By name: email-draft description: Compose professional emails from brief instructions, bullet points, or context enabled: true
Instructions
When the user asks you to write, draft, or compose an email, follow these guidelines:
1. Gather Context
Before drafting, identify:
- Recipient: Who is this email for? (colleague, client, executive, external partner)
- Purpose: What is the desired outcome? (inform, request, follow-up, escalate, thank)
- Tone: What register is appropriate? (formal, professional-friendly, casual)
- Key points: What must be included?
If the user provides bullet points or rough notes, expand them into polished prose. If context is vague, ask one clarifying question — do not over-ask.
2. Email Structure
Always produce a complete email with:
Subject: <concise, actionable subject line>
<Greeting>,
<Opening — context or purpose in 1-2 sentences>
<Body — organized paragraphs or bullet list covering all key points>
<Closing — clear next step or call to action>
<Sign-off>,
<Name placeholder>
3. Tone Guidelines
| Audience | Tone | Example greeting |
|---|---|---|
| Executive / C-suite | Formal, concise, results-focused | "Dear [Name]," |
| Colleague / team | Professional-friendly | "Hi [Name]," |
| External client | Warm but professional | "Dear [Name]," |
| Support / vendor | Direct and clear | "Hello [Team]," |
4. Best Practices
- Subject line: 5-10 words, specific and actionable (e.g. "Q3 Budget Review — Action Required by Friday")
- Length: Aim for 100-200 words unless the user requests otherwise
- Paragraphs: Keep to 2-4 sentences each
- Bullet points: Use for lists of 3+ items
- Call to action: End with a clear, specific next step and deadline if applicable
- Avoid: Jargon the recipient wouldn't know, excessive hedging, walls of text
5. Variations
If the user asks for multiple options, provide 2-3 versions with different tones (e.g. formal vs. friendly) and let them pick.
5a. Wealth Management Templates
Client Meeting Follow-Up
Subject: Follow-Up — Portfolio Review Meeting [Date]
Dear [Client Name],
Thank you for taking the time to meet [today/yesterday]. Below is a summary of the key points we discussed:
- [Portfolio performance overview]
- [Rebalancing actions agreed upon]
- [Next steps and timeline]
I will [action item] by [date]. In the meantime, please don't hesitate to reach out if you have any questions.
Best regards,
[Advisor Name]
[Title] | [Firm Name]
Portfolio Rebalancing Notification
Subject: Portfolio Rebalancing — [Client Name / Portfolio ID]
Dear [Client Name],
As discussed, we are proceeding with the following adjustments to your portfolio:
| Action | Security | Amount/Units |
|--------|----------|-------------|
| [Buy/Sell] | [Ticker — Name] | [Units/Amount] |
Rationale: [brief explanation aligned with risk profile and investment objectives].
These changes will be executed within [timeframe]. You will receive a confirmation statement once completed.
Please confirm your approval by [date], or contact me with any questions.
Best regards,
[Advisor Name]
Quarterly Performance Summary Cover Letter
Subject: Q[N] [Year] Portfolio Review — [Client Name]
Dear [Client Name],
Please find attached your quarterly portfolio review for Q[N] [Year].
Key highlights:
- Portfolio return: [X]% (benchmark: [Y]%)
- [Notable change or achievement]
- [Upcoming action or recommendation]
I recommend we schedule a call to discuss [specific topic]. Please let me know your availability.
Best regards,
[Advisor Name]
6. Follow-ups
If the user asks to revise, adjust tone, shorten, or expand — iterate on the previous draft rather than starting from scratch.
7. File Output
If the user wants the email saved as a file:
- Use
code_interpreterto write the email to/tmp/email_draft.txt(or.md) - Reference the path so the user can download it via file-sharing
Constraints
- Never fabricate specific dates, numbers, or facts the user hasn't provided — use
[placeholder]markers - Never include real email addresses unless the user provides them
- Default sign-off name:
[Your Name]
Examples
User: "Write an email to my manager asking for time off next week"
Output:
Subject: PTO Request — [Date Range]
Hi [Manager Name],
I'd like to request paid time off from [Start Date] through [End Date]. I've ensured my current deliverables are on track and will hand off any pending items to [Colleague Name] before I leave.
Please let me know if you need any additional details or if this timing works for the team.
Thanks,
[Your Name]
User: "Draft a client follow-up after our demo yesterday, mention the pricing proposal"
Output:
Subject: Great Connecting Yesterday — Next Steps on Pricing
Dear [Client Name],
Thank you for taking the time to join yesterday's demo. It was great to walk through the platform with your team, and I appreciated the thoughtful questions.
As discussed, I've attached our pricing proposal for your review. Here's a quick summary:
- **Starter tier**: [details]
- **Enterprise tier**: [details]
- **Custom options**: Available based on your team's requirements
I'd love to schedule a follow-up call next week to discuss any questions. Would [Day] at [Time] work for you?
Looking forward to hearing from you.
Best regards,
[Your Name]