codexkit-email-composer

Email Composer

Purpose

Turn rough thoughts into polished business emails that are clear, actionable, and audience-appropriate.

When to use

• drafting routine business emails (updates, requests, introductions)
• responding to client or partner messages
• writing internal announcements, follow-ups, or escalations
• converting meeting outputs into communication

When not to use

• the email is a legal notice or regulatory filing
• confidential HR or disciplinary communication
• high-stakes negotiation where every word carries weight

Inputs

• purpose of the email (what do you want the reader to do?)
• audience and relationship (internal peer, manager, external client, vendor)
• key points or context to include
• tone preference (formal, friendly, urgent, neutral)
• any constraints (word limit, template, required CC list)

Procedure

1. Clarify the single main ask or message.
2. Match tone to audience — formal for external, direct for internal.
3. Write a subject line that previews the action needed.
4. Open with context or reference (max 2 sentences).
5. State the ask or update clearly in the body.
6. Close with one explicit next step and timeline.
7. Provide a shorter variant if the user may need chat/Slack format.

Output

• complete email draft with subject line
• optional short-form variant (Slack/chat)

Definition of done

• the reader knows the purpose within 10 seconds
• there is exactly one clear ask or next step
• tone matches the audience relationship
• the email is under 200 words unless complexity demands more

Examples

• "Write an email to our vendor asking for updated pricing by Friday."
• "Draft a response to the client's feature request — we can do it in Q3 but not Q2."
• "Send an internal update to engineering about the deployment schedule change."
• "Write a polite escalation to the procurement team about the delayed PO."

Quality Criteria

• Subject line previews the purpose or action needed.
• Opening sentence gives enough context without overexplaining.
• The email has one clear primary ask, update, or decision point.
• Tone matches the audience relationship and business stakes.
• Next step, owner, and timing are explicit when action is needed.
• Sensitive or high-stakes content is marked for human review.