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email-writer

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Professional Email Composer

专业邮件撰写工具

⚠️ MANDATORY COMPLIANCE ⚠️

⚠️ 强制合规要求 ⚠️

CRITICAL: The 4-step workflow outlined in this document MUST be followed in exact order for EVERY email composition. Skipping steps or deviating from the procedure will result in unclear, ineffective, or tone-deaf correspondence. This is non-negotiable.
重要提示：本文档中概述的4步工作流必须严格按顺序应用于每一封邮件的撰写。跳过步骤或偏离流程将导致邮件内容模糊、无效或语气失当。此要求无协商余地。

File Structure

文件结构

  • SKILL.md (this file): Main instructions and MANDATORY workflow
  • examples.md: Usage scenarios with different email types and generated correspondence
  • Memory: Project-specific memory accessed via 
    memoryStore.getSkillMemory("email-writer", "{project-name}")
    . See MemoryStore Interface.
  • templates/: 
    • email_template.md
      : Standard email output format template
  • SKILL.md（本文档）：主要说明与强制工作流
  • examples.md：包含不同邮件类型及生成示例的使用场景
  • Memory：通过
    memoryStore.getSkillMemory("email-writer", "{project-name}")
    访问的项目专属记忆。详见MemoryStore 接口。
  • templates/: 
    • email_template.md
      ：标准邮件输出格式模板

Interface References

接口参考

  • Context: Loaded via ContextProvider Interface
  • Memory: Accessed via MemoryStore Interface
  • Schemas: Validated against memory_entry.schema.json
  • Context：通过ContextProvider 接口加载
  • Memory：通过MemoryStore 接口访问
  • Schemas：依据memory_entry.schema.json进行验证

Focus Areas

核心关注维度

Professional email composition evaluates 7 critical dimensions:
  1. Audience Analysis: Identify recipients' roles, technical depth, decision-making authority, and communication preferences
  2. Tone Calibration: Match formality level to context — executive summary vs. peer update vs. incident report vs. cross-team request
  3. Technical Clarity: Translate complex technical details into language appropriate for the audience without losing precision
  4. Structure & Flow: Organize content with clear hierarchy — lead with purpose, support with context, close with action
  5. Action Items: Define explicit next steps with owners and deadlines; distinguish requests from FYIs
  6. Subject Line Craft: Compose concise, searchable subject lines that convey urgency, topic, and type at a glance
  7. Professional Standards: Maintain courtesy, inclusivity, and appropriate escalation tone; avoid ambiguity and passive aggression
Note: The skill composes email content for the user to review and send. It does not send emails itself unless explicitly integrated with an email client.
专业邮件撰写需评估7个关键维度：
  1. 受众分析：识别收件人的角色、技术深度、决策权限及沟通偏好
  2. 语气校准：根据场景匹配正式程度——高管摘要 vs 同级更新 vs 事件报告 vs 跨团队请求
  3. 技术清晰度：将复杂技术细节转化为适合受众的语言，同时不失精准性
  4. 结构与逻辑：通过清晰的层级组织内容——开篇点明目的，辅以背景信息，结尾明确行动要求
  5. 行动项定义：明确带有负责人与截止日期的下一步计划；区分请求与告知类内容
  6. 主题栏撰写：创作简洁、便于搜索的主题栏，一眼传达紧急程度、主题及邮件类型
  7. 专业标准：保持礼貌、包容及恰当的升级沟通语气；避免模糊表述与消极攻击性语言
注意：该技能为用户撰写邮件内容以供审核和发送。除非与邮件客户端明确集成，否则不会自动发送邮件。

MANDATORY WORKFLOW (MUST FOLLOW EXACTLY)

强制工作流（必须严格遵循）

⚠️ STEP 1: Gather Context (REQUIRED)

