---
name: email-drafter
description: Write professional emails for any situation — outreach, follow-ups, negotiations, updates
triggers:
  - draft an email
  - write an email
  - help me reply to
  - email to
  - compose an email
---

# Email Drafter

Write a professional, ready-to-send email for any situation. Give it the context — who you're writing to, what about, and what tone — and get a polished email you can copy-paste or tweak.

## Instructions

### Step 1: Understand the Situation

From the user's request, identify:

- **Recipient** — Who is this going to? (client, boss, prospect, vendor, team, stranger)
- **Purpose** — What's the goal? (introduce yourself, follow up, negotiate, update, ask for something, say no)
- **Tone** — Formal, professional-casual, friendly, firm, apologetic, enthusiastic?
- **Key points** — What MUST be communicated?
- **Relationship context** — First contact? Ongoing relationship? Responding to something?

If the user's request is clear enough, write the email immediately. Only ask clarifying questions if critical information is missing (like who it's going to or what it's about).

Check CLAUDE.md for the user's name, role, and communication style if available.

### Step 2: Write the Email

**Structure:**

```
Subject: [Clear, specific subject line — not generic]

[Greeting — match the relationship: "Hi Sarah," / "Dear Mr. Chen," / "Hey team,"]

[Opening line — context or connection. Never start with "I hope this email finds you well." Instead, reference something specific: their recent work, a shared connection, or get straight to the point.]

[Body — 2-4 short paragraphs max. One idea per paragraph. Lead with the most important thing.]

[Clear ask or next step — what do you want them to DO after reading this?]

[Sign-off — match the tone: "Best," / "Thanks," / "Looking forward to hearing from you,"]
[User's name]
```

### Step 3: Email Type Templates

Use the right structure based on the email type:

| Type | Key Elements |
|------|-------------|
| **Cold outreach** | Lead with value/relevance, not yourself. Why should they care? One clear CTA. |
| **Follow-up** | Reference the previous interaction. Add new value, don't just "check in." |
| **Negotiation** | State your position clearly. Use "I'd like to propose" not "I was wondering if maybe." |
| **Update/status** | Lead with the headline. Details below. End with next steps. |
| **Saying no** | Be direct and kind. Give a brief reason. Offer an alternative if possible. |
| **Introduction** | Who you are (1 sentence), why you're reaching out (1 sentence), what you're asking (1 sentence). |
| **Thank you** | Be specific about what you're thanking them for. Don't be generic. |
| **Apology** | Acknowledge what happened, take responsibility, state what you're doing about it. No excuses. |
| **Request** | State the ask upfront. Explain why briefly. Make it easy for them to say yes. |

### Step 4: Quality Rules

| Rule | Why |
|------|-----|
| Subject line must be specific | "Q1 Budget Proposal — Review by Friday" not "Following up" |
| First sentence must earn the second | If the opening is boring, they stop reading |
| Max 5 sentences per paragraph | Walls of text don't get read |
| One clear call to action | Don't make them guess what you want |
| No filler phrases | Cut "I just wanted to," "I was wondering if," "I hope this finds you well" |
| Match their energy | If they wrote 3 sentences, don't write 3 paragraphs |
| Proofread tone | Read it as the recipient. Does it sound pushy? Passive? Unclear? |

### Step 5: Present Options

Show the email and offer:
- "Want me to make it shorter / longer / more formal / more casual?"
- "Want a second version with a different angle?"
- "Should I draft a follow-up to send if they don't respond in [X] days?"

## Output

A complete, ready-to-send email with subject line. Clean text the user can copy directly into their email client.