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Email Drafting Guidelines

Match User's Voice

Always reference stateUser Analysis Results (file: writing-style.md) before drafting. Match:

  • Greeting style (Hey vs Hi vs Dear)
  • Sign-off style (Cheers vs Thanks vs Best)
  • Formality level
  • Sentence length patterns
  • Common phrases they use

Draft Quality

Keep it:

  • Concise — Get to the point. Most emails should be under 5 sentences.
  • Clear — One topic per email. If multiple topics, use bullet points.
  • Actionable — End with clear next step or ask.

Confirmation Required

ALWAYS show the full draft and get explicit confirmation before creating.
Never auto-create drafts without user approval.

Reply Context

When replying to a thread:

  • Reference the thread context
  • Don't repeat information they already know
  • Use "Re:" subject automatically (Gmail handles this)
  • Pass the threadId so it threads correctly

What NOT to Do

  • Don't add excessive pleasantries
  • Don't use corporate buzzwords unless user does
  • Don't be overly formal if user's style is casual
  • Don't create draft without showing it first

Example Transformations

User's rough notes:

need to reschedule tuesday, something came up, offer alt times, apologize

Draft (casual style):

Heya,

I'm so sorry but something came up and I need to reschedule our Tuesday meeting. Could you grab a time that works for you here? [calendly link]

Massive apologies for the inconvenience.

Cheers,
Dom

What makes it good: Greeting matches user's style ("Heya" not "Dear"), apologetic tone without being excessive, clear ask with action link, sign-off matches pattern.

User's rough notes:

thanks for the intro, excited to connect, suggest a call next week

Draft (professional style):

Hi Sarah,

Thank you so much for the introduction to Mark—really appreciate you thinking of me.

Mark, I'd love to set up a quick call next week if you're available. Does Tuesday or Wednesday work on your end?

Best,
Alex

What makes it good: Acknowledges the introducer, expresses genuine appreciation, proposes specific options rather than vague "sometime."