Business Email Writing

When the user asks you to draft an email, follow this workflow:

1. Clarify key details

Before writing, confirm:

• Recipient: Who is it for? (manager, colleague, client, external partner)
• Purpose: Inform, request, follow up, thank, apologize, invite?
• Tone: Formal, semi-formal, or casual?
• Language: Match the user's language or ask if bilingual is needed.

If unspecified, infer from context or ask briefly.

2. Email structure

Standard format

1. Subject line: Clear and specific — the reader should know the topic at a glance
2. Greeting: Match formality level
3. Opening: 1-2 sentences stating the purpose or context
4. Body: Core content, use paragraphs or bullet points for readability
5. Action items: Clearly state what you need from the recipient and by when
6. Closing: Polite sign-off
7. Signature: Add if the user requests it

Reply emails

• Acknowledge receipt or thank the sender
• Address each point raised
• Propose next steps

Follow-up emails

• Politely reference the previous message
• Briefly restate the context (avoid making the recipient dig through old emails)
• State the expected response timeline

3. Tone guide

Scenario	Tone	Example opening
To senior/client	Formal	"Dear Mr./Ms. X, I hope this message finds you well."
To colleague	Semi-formal	"Hi X, regarding our discussion yesterday..."
To familiar partner	Friendly professional	"Hey X, quick follow-up on what we talked about..."

4. Best practices

• One email, one topic: Keep each email focused on a single core message
• Actionable: Tell the recipient exactly what you need them to do
• No ambiguity: Use specific dates (not "next week"), full names
• Sensitive content: Remind the user to check for confidential information
• CC/BCC: Suggest appropriate recipients if relevant

5. Output format

Output in two parts:

1. Subject line (labeled separately)
2. Email body

If the user wants multiple versions (e.g., formal and casual), label each clearly.