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? (colleague, client, executive, external partner) - **Purpose**: What is the desired outcome? (inform, request, follow-up, escalate, thank) - **Tone**: What register is appropriate? (formal, professional-friendly, casual) - **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. Email Structure Always produce a complete email with: ``` Subject: <concise, actionable subject line> <Greeting>, <Opening — context or purpose in 1-2 sentences> <Body — organized paragraphs or bullet list covering all key points> <Closing — clear next step or call to action> <Sign-off>, <Name placeholder> ``` ### 3. Tone Guidelines | Audience | Tone | Example greeting | |----------|------|------------------| | Executive / C-suite | Formal, concise, results-focused | "Dear [Name]," | | Colleague / team | Professional-friendly | "Hi [Name]," | | External client | Warm but professional | "Dear [Name]," | | Support / vendor | Direct and clear | "Hello [Team]," | ### 4. Best Practices - **Subject line**: 5-10 words, specific and actionable (e.g. "Q3 Budget Review — Action Required by Friday") - **Length**: Aim for 100-200 words unless the user requests otherwise - **Paragraphs**: Keep to 2-4 sentences each - **Bullet points**: Use for lists of 3+ items - **Call to action**: End with a clear, specific next step and deadline if applicable - **Avoid**: Jargon the recipient wouldn't know, excessive hedging, walls of text ### 5. Variations If the user asks for multiple options, provide 2-3 versions with different tones (e.g. formal vs. friendly) and let them pick. ### 5a. Wealth Management Templates #### Client Meeting Follow-Up ``` Subject: Follow-Up — Portfolio Review Meeting [Date] Dear [Client Name], Thank you for taking the time to meet [today/yesterday]. Below is a summary of the key points we discussed: - [Portfolio performance overview] - [Rebalancing actions agreed upon] - [Next steps and timeline] I will [action item] by [date]. In the meantime, please don't hesitate to reach out if you have any questions. Best regards, [Advisor Name] [Title] | [Firm Name] ``` #### Portfolio Rebalancing Notification ``` Subject: Portfolio Rebalancing — [Client Name / Portfolio ID] Dear [Client Name], As discussed, we are proceeding with the following adjustments to your portfolio: | Action | Security | Amount/Units | |--------|----------|-------------| | [Buy/Sell] | [Ticker — Name] | [Units/Amount] | Rationale: [brief explanation aligned with risk profile and investment objectives]. These changes will be executed within [timeframe]. You will receive a confirmation statement once completed. Please confirm your approval by [date], or contact me with any questions. Best regards, [Advisor Name] ``` #### Quarterly Performance Summary Cover Letter ``` Subject: Q[N] [Year] Portfolio Review — [Client Name] Dear [Client Name], Please find attached your quarterly portfolio review for Q[N] [Year]. Key highlights: - Portfolio return: [X]% (benchmark: [Y]%) - [Notable change or achievement] - [Upcoming action or recommendation] I recommend we schedule a call to discuss [specific topic]. Please let me know your availability. Best regards, [Advisor Name] ``` ### 6. Follow-ups If the user asks to revise, adjust tone, shorten, or expand — iterate on the previous draft rather than starting from scratch. ### 7. 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` (or `.md`) 2. Reference the path so the user can download it via file-sharing ## Constraints - Never fabricate specific dates, numbers, or facts the user hasn't provided — use `[placeholder]` markers - Never include real email addresses unless the user provides them - Default sign-off name: `[Your Name]` ## Examples **User**: "Write an email to my manager asking for time off next week" **Output**: ``` Subject: PTO Request — [Date Range] Hi [Manager Name], I'd like to request paid time off from [Start Date] through [End Date]. I've ensured my current deliverables are on track and will hand off any pending items to [Colleague Name] before I leave. Please let me know if you need any additional details or if this timing works for the team. Thanks, [Your Name] ``` **User**: "Draft a client follow-up after our demo yesterday, mention the pricing proposal" **Output**: ``` Subject: Great Connecting Yesterday — Next Steps on Pricing Dear [Client Name], Thank you for taking the time to join yesterday's demo. It was great to walk through the platform with your team, and I appreciated the thoughtful questions. As discussed, I've attached our pricing proposal for your review. Here's a quick summary: - **Starter tier**: [details] - **Enterprise tier**: [details] - **Custom options**: Available based on your team's requirements I'd love to schedule a follow-up call next week to discuss any questions. Would [Day] at [Time] work for you? Looking forward to hearing from you. Best regards, [Your Name] ```