draft-emails

name	draft-emails
description	Draft and send email responses using the knowledge base and calendar for context. Use when the user asks to draft, reply to, respond to, or send an email.
license	Apache-2.0
metadata	{"version":"3.12.0","author":"forwardimpact"}

Draft Emails

Draft and send email responses using the knowledge base and calendar for full context on every person and conversation. Every draft requires explicit user approval before sending.

Trigger

The user asks to draft, reply to, respond to, or send an email.

Prerequisites

• Knowledge base populated (from extract-entities).
• Synced email data in ~/.cache/fit/outpost/apple_mail/.

Data locations

Data	Location
People	Knowledge/People/*.md
Organizations	Knowledge/Organizations/*.md
Email threads	~/.cache/fit/outpost/apple_mail/*.md
Calendar events	~/.cache/fit/outpost/apple_calendar/*.json
Handled IDs	Drafts/handled (one ID per line)
Ignored IDs	Drafts/ignored (one ID per line)
Draft files	Drafts/{email_id}_draft.md

handled and ignored both exclude threads from scan-emails.mjs. Use handled for resolved threads (sent here, replied manually, resolved via DM); ignored for threads that need no response (newsletters, spam, outbound with no reply).

<do_confirm_checklist goal="Verify a draft is safe and ready before sending">

• Sender and organization were looked up in Knowledge/ before drafting.
• Draft is a single email (not multiple variants) and matches the incoming tone.
• Body has no sign-off / name / "Best" — Apple Mail signature handles it.
• Recruitment thread: candidate excluded from internal recipients; any direct-to-candidate draft is flagged ⚠️ RECRUITER ONLY.
• No sensitive personal data (health, politics, etc.) was included.
• User has explicitly approved the draft before any send.
• Send used --draft <path> so cleanup and Drafts/handled happen automatically.

</do_confirm_checklist>

Procedure

1. Scan for new emails

node scripts/scan-emails.mjs

Outputs email_id<TAB>subject for unprocessed emails (those not in Drafts/handled or Drafts/ignored).

2. Classify

Ignore (append ID to Drafts/ignored): newsletters, marketing, automated notifications, spam, outbound with no reply.

Draft a response: meeting requests, personal mail from known contacts, business inquiries or follow-ups, requests for information or action.

Be conservative with ignore — when in doubt, draft.

3. Gather context

Before drafting, look up the sender and organization in Knowledge/:

rg -l "sender_name" Knowledge/
cat "Knowledge/People/Sender Name.md"
cat "Knowledge/Organizations/Company Name.md"

For scheduling emails, also read the relevant calendar event:

ls ~/.cache/fit/outpost/apple_calendar/ 2>/dev/null
cat "$HOME/.cache/fit/outpost/apple_calendar/event123.json"

Extract role, organization, relationship history, and open items. If intent is unclear or the person has multiple contexts, ask rather than guess.

4. Write the draft

Save to Drafts/{email_id}_draft.md using the template in references/template.md. Reference past interactions naturally; for scheduling, propose specific times from calendar availability.

5. Recruitment & staffing emails

Candidates must never be copied on internal threads about them.

• Identify the candidate from the thread and Knowledge/Candidates/.
• Strip the candidate from To/CC; draft to internal stakeholders only.
• Direct-to-candidate emails carry the warning header ⚠️ RECRUITER ONLY — This email goes directly to the candidate.

If a thread mentions a candidate and includes multiple internal recipients, treat it as internal and exclude the candidate.

6. Present and approve

Show the draft to the user. Wait for explicit approval before sending. Apply edits and present again as needed.

7. Send

After approval, send via Apple Mail:

node scripts/send-email.mjs \
  --to "[e-mail]" \
  --cc "[e-mail]" \
  --subject "Re: Subject" \
  --body "Plain text body" \
  --draft "Drafts/12345_draft.md"

Required: --to, --subject, --body (plain text). Optional: --cc, --bcc, --draft. With --draft, the draft file is deleted and the email ID is appended to Drafts/handled automatically.

8. Mark handled without sending

When a thread is resolved through other channels:

echo "$EMAIL_ID" >> Drafts/handled
rm -f "Drafts/${EMAIL_ID}_draft.md"