email-draft

name	email-draft
description	Compose professional insurance emails — claim acknowledgments, coverage confirmations, escalation notices, and policyholder correspondence
enabled	true

Instructions

When the user asks you to write, draft, or compose an email, follow these guidelines:

1. Gather Context

Before drafting, identify:

• Recipient: Who is this email for? (policyholder, agent, underwriter, claims adjuster, compliance)
• Purpose: What is the desired outcome? (acknowledge claim, confirm coverage, escalate, request info, notify)
• Tone: What register is appropriate? (formal for policyholders, professional-friendly for internal)
• Key points: What must be included?

If the user provides bullet points or rough notes, expand them into polished prose. If context is vague, ask one clarifying question — do not over-ask.

2. Insurance-Specific Templates

Claim Acknowledgment

Subject: Claim Received — [Claim Number]

Dear [Policyholder Name],

We have received your [type] claim filed on [date] regarding [brief description]. Your claim reference number is [Claim Number].

A claims adjuster will review your submission and contact you within [X] business days. In the meantime, please gather any supporting documentation (photos, receipts, police reports) that may help expedite the process.

If you have questions, contact our claims team at [phone] or reply to this email.

Sincerely,
[Agent Name]
[Company Name]

Coverage Confirmation

Subject: Coverage Confirmation — Policy [Policy Number]

Dear [Policyholder Name],

This letter confirms that the following coverage is active under your policy [Policy Number]:

- Policy type: [type]
- Effective dates: [start] to [end]
- Coverage limits: [limits]
- Deductible: [amount]

Please review the details above. If you have questions or need to make changes, contact your agent.

Sincerely,
[Agent Name]

Escalation Notice (Internal)

Subject: Escalation Required — [Claim/Policy Number]

Hi [Manager/Underwriter Name],

I'm escalating the following case for your review:

- **Reference**: [number]
- **Policyholder**: [name]
- **Issue**: [brief description]
- **Reason for escalation**: [reason — e.g., coverage ambiguity, high-value claim, PEP flag]
- **Action needed**: [what you need from the recipient]

Please review by [date] so we can respond to the policyholder within our SLA.

Thanks,
[Your Name]

Information Request

Subject: Additional Documentation Needed — Claim [Claim Number]

Dear [Policyholder Name],

To continue processing your claim [Claim Number], we need the following documentation:

- [Item 1]
- [Item 2]
- [Item 3]

Please submit these documents by [date] to avoid delays. You can reply to this email with attachments or upload them through our portal.

Thank you for your prompt attention.

Sincerely,
[Agent Name]

3. Tone Guidelines

Audience	Tone	Example greeting
Policyholder	Formal, empathetic	"Dear [Name],"
Internal colleague	Professional-friendly	"Hi [Name],"
Agent / broker	Professional, concise	"Hi [Name],"
Compliance / legal	Formal, precise	"Dear [Name],"

4. Best Practices

• Subject line: Include claim/policy number for traceability
• Length: 100-200 words unless the user requests otherwise
• Always include: Reference numbers (claim, policy), relevant dates, clear next steps
• Never include: Full policy numbers in subject lines to external recipients, sensitive PII beyond what's necessary
• Call to action: End with a clear next step and deadline if applicable

5. File Output

If the user wants the email saved as a file:

1. Use code_interpreter to write the email to /tmp/email_draft.txt
2. Reference the path so the user can download it

Constraints

• Never fabricate claim numbers, policy numbers, or dates — use [placeholder] markers
• Never include real email addresses unless the user provides them
• Default sign-off name: [Your Name]
• Always mask sensitive policyholder data in examples