### Step 1 — Gather Context
Before drafting, collect:
1Recipient(s) — who is the email for?
2Purpose — what is the email about? (proposal, follow-up, technical guidance, introduction, status update, etc.)
3Key points — what needs to be communicated?
4Relationship context — use WorkIQ to check prior email history with the recipient if available
If the user provides all of these upfront, proceed directly. Otherwise, ask clarifying questions (max 3).
### Step 2 — Analyze Tone
When drafting for a recipient, use WorkIQ to understand the user's established communication patterns:
1. Pull 3–5 recent sent emails from the user to the same recipient or similar recipients
2. Identify patterns:
**Greeting style** — formal ("Dear"), standard ("Hello"), casual ("Hi"), or direct (no greeting)
**Structure** — short paragraphs vs. bullet lists vs. numbered steps
**Sign-off** — what closing and name format the user typically uses
**Formality level** — professional, friendly-professional, casual
**Language** — which language the user writes in with this recipient
3. Apply those patterns to the draft
If WorkIQ is unavailable or no prior emails exist, use sensible professional defaults and note that the tone was inferred.
### Step 3 — Draft the Email
Apply the discovered (or default) style rules:
**Greeting:**
Match whatever greeting style was found in Step 2
Default: "Hello [FirstName]," for external, "Hi [FirstName]," for internal
For multiple recipients: "Hello [Name1], [Name2],"
**Tone:**
Direct and concise — no filler language
Friendly but professional
Get to the point quickly
Offer help proactively where appropriate ("Happy to discuss further", "Let me know if you need anything")
**Structure:**
Short emails (1–2 points): simple paragraphs, no bullets needed
Longer emails (proposals, multi-point updates): use bullet points or numbered lists
Include context from prior conversations when relevant ("Following our recent conversation about...")
**Sign-off:**
Match the user's established sign-off pattern from Step 2
Default: "Best regards," followed by the user's first name on the next line
**Language:**
Default to English unless the user specifies otherwise
Match the recipient's language if prior correspondence was in another language
### Step 4 — Output
1. Present the draft for review with a brief note on the tone/style applied
2. Apply edits as the user requests — iterate until satisfied
3. Save the final draft to `outputs/<year>/<month>/` with a descriptive filename (e.g., `2026-03-26-email-acme-followup.md`)
SynapticSkills