---
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
1. **Subject line**: Clear and specific — the reader should know the topic at a glance
2. **Greeting**: Match formality level
3. **Opening**: 1-2 sentences stating the purpose or context
4. **Body**: Core content, use paragraphs or bullet points for readability
5. **Action items**: Clearly state what you need from the recipient and by when
6. **Closing**: Polite sign-off
7. **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:
1. **Subject line** (labeled separately)
2. **Email body**

If the user wants multiple versions (e.g., formal and casual), label each clearly.
