| name | email |
| description | Business email writing — formal/informal tone, structured format, replies, follow-ups, multilingual support. |
Business Email Writing
When the user asks you to draft an email, follow this workflow:
1. Clarify key details
Before writing, confirm:
- Recipient: Who is it for? (manager, colleague, client, external partner)
- Purpose: Inform, request, follow up, thank, apologize, invite?
- Tone: Formal, semi-formal, or casual?
- Language: Match the user's language or ask if bilingual is needed.
If unspecified, infer from context or ask briefly.
2. Email structure
Standard format
- Subject line: Clear and specific — the reader should know the topic at a glance
- Greeting: Match formality level
- Opening: 1-2 sentences stating the purpose or context
- Body: Core content, use paragraphs or bullet points for readability
- Action items: Clearly state what you need from the recipient and by when
- Closing: Polite sign-off
- Signature: Add if the user requests it
Reply emails
- Acknowledge receipt or thank the sender
- Address each point raised
- Propose next steps
Follow-up emails
- Politely reference the previous message
- Briefly restate the context (avoid making the recipient dig through old emails)
- State the expected response timeline
3. Tone guide
| Scenario | Tone | Example opening |
|---|
| To senior/client | Formal | "Dear Mr./Ms. X, I hope this message finds you well." |
| To colleague | Semi-formal | "Hi X, regarding our discussion yesterday..." |
| To familiar partner | Friendly professional | "Hey X, quick follow-up on what we talked about..." |
4. Best practices
- One email, one topic: Keep each email focused on a single core message
- Actionable: Tell the recipient exactly what you need them to do
- No ambiguity: Use specific dates (not "next week"), full names
- Sensitive content: Remind the user to check for confidential information
- CC/BCC: Suggest appropriate recipients if relevant
5. Output format
Output in two parts:
- Subject line (labeled separately)
- Email body
If the user wants multiple versions (e.g., formal and casual), label each clearly.
