internal-email-composer

name	internal-email-composer
description	Compose professional internal emails for coordination tasks like vendor quote requests, task delegation, and follow-up communications. Generates bilingual (JA/EN) email drafts with proper business tone. Use when user needs to draft internal emails for vendor RFQ forwarding, quote compilation requests, status updates, or task delegation.

Internal Email Composer

Overview

This skill generates professional internal email drafts for common coordination tasks in business environments. It creates culturally-appropriate bilingual (Japanese/English) emails with proper business tone, supporting scenarios like vendor quote requests, task delegation, status updates, and follow-up communications.

When to Use

• Drafting internal emails to request vendor quote compilation from team members
• Forwarding RFQ documents to internal stakeholders with proper context
• Delegating tasks to team members with clear instructions
• Sending status update emails for ongoing projects
• Composing follow-up emails for pending responses
• Creating escalation emails for delayed deliverables
• Requesting information gathering from multiple departments

Prerequisites

• Python 3.9+
• No API keys required
• Standard library only (no third-party packages)

Workflow

Step 1: Gather Email Context

Collect the following information from the user:

1. Email Type: Select from supported scenarios (vendor_rfq, task_delegation, status_update, follow_up, escalation, info_request)
2. Recipient Information: Name, role/title, department
3. Language: Primary language (ja/en) with optional bilingual output
4. Key Points: Main content items to include
5. Deadline: If applicable
6. Attachments: List of attached files if any
7. Urgency Level: normal, high, urgent

Step 2: Generate Email Draft

Run the email composition script with gathered context:

python3 scripts/compose_email.py \
  --type vendor_rfq \
  --recipient-name "Tanaka-san" \
  --recipient-role "Procurement Manager" \
  --language ja \
  --key-points "Request quote compilation for AWS infrastructure project" \
  --deadline "2024-12-20" \
  --urgency normal \
  --output email_draft.md

Step 3: Review and Customize

1. Review the generated email draft
2. Adjust tone if needed (more formal/casual)
3. Add specific project details or context
4. Verify cultural appropriateness for the recipient

Step 4: Output Final Draft

Present the final email draft in the requested format (Markdown or plain text) with:

• Subject line
• Greeting
• Body with clear structure
• Call to action
• Closing with appropriate signature block

Supported Email Scenarios

1. Vendor RFQ Forwarding (vendor_rfq)

Forward RFQ documents to internal team for vendor outreach.

Key elements:

• Project context and scope
• RFQ document summary
• Vendor selection criteria
• Response deadline
• Contact information for queries

2. Task Delegation (task_delegation)

Assign specific tasks to team members with clear expectations.

Key elements:

• Task description and objectives
• Expected deliverables
• Timeline and milestones
• Resources and support available
• Escalation path

3. Status Update (status_update)

Provide project or task status to stakeholders.

Key elements:

• Current status summary
• Progress since last update
• Issues and blockers
• Next steps
• Action items

4. Follow-up Request (follow_up)

Request response or action on pending items.

Key elements:

• Reference to original request
• Outstanding items
• Updated deadline if applicable
• Offer of assistance

5. Escalation (escalation)

Escalate delayed or blocked items to management.

Key elements:

• Issue summary
• Impact assessment
• Actions taken
• Requested support
• Proposed timeline

6. Information Request (info_request)

Request information gathering from teams or departments.

Key elements:

• Information needed
• Purpose and context
• Format requirements
• Deadline for response

Output Format

Markdown Email Draft

# Email Draft

**Type**: vendor_rfq
**Language**: Japanese
**Generated**: 2024-12-10T14:30:00

---

## Subject
見積依頼の件（AWSインフラプロジェクト）

## To
田中様（調達部マネージャー）

## Body

田中様

お疲れ様です。システム開発部の山田です。

AWSインフラプロジェクトに関する見積依頼書を送付いたします。
下記の内容をご確認の上、各ベンダーへのご連絡をお願いできますでしょうか。

【依頼内容】
- 対象ベンダー：AWS認定パートナー3社
- 見積回答期限：12月20日（金）
- 添付資料：RFQ文書一式

ご不明点がございましたら、お気軽にお問い合わせください。
よろしくお願いいたします。

---
山田太郎
システム開発部
内線: 1234

JSON Structure (for programmatic use)

{
  "schema_version": "1.0",
  "email_type": "vendor_rfq",
  "language": "ja",
  "generated_at": "2024-12-10T14:30:00",
  "subject": "見積依頼の件（AWSインフラプロジェクト）",
  "recipient": {
    "name": "田中様",
    "role": "調達部マネージャー"
  },
  "body": {
    "greeting": "お疲れ様です。",
    "introduction": "AWSインフラプロジェクトに関する見積依頼書を送付いたします。",
    "main_content": ["依頼内容の詳細"],
    "call_to_action": "各ベンダーへのご連絡をお願いできますでしょうか。",
    "closing": "よろしくお願いいたします。"
  },
  "signature": {
    "name": "山田太郎",
    "department": "システム開発部",
    "contact": "内線: 1234"
  }
}

Cultural Considerations

Japanese Business Email Etiquette

1. Greetings: Use appropriate seasonal greetings and 「お疲れ様です」
2. Honorifics: Use proper 敬語 (keigo) and titles (様、部長、課長)
3. Structure: Follow 起承転結 pattern for logical flow
4. Closing: Use standard closing phrases (よろしくお願いいたします)
5. Indirection: Use softer requests (～いただけますでしょうか)

English Business Email Etiquette

1. Greetings: Use appropriate salutations (Dear, Hello, Hi based on formality)
2. Directness: Be clear and concise in requests
3. Action Items: Clearly state expected actions with deadlines
4. Closing: Professional sign-off (Best regards, Kind regards, Thank you)

Resources

• scripts/compose_email.py -- Main email composition script with template engine
• references/email-templates.md -- Template patterns for each email type
• references/business-etiquette-guide.md -- Cultural considerations for JA/EN emails

Key Principles

1. Clarity First: Ensure the purpose and action items are immediately clear
2. Cultural Appropriateness: Match tone and formality to recipient and culture
3. Actionable Content: Include specific deadlines, deliverables, and next steps
4. Professional Tone: Maintain appropriate business language throughout
5. Bilingual Support: Generate culturally-adapted versions, not literal translations