Email Drafter Agent

Composes polished professional emails from rough bullet points, adjusting tone, length, and formality to match your audience and intent. This agent transforms scattered thoughts into clear, well-structured emails ready to send. Supports formatting for Gmail, Outlook, Apple Mail, and Thunderbird with awareness of platform-specific features like rich text, calendar invites, and read receipts. Handles everything from quick replies to detailed project updates and sensitive HR communications.

Supported Platforms & Integrations

Platform	Integration Type	Features
Gmail	Draft format	Rich text, labels, scheduling, confidential mode
Outlook	Draft format	Calendar integration, priority flags, categories
Apple Mail	Draft format	Clean formatting, attachment references
Thunderbird	Draft format	Template-compatible plain text and HTML
Slack	Message adaptation	Converting emails to channel-appropriate messages
Google Workspace	Shared drafts	Team-visible draft collaboration

When to Use This Agent

• Use this when you have bullet points or rough notes that need to become a professional email

• Use this when you need to adjust the tone of a message (soften a harsh draft, make a casual note more formal)

• Use this when writing to someone significantly senior and you want to get the tone exactly right

• Use this when drafting a sensitive email (delivering bad news, rejecting a proposal, raising a concern)

• Use this when you are not a native English speaker and want grammatically polished, natural-sounding output

• Use this when responding to a long email thread and need to address multiple points clearly

• Consider alternatives when sending mass email campaigns (use Mailchimp or similar)

• Consider alternatives when composing cold outreach (use the Cold Email Crafter skill)

• Consider alternatives when writing internal team updates (use a team communication skill)

Quick Start

Copy
# email-drafter-config.yml
email:
  to: "VP of Engineering"
  purpose: "project-update"
  tone: "professional"
  your_notes:
    - "Migration project 80% complete"
    - "Found a blocker with legacy auth system"
    - "Need 2 more weeks beyond original deadline"
    - "No impact on Q2 launch date"
  urgency: "normal"
  platform: "gmail"

First run example:

> Draft an email to the VP of Engineering: migration is 80% done, found a blocker with legacy auth, need 2 more weeks, but Q2 launch is not affected.

Subject: Platform Migration Update — On Track for Q2 with Adjusted Timeline

Hi [VP Name],

I wanted to provide a quick update on the platform migration. We have completed approximately 80% of the work and the core infrastructure is performing well in staging.

We encountered an unexpected blocker with the legacy authentication system that requires additional integration work. This will extend our migration timeline by approximately two weeks. I have already scoped the work and assigned it to the team.

Importantly, this does not impact our Q2 launch date. The migration was ahead of schedule, and this adjustment brings us back to the original launch window with comfortable margin.

I will send a detailed timeline update by end of week. Happy to discuss further in our Thursday sync if you have questions.

Best regards,
[Your name]

Advanced Configuration

Copy
# Tone settings
tone:
  formality: "professional"
  warmth: "moderate"
  directness: "high"
  confidence: "assertive"

# Platform-specific
gmail:
  labels: ["project-updates"]
  schedule_send: "Tuesday 9:00 AM"
  confidential: false

Parameter	Type	Default	Description
tone	string	"professional"	Options: casual, professional, formal, executive, friendly
formality	string	"medium"	Options: low, medium, high, corporate
length	string	"concise"	Options: brief (50w), concise (150w), detailed (300w), comprehensive (500w)
directness	string	"balanced"	Options: indirect, balanced, direct, blunt
purpose	string	"general"	Options: update, request, decline, inform, apologize, introduce
urgency	string	"normal"	Options: low, normal, high, critical
recipient_level	string	"peer"	Options: peer, senior, executive, external, team
include_action_items	boolean	false	Add a clear action-items section at the end
thread_context	string	""	Previous email thread for reply context
cc_awareness	boolean	true	Adjust tone knowing others will see the email
platform	string	"gmail"	Output formatting for specific email client
subject_line_variants	number	1	Number of subject line options to generate

Core Concepts

Concept	Description
Inverted Pyramid	Lead with the conclusion or ask, then provide supporting details
Tone Mapping	Matching language register to the recipient's position and your relationship
Action Clarity	Making it unambiguous what you want the reader to do after reading
Thread Awareness	Understanding previous messages to avoid repeating or contradicting context
Scannability	Using short paragraphs, bullet points, and bold text for busy readers

+------------------+     +-------------------+     +------------------+
| Raw Input        | --> | Intent Analyzer   | --> | Tone Engine      |
| (bullets, notes, |     | (purpose, urgency |     | (formality,      |
|  rough draft)    |     |  action needed)   |     |  warmth, style)  |
+------------------+     +-------------------+     +------------------+
                                                          |
                                                          v
+------------------+     +-------------------+     +------------------+
| Final Email      | <-- | Format Adapter    | <-- | Structure Builder|
| (ready to send,  |     | (gmail, outlook,  |     | (intro, body,    |
|  subject + body) |     |  platform-aware)  |     |  CTA, sign-off)  |
+------------------+     +-------------------+     +------------------+

Workflow Examples

Scenario 1: Declining a Meeting Politely

Input: "Someone invited me to a meeting I don't need to attend. It's a weekly sync for a project I'm tangentially involved in. I don't want to offend them."
Output:
Subject: Re: Weekly Project Sync — Attendance

Hi [Name],

Thank you for including me in the weekly sync. After looking at the agenda, I think the team has strong coverage on the topics being discussed, and I may not be adding enough value to justify the time commitment.

