Email Follow-up

Email Follow-up

When sending follow-up emails:

• Use a clear subject line and professional tone.
• Keep the body concise: purpose, key points, and call to action.
• Match the level of formality to the relationship (e.g. prospect vs. existing customer).
• Do not include sensitive data