| name | generate-approval-letter |
| description | Generates an approval-letter.md email body and an email-tpl-approval.md template for Phase 2 — Planning. Reads project-plan.md, project-budget.xlsx, and resource-plan.md to compose a formal approval request addressed to all Approver-level stakeholders from stakeholder-map.md. Produces two artifacts: the letter email body (approval-letter.md) and the send-email template (email-tpl-approval.md). Covers task #12 of the project management agent. Mode B: agent prepares draft, PM reviews and confirms before sending. Email level 3 — requires PM confirmation. Triggers RU: «отправь план на согласование», «письмо на согласование плана», «согласуй план с заказчиком», «запроси утверждение плана», «generate-approval-letter», «составь письмо на согласование». Triggers EN: 'send plan for approval', 'approval letter for project plan', 'request plan approval', 'generate approval letter', 'plan sign-off email', 'get plan approved'. |
Skill: generate-approval-letter
Generates a project plan approval request for Phase 2 — Planning. Reads the project
plan, budget, and resource plan; extracts Approver-level stakeholders from the
stakeholder map; and produces two artifacts: the approval letter email body
(approval-letter.md) and the send-email template (email-tpl-approval.md).
Mode B: agent prepares draft, PM reviews and confirms before sending (level 3).
Triggers
Russian: «отправь план на согласование», «письмо на согласование плана», «согласуй план с заказчиком», «запроси утверждение плана», «составь письмо на согласование», «нужно согласовать план»
English: "send plan for approval", "approval letter for project plan", "request plan approval", "generate approval letter", "plan sign-off email", "get plan approved"
Language Detection
- Request in Russian → templates with
-ru suffix, responses in Russian
- Otherwise → templates with
-en suffix, responses in English
Input
| Data | Required | Source |
|---|
| Stakeholder map | yes | 01-initiation/stakeholder-map.md |
| Project plan | yes | 02-planning/project-plan.md |
| Project budget | no | 02-planning/project-budget.xlsx |
| Resource plan | no | 02-planning/resource-plan.md |
| Project charter | no | 01-initiation/project-charter.md — name, PM, sponsor |
Output
| File | Project path | Format | Description |
|---|
approval-letter.md | 02-planning/ | .md | Email body — formal approval request |
email-tpl-approval.md | 02-planning/ | .md | send-email template: To, Subject, Body, Attachments |
Instructions
Step 1 — Check Dependencies
Guard-rail — check request type.
If the request is about updating the plan, replanning, or modifying artifacts →
respond: "generate-approval-letter composes an approval request for the ready plan,
not the plan itself. Use generate-project-plan to update the plan first, then run
generate-approval-letter again."
Do not start workflow.
Check for required files:
01-initiation/stakeholder-map.md02-planning/project-plan.md
If stakeholder-map.md not found:
Stop. Report: "To identify recipients, the stakeholder map is required.
Run generate-stakeholder-map (task #3) first, then run generate-approval-letter."
If project-plan.md not found:
Stop. Report: "To compose the letter, the project plan is required.
Run generate-project-plan (task #7) first, then run generate-approval-letter."
If both files found: proceed to Step 2.
Step 2 — Extract Data from Input Files
From stakeholder-map.md:
- All stakeholders with status
Approver (or equivalent: Утверждающий, Sign-off authority, Decision maker)
- For each: name, role/title, email (if available)
- If no Approver found: ask PM — "No Approvers found in stakeholder map. Please specify
who should receive the letter." Record PM's answer as the recipient list. In Steps 3–4,
use this data instead of stakeholder-map.md.
From project-plan.md:
- Project name, PM
- Number of phases, overall duration (start date → end date)
- 3–5 key milestones with dates
- Current phase and status
From project-charter.md (if available):
- Project name (if not found in project-plan.md)
- Project sponsor — add to CC
From project-budget.xlsx (if available):
- Total budget amount
- Risk reserve (if present)
From resource-plan.md (if available):
- Total person-months or FTE summary — one line
Step 3 — Compose Email Body (approval-letter.md)
Follow the schema from templates/approval-letter-{lang}.md.
Letter structure:
- Greeting — to addressees (by name if single recipient; formal greeting if multiple)
- Context — 2–3 sentences: project name, Phase 2 complete, package ready for review
- Document package — list with brief description of each document
- Key project parameters — compact summary: start, end, milestones, budget (if available)
- Call to action — clear request: what to do, response deadline (default: 3 business days)
Response options: "Approved" / "Requires revision" (with comments)
- Signature — PM name, title, contact
Tone: formal, concise. Length: 200–350 words.
Step 4 — Compose send-email Template (email-tpl-approval.md)
Follow the schema from templates/email-tpl-approval-{lang}.md.
email-tpl-approval.md structure:
To: [Approver list from stakeholder-map]
CC: [Sponsor if found]
Subject: [Project Name] — Request for Plan Approval
Attachments:
- project-plan.docx (convert from project-plan.md)
- project-budget.xlsx (if available)
- resource-plan.docx (convert from resource-plan.md, if available)
Body: [content of the letter composed in Step 3]
Autonomy level: 3 — send only after PM confirmation
Step 5 — Show Draft and Save
- Create
approval-letter.md in {project}/02-planning/.
- Create
email-tpl-approval.md in {project}/02-planning/.
- Show in chat:
- Confirmation: "Files saved to 02-planning/."
- Full content of
approval-letter.md for PM review.
- Recipient list (To) and attachments for review.
- Question: "Letter ready. Confirm to send via Gmail, or provide edits."
- Do not trigger send-email without explicit PM confirmation — autonomy level 3.
- On PM confirmation: hand off to
send-email skill with 02-planning/email-tpl-approval.md.
On Gmail unavailable: save draft, notify PM with manual send instructions.
- Write to
logs/log.md: date, skill, files created, recipients, status.
- Update
project-state.md: approval-letter.md → "pending approval".
Templates
| File | Purpose |
|---|
templates/approval-letter-ru.md | Email body schema (RU) |
templates/approval-letter-en.md | Email body schema (EN) |
templates/email-tpl-approval-ru.md | send-email template schema (RU) |
templates/email-tpl-approval-en.md | send-email template schema (EN) |
Dependencies
Reads:
01-initiation/stakeholder-map.md — Approver stakeholders (required)02-planning/project-plan.md — phases, milestones, timeline (required)01-initiation/project-charter.md — project name, PM, sponsor (optional)02-planning/project-budget.xlsx — total budget (optional)02-planning/resource-plan.md — FTE summary (optional)
Passes data to:
send-email — email-tpl-approval.md → Gmail (level 3)
Constraints
- Mode B: letter is a draft for PM review; sending requires PM confirmation (level 3)
- Does not modify project-plan.md or any other source files
- If no Approver in stakeholder-map: asks PM for clarification, does not stop
- Default response deadline: 3 business days; PM may adjust before confirmation
- Without project-budget.xlsx and resource-plan.md: letter is generated without those data points
- Gmail MCP unavailable fallback: save to file, PM sends manually
- Single project per invocation