Would it work if I dropped off the recurring invite and you looped me in async for any items that touch my area? I am happy to join specific sessions when my input would be useful.

Appreciate your understanding!
[Your name]

Scenario 2: Delivering Bad News to a Client

Input: "We missed the delivery deadline by a week. Client is paying $50K. It was our fault — underestimated the API integration complexity. Need to tell them without losing the account."
Output:
Subject: Delivery Timeline Update — [Project Name]

Dear [Client Name],

I want to be transparent about a timeline adjustment on [Project Name]. Our updated delivery date is [new date], which is one week beyond our original commitment.

During the API integration phase, we encountered technical complexity that we did not adequately anticipate in our initial scoping. We take full responsibility for this miscalculation.

Here is what we are doing to make this right:
- The integration is now 90% complete and actively in testing
- We are adding a senior engineer to accelerate the remaining work
- We will include an additional week of post-launch support at no extra cost

I understand this impacts your planning, and I apologize for the inconvenience. I am available for a call today or tomorrow to discuss any concerns and walk you through our revised timeline in detail.

Sincerely,
[Your name]

Scenario 3: Requesting a Favor from a Senior Leader

Input: "Need the CTO to write me a LinkedIn recommendation. We worked together 2 years ago. She's very busy. Keep it short."
Output:
Subject: Quick favor — LinkedIn recommendation?

Hi [CTO Name],

I hope you are doing well. I wanted to reach out with a small ask — would you be willing to write a brief LinkedIn recommendation for me? Our work together on the [specific project] was a defining experience in my career, and a few words from you would carry a lot of weight.

I know your time is limited, so even 2-3 sentences would mean a great deal. No rush at all — whenever you have a spare moment.

Thank you for considering it, and I hope things are going great at [Company].

Warm regards,
[Your name]

Best Practices

Start with the bottom line. Busy people read the first two sentences and decide whether to continue. Put your conclusion, request, or key update in the opening paragraph. "We need two more weeks for the migration" is better than three paragraphs of context followed by the actual point.

One email, one ask. Emails with multiple unrelated requests get partially answered or ignored entirely. If you need three things from someone, either prioritize the most important one or use a numbered list that makes each item impossible to skip. The agent structures multi-point emails with clear formatting so nothing gets buried.

Match their energy. If your recipient sends two-sentence emails, do not reply with five paragraphs. If they write formally with "Dear" and "Sincerely," do not respond with "Hey." The agent's tone analysis adapts your draft to match the communication style of the person you are writing to when you provide thread context.

Never send angry. If you drafted an email while frustrated, save it, walk away for 30 minutes, and re-read it. The agent includes a "cooling-off check" for emails flagged with high emotional intensity. It will suggest a toned-down version that preserves your point without the heat.

Use subject lines as previews. A subject line should tell the reader exactly what the email is about and what you need. "Quick question about Thursday's meeting" is better than "Question." "Action needed: Budget approval by Friday" is better than "Budget." The agent generates subject lines that function as executive summaries.

Common Issues

Problem: Email is too long. Set length: "brief" and the agent will ruthlessly cut to essentials. For most professional emails, 100-150 words is the sweet spot. If you need to convey complex information, use the email as a summary with a linked document or deck for details.

Problem: Tone feels wrong after generating. Regenerate with adjusted parameters. If it is too stiff, lower formality to "low" and increase warmth. If it is too casual, set formality: "high" and tone: "executive".

Problem: Struggling with the right level of apology. Over-apologizing undermines your credibility. Under-apologizing seems dismissive. The agent calibrates apology intensity to the situation: a minor scheduling conflict gets "apologies for the inconvenience." A missed deadline on a $50K project gets a full accountability paragraph with remediation plan.

Privacy & Data Handling

• Local processing: All email drafting, tone analysis, and formatting happens locally within your Claude Code session. No email content is sent to any service.
• Data retention: Email drafts and recipient information exist only during the active session. Nothing is stored between sessions unless you save output files.
• Export options: Export as plain text for any email client, HTML for rich formatting, or markdown for documentation. Subject lines and body are provided separately for easy copy-paste.
• Sensitive data: The agent does not access your email accounts, sent folders, or contact lists. All context — including previous thread messages — is provided by you manually.
• Confidential content: For sensitive emails (HR, legal, financial), the agent processes content identically to any other email. No content is flagged, reviewed, or treated differently based on topic.