⚠️ 步骤1：收集上下文信息（必填）

YOU MUST:
  1. Determine the purpose of the email: update, request, announcement, escalation, follow-up, or response
  2. Identify the audience: who are the recipients (TO, CC, BCC) and what are their roles and technical familiarity
  3. Assess urgency: is this time-sensitive, routine, or informational
  4. Establish tone requirements: formal executive communication, casual team update, diplomatic escalation, celebratory announcement
  5. Ask clarifying questions if context is incomplete:
    • What is the key message or ask?
    • Who needs to take action and by when?
    • Is there sensitive information that requires careful framing?
    • What prior communication has occurred on this topic?
DO NOT PROCEED WITHOUT UNDERSTANDING PURPOSE AND AUDIENCE
必须完成：
  1. 确定邮件的目的：更新、请求、公告、升级沟通、跟进或回复
  2. 识别受众：收件人（TO、CC、BCC）是谁，他们的角色及技术熟悉程度如何
  3. 评估紧急程度：是否为时间敏感、常规或告知类内容
  4. 明确语气要求：正式高管沟通、轻松团队更新、得体的升级沟通、庆祝性公告
  5. 若上下文信息不完整，提出澄清问题：
    • 核心信息或诉求是什么？
    • 谁需要采取行动，截止日期是什么时候？
    • 是否存在需要谨慎措辞的敏感信息？
    • 此前关于该主题有过哪些沟通？
在未明确目的和受众的情况下，不得继续后续步骤

⚠️ STEP 2: Structure Content (REQUIRED)

⚠️ 步骤2：构建内容结构（必填）

YOU MUST:
  1. Organize key points in order of importance — lead with the most critical information
  2. Determine email format based on type:
    • Status Update: Progress summary, milestones, blockers, next steps
    • Request: Clear ask, context/justification, deadline, fallback options
    • Announcement: What changed, why it matters, impact, action required
    • Escalation: Issue summary, impact, actions taken, help needed, urgency
    • Follow-up: Reference prior discussion, decisions made, action items, deadlines
    • Response: Acknowledge receipt, address each point, provide answers or commitments
  3. Plan structure: subject line, greeting, opening statement, body sections, action items, closing
  4. Identify supporting details: data points, links, attachments to reference
DO NOT PROCEED WITHOUT A CLEAR CONTENT STRUCTURE
必须完成：
  1. 按重要性排序关键点——以最关键的信息开篇
  2. 根据邮件类型确定格式：
    • 状态更新：进度摘要、里程碑、障碍、下一步计划
    • 请求类：明确的诉求、背景/理由、截止日期、备选方案
    • 公告类：变更内容、重要性、影响、需采取的行动
    • 升级沟通：问题摘要、影响、已采取的行动、所需帮助、紧急程度
    • 跟进类：提及此前讨论、已做出的决策、行动项、截止日期
    • 回复类：确认收到、逐一回应问题、提供答案或承诺
  3. 规划结构：主题栏、问候语、开篇陈述、正文段落、行动项、结尾
  4. 确定支持细节：需参考的数据点、链接、附件
在未明确内容结构的情况下，不得继续后续步骤

⚠️ STEP 3: Compose Email (REQUIRED)

⚠️ 步骤3：撰写邮件内容（必填）

YOU MUST:
  1. Write the subject line:
    • Keep under 60 characters when possible
    • Include category prefix when appropriate: 
      [Action Required]
      , 
      [FYI]
      , 
      [Update]
      , 
      [Urgent]
    • Be specific: "Q4 API Migration Timeline Update" not "Update"
  2. Write the greeting: Match formality to audience and relationship
  3. Write the body:
    • Opening sentence states the purpose immediately
    • Use short paragraphs (2-4 sentences each)
    • Use bullet points or numbered lists for multiple items
    • Bold or highlight key dates, decisions, and action items
    • Include necessary context without over-explaining
  4. Write action items (if applicable):
    • Clearly state who needs to do what by when
    • Use a distinct section or formatting for visibility
  5. Write the closing:
    • Summarize the key ask or next step
    • Include appropriate sign-off matching tone
    • Add signature block
DO NOT USE VAGUE OR AMBIGUOUS LANGUAGE
必须完成：
  1. 撰写主题栏：
    • 尽可能控制在60字符以内
    • 必要时添加类别前缀：
      [需采取行动]
      、
      [仅供参考]
      、
      [更新]
      、
      [紧急]
    • 表述具体：如“Q4 API迁移时间线更新”而非“更新”
  2. 撰写问候语：根据受众及关系匹配正式程度
  3. 撰写正文：
    • 开篇第一句即点明目的
    • 使用短段落（每段2-4句话）
    • 针对多个内容项使用项目符号或编号列表
    • 对关键日期、决策及行动项进行加粗或高亮
    • 包含必要背景信息，但避免过度解释
  4. 撰写行动项（如适用）：
    • 明确说明谁需要在何时完成什么
    • 使用独立章节或特殊格式以提升可见性
  5. 撰写结尾：
    • 总结核心诉求或下一步计划
    • 使用与语气匹配的恰当结束语
    • 添加签名栏
不得使用模糊或歧义性语言

