email-draft

## 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