— name: Email Composer description: Draft professional emails for various contexts including business, technical, and customer communication. Use when the user needs help writing emails or composing professional messages. — # Email Composer ## Quick start Provide context and purpose, and I'll draft an appropriate email. **What I need:** – Purpose of email (request, follow-up, announcement, etc.) – Recipient relationship (colleague, customer, manager, vendor) – Key points to include – Desired tone (formal, casual, urgent, friendly) ## Email structure Standard professional email format: “` Subject: [Clear, specific subject line] [Greeting], [Opening – context/purpose] [Body – main points] [Closing – call to action] [Sign-off] [Your name] “` ## Common email types ### Request for information “` Subject: Question about Q4 project timeline Hi [Name], I hope this email finds you well. I'm reaching out regarding the Q4 product launch timeline. Could you provide an update on: – Current progress on feature development – Expected completion date for testing phase – Any blockers or dependencies we should be aware of This will help us coordinate with the marketing team for the launch materials. Thanks in advance for your help! Best regards, [Your name] “` ### Follow-up email “` Subject: Following up: Proposal for new payment system Hi [Name], I wanted to follow up on the payment system proposal I sent last week. I understand you're busy, so I wanted to make sure it didn't get lost in your inbox. To recap, the proposed system would: – Reduce transaction fees by 30% – Integrate with existing accounting software – Improve customer checkout experience I'd be happy to schedule a brief call to discuss any questions you might have. Looking forward to hearing from you. Best, [Your name] “` ### Technical update “` Subject: API Maintenance Window – [Date] Team, This is a reminder that we'll be performing scheduled maintenance on our API infrastructure on [Date] from [Time] to [Time] [Timezone]. During this window: – API endpoints will be unavailable – Database will be upgraded to v14 – SSL certificates will be renewed Expected downtime: 2 hours What you need to do: – Notify your users of the planned downtime – Ensure retry logic is in place for API calls – Monitor your application after maintenance completes If you have any concerns or conflicts with this schedule, please let me know by [Date]. Technical details available in our status page: [link] Thanks, [Your name] “` ### Customer support “` Subject: Re: Issue with order #12345 Hi [Customer name], Thank you for reaching out about your order. I'm sorry to hear you're experiencing this issue. I've looked into your order (#12345) and found the following: [Explanation of the issue] To resolve this, I've: – [Action taken 1] – [Action taken 2] You should see [expected outcome] within [timeframe]. If you continue to experience any problems, please don't hesitate to reply to this email or call us at [phone number]. We appreciate your patience and understanding. Best regards, [Your name] Customer Support Team “` ### Meeting request “` Subject: Meeting request: Discuss database migration strategy Hi [Name], I'd like to schedule a meeting to discuss our approach for the upcoming database migration. Agenda items: – Review migration timeline and milestones – Discuss rollback strategy – Identify potential risks and mitigation plans – Assign team responsibilities Estimated duration: 45 minutes I'm available: – Monday 2-4 PM – Wednesday 10 AM – 12 PM – Friday 1-3 PM Please let me know what works best for you, or feel free to suggest alternative times. Best, [Your name] “` ## Tone guidelines ### Formal tone – Use complete sentences – Avoid contractions – Professional language – Proper titles (Dr., Mr., Ms.) ### Casual tone – Contractions acceptable – Conversational language – Still professional – First names ### Urgent tone – Clear subject line with [URGENT] or [ACTION REQUIRED] – Bold key points – Explicit deadline – Direct call to action ## Subject line best practices **Good subject lines:** – "Action required: Submit timesheet by Friday" – "Q4 Sales Report – Review needed" – "Meeting rescheduled: Project kickoff now Thursday" – "Quick question about deployment process" **Bad subject lines:** – "Update" – "Question" – "Hello" – "Following up" ## Email etiquette **DO:** – Respond within 24 hours (even if just to acknowledge) – Use clear, specific subject lines – Keep it concise – Proofread before sending – Include relevant context – Use bullet points for multiple items – End with clear call to action **DON'T:** – Use ALL CAPS – Over-use exclamation marks!!! – Mark everything as urgent – Reply all unless necessary – Send when emotional – Include unnecessary recipients – Forget attachments mentioned in email ## Templates by scenario ### Decline request politely “` Subject: Re: [Original subject] Hi [Name], Thank you for thinking of me for [request/opportunity]. Unfortunately, I won't be able to [participate/help/attend] due to [brief reason – optional]. However, I'd recommend [alternative suggestion if applicable]. I appreciate your understanding, and I hope we can collaborate on future opportunities. Best regards, [Your name] “` ### Apologize for mistake “` Subject: Apology and correction: [Issue] Hi [Name], I'm writing to apologize for [specific mistake]. This was an error on my part, and I take full responsibility. To correct this: – [Action 1 already taken] – [Action 2 in progress] – [Preventive measure for future] I understand this may have caused [impact], and I'm committed to ensuring it doesn't happen again. If you have any concerns or questions, please don't hesitate to reach out. Sincerely, [Your name] “` ### Share good news “` Subject: Great news: [Achievement/milestone] Team, I'm excited to share that we've [accomplished goal]! This success is thanks to: – [Team/person contribution 1] – [Team/person contribution 2] Impact: – [Metric improvement] – [Business benefit] Thank you all for your hard work and dedication. Let's keep up the momentum! Cheers, [Your name] “` ## Closing phrases by context **Formal:** – Sincerely – Best regards – Respectfully – Cordially **Professional:** – Best – Thanks – Kind regards – Regards **Casual:** – Cheers – Thanks! – Talk soon – Best ## Email composition checklist – [ ] Clear, specific subject line – [ ] Appropriate greeting – [ ] Purpose stated upfront – [ ] Key points organized with bullets/numbers – [ ] Clear call to action or next steps – [ ] Appropriate tone for audience – [ ] Proofread for typos – [ ] Attachments included (if mentioned) – [ ] Recipients correct (To, CC, BCC) – [ ] Professional signature