⚠️ STEP 4: Review & Polish (REQUIRED)

⚠️ 步骤4：审核与优化（必填）

YOU MUST validate the email against these criteria:
  1. Clarity check:
    • Purpose is stated in the first two sentences
    • Each paragraph serves a distinct purpose
    • No jargon without explanation for non-technical recipients
    • No ambiguous pronouns or references
  2. Tone check:
    • Tone matches the audience and situation
    • No passive-aggressive phrasing
    • Appropriate level of formality
    • Empathetic where needed (delays, incidents, bad news)
  3. Completeness check:
    • All questions from the user's request are addressed
    • Action items include owners and deadlines
    • Relevant context and links are included
    • CC/BCC recipients are justified
  4. Actionability check:
    • Recipients know exactly what is expected of them
    • Response deadline is clear (if applicable)
    • Escalation path is mentioned (if applicable)
  5. Present the final email to the user for review
  6. Offer alternatives: Provide 2-3 alternative subject lines and note any tone adjustments available
DO NOT SKIP VALIDATION
OPTIONAL: Update Project Memory
If project-specific communication patterns are discovered during the process, use 
memoryStore.update(layer="skill-specific", skill="email-writer", project="{project-name}", ...)
to store insights:
  • Preferred communication style and conventions
  • Common recipients and distribution lists
  • Project-specific terminology and acronyms
  • Recurring email types and templates
Timestamps and staleness tracking are handled automatically by MemoryStore. See MemoryStore Interface.
必须根据以下标准验证邮件：
  1. 清晰度检查：
    • 目的在开头两句话中明确说明
    • 每个段落都有明确的用途
    • 针对非技术收件人，所有术语均有解释
    • 无模糊代词或指代
  2. 语气检查：
    • 语气与受众及场景匹配
    • 无消极攻击性措辞
    • 正式程度恰当
    • 必要时体现同理心（如延迟、事件、坏消息场景）
  3. 完整性检查：
    • 所有用户提出的问题均已解决
    • 行动项包含负责人与截止日期
    • 已包含相关背景信息与链接
    • CC/BCC收件人的设置具备合理性
  4. 可操作性检查：
    • 收件人明确知晓对他们的期望
    • 回复截止日期清晰（如适用）
    • 提及升级路径（如适用）
  5. 向用户呈现最终邮件以供审核
  6. 提供备选方案：提供2-3个备选主题栏，并标注可调整的语气选项
不得跳过验证步骤
可选：更新项目记忆
若在流程中发现项目专属的沟通模式，使用
memoryStore.update(layer="skill-specific", skill="email-writer", project="{project-name}", ...)
存储相关洞察：
  • 偏好的沟通风格与惯例
  • 常见收件人与分发列表
  • 项目专属术语与缩写
  • recurring email types and templates
时间戳与过期跟踪由MemoryStore自动处理。详见MemoryStore 接口。

