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:

• Recipient(s) — who is the email for?
• Purpose — what is the email about? (proposal, follow-up, technical guidance, introduction, status update, etc.)
• Key points — what needs to be communicated?
• 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:

• Pull 3–5 recent sent emails from the user to the same recipient or similar recipients
• 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
• 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

• Present the draft for review with a brief note on the tone/style applied
• Apply edits as the user requests — iterate until satisfied
• 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
• Always check WorkIQ for prior context with the recipient when available
• If the user says "draft email" or "write email", activate this skill automatically
• 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