anything")

Structure:

• Short emails (1–2 points): simple paragraphs, no bullets needed
• Longer emails (proposals, multi-point updates): use bullet points or numbered lists
• Include context from prior conversations when relevant ("Following our recent conversation about...")

Sign-off:

• Match the user's established sign-off pattern from Step 2
• Default: "Best regards," followed by the user's first name on the next line

Language:

• Default to English unless the user specifies otherwise
• Match the recipient's language if prior correspondence was in another language

Step 4 — Output

1. Present the draft for review with a brief note on the tone/style applied
2. Apply edits as the user requests — iterate until satisfied
3. Save the final draft to outputs/<year>/<month>/ with a descriptive filename (e.g., 2026-03-26-email-acme-followup.md)

Important Rules

• Never send emails — only draft them as files for the user to review and send manually
• Save drafts using the outputs/<year>/<month>/ folder convention
• Respect privacy: do not include sensitive information from unrelated email threads

Example Prompts

• "Draft an email to Sarah about the project timeline"
• "Write a follow-up to the customer about their migration questions"
• "Compose a proposal email for the new training initiative"
• "Reply to John's email — agree with his approach but suggest we add monitoring"
• "Analyze my email tone with the Acme team"

Requirements

• WorkIQ MCP tool is recommended for tone analysis and recipient context (Microsoft 365 / Outlook)
• Without WorkIQ, the skill still works but uses professional defaults instead of personalized tone matching
• Output is saved as markdown files in the workspace