Compliance Checklist

合规检查清单

Before completing ANY email composition, verify:
  • Step 1: Context gathered — purpose, audience, urgency, and tone established
  • Step 2: Content structured — key points organized, format determined
  • Step 3: Email composed — subject, greeting, body, action items, and closing written
  • Step 4: Email reviewed — clarity, tone, completeness, and actionability validated
FAILURE TO COMPLETE ALL STEPS INVALIDATES THE EMAIL
在完成任何邮件撰写之前，需验证：
  • 步骤1：已收集上下文信息——明确目的、受众、紧急程度与语气
  • 步骤2：已构建内容结构——关键点已排序，格式已确定
  • 步骤3：已撰写邮件——主题、问候语、正文、行动项与结尾均已完成
  • 步骤4：已审核邮件——清晰度、语气、完整性与可操作性均已验证
未完成所有步骤的邮件视为无效

Special Case Handling

特殊场景处理

Sensitive Topics

敏感主题

When composing emails about sensitive matters (layoffs, performance issues, security incidents):
  1. Use neutral, factual language — avoid blame or emotional phrasing
  2. Consult HR or legal guidance references if available
  3. Limit distribution to need-to-know recipients
  4. Avoid including sensitive details in subject lines
  5. Offer to draft multiple versions for different audience levels
当撰写涉及敏感事项的邮件时（如裁员、绩效问题、安全事件）：
  1. 使用中立、事实性语言——避免指责或情绪化措辞
  2. 若有可用参考，咨询HR或法律指导
  3. 将分发范围限制在需要知晓的收件人
  4. 避免在主题栏中包含敏感细节
  5. 针对不同受众层级提供多个版本的草稿

Cross-Cultural Communication

跨文化沟通

When composing emails for international or cross-cultural teams:
  1. Avoid idioms, slang, or culture-specific references
  2. Use explicit language — do not rely on implied meaning
  3. Be mindful of time zone references — include UTC offsets
  4. Use inclusive greetings appropriate for the audience
  5. Consider directness norms — some cultures prefer indirect communication
当为国际或跨文化团队撰写邮件时：
  1. 避免使用习语、俚语或文化特定的引用
  2. 使用明确的语言——不依赖隐含意义
  3. 注意时区参考——包含UTC偏移量
  4. 使用适合受众的包容性问候语
  5. 考虑直接性规范——部分文化偏好间接沟通

Escalation Emails

升级沟通邮件

When composing escalation emails to management or leadership:
  1. Lead with impact — business consequences, customer effect, timeline risk
  2. Summarize actions already taken — demonstrate due diligence
  3. State the specific help needed — don't leave it ambiguous
  4. Provide options with trade-offs when possible
  5. Maintain professional tone — urgency without alarm
当撰写给管理层或领导层的升级沟通邮件时：
  1. 开篇点明影响——业务后果、客户影响、时间线风险
  2. 总结已采取的行动——展示尽职调查
  3. 明确说明所需的具体帮助——避免模糊表述
  4. 如有可能，提供带有权衡的备选方案
  5. 保持专业语气——体现紧急性但不过度恐慌

Further Reading

延伸阅读

Refer to official documentation and resources:
参考官方文档与资源：

Version History

版本历史

  • v1.1.0 (2026-02-10): Phase 4 Migration
    • Migrated to interface-based patterns (ContextProvider + MemoryStore)
    • Removed hardcoded filesystem paths
    • Added interface references section
  • v1.0.0 (2025-01-XX): Initial release
    • Mandatory 4-step workflow for email composition
    • Audience analysis and tone calibration
    • Support for status updates, requests, announcements, escalations, and follow-ups
    • Project memory integration for communication pattern persistence
    • Template-based output formatting
  • v1.1.0 (2026-02-10): 第4阶段迁移
    • 迁移至基于接口的模式（ContextProvider + MemoryStore）
    • 移除硬编码文件系统路径
    • 添加接口参考章节
  • v1.0.0 (2025-01-XX): 初始版本
    • 邮件撰写的强制4步工作流
    • 受众分析与语气校准
    • 支持状态更新、请求、公告、升级沟通与跟进邮件
    • 项目记忆集成以持久化沟通模式
    • 基于模板的输出格式化