Email Drafter Skill

Purpose

Draft concise, professional PM emails optimized for follow-ups, status updates, escalations, and stakeholder communication.

CRAFT Method

C - Context

•Understand the situation: What's the background? What happened before?
•Identify urgency: Is this time-sensitive? What's the deadline?
•Know the stakes: What's at risk if this isn't communicated well?

R - Relationship

•Assess the recipient: Who are they? What's their role and seniority?
•Understand dynamics: What's your relationship? Formal or informal?
•Consider history: Have there been previous exchanges on this topic?

A - Anchor

•Lead with the point: State the purpose in the first sentence
•Be specific: Include dates, numbers, and concrete details
•Make the ask clear: What do you need from the recipient?

F - Frame

•Structure logically: Use bullet points for multiple items
•Provide context efficiently: Only include what's necessary for decision/action
•Anticipate questions: Address likely follow-ups proactively

T - Terse

•Be concise: Aim for 5 sentences or fewer when possible
•Cut ruthlessly: Remove filler words and redundant phrases
•Respect time: Busy people skim—make it scannable

Email Types & Templates

1. Status Update

code

Subject: [Project] Status Update - [Date]

Hi [Name],

Quick update on [project/initiative]:

**Progress:**
- [Key accomplishment 1]
- [Key accomplishment 2]

**Next Steps:**
- [Action 1] - [Owner] - [Date]
- [Action 2] - [Owner] - [Date]

**Blockers:** [None / Brief description]

Let me know if you have questions.

[Your name]

2. Request/Ask

code

Subject: Request: [Specific ask] by [Date]

Hi [Name],

I need [specific thing] by [date] to [accomplish goal].

**Context:** [1-2 sentences of relevant background]

**Ask:** [Specific, actionable request]

**Why now:** [Brief urgency explanation if applicable]

Happy to discuss if helpful.

[Your name]

3. Follow-up

code

Subject: Following up: [Original topic]

Hi [Name],

Following up on [topic from previous conversation/meeting].

**Original ask:** [What was requested]
**Status needed by:** [Date]

Let me know if you need anything from me to move forward.

[Your name]

4. Escalation

code

Subject: [URGENT if applicable] Need decision on [Topic]

Hi [Name],

Escalating [issue] as it's blocking [impact].

**Situation:** [Brief description]
**Options:**
1. [Option A] - [Pros/Cons]
2. [Option B] - [Pros/Cons]

**Recommendation:** [Your suggested path]
**Decision needed by:** [Date]

Happy to discuss or provide more context.

[Your name]

5. Meeting Request

code

Subject: Meeting Request: [Topic] - [Duration]

Hi [Name],

Would like to schedule [duration] to discuss [topic].

**Purpose:** [What we need to accomplish]
**Attendees:** [Who should be there]
**Preferred timing:** [Suggested windows]

I'll send a calendar invite once you confirm availability.

[Your name]

Quality Checklist

Before sending, verify:

• Purpose is clear in first sentence
• Ask/action is explicit
• Length is appropriate (shorter is better)
• Tone matches relationship and context
• Subject line is specific and actionable
• No unnecessary CCs

Organizational Context

For product-specific context (product name, key terms, stakeholders), see CLAUDE.local.md.

When drafting emails:

•Stakeholders: Reference Reference/corporate-strategy/ for org context
•Initiatives: Reference Initiatives/*/CLAUDE.md for project context
•Colleagues: Reference Reference/colleagues.json for name verification

Anti-Patterns to Avoid

•❌ Burying the ask at the end
•❌ Over-explaining context
•❌ Passive voice and hedge words
•❌ Multiple unrelated topics in one email
•❌ Vague subject lines ("Quick question", "Following up")
•❌ CC'ing people who don't need to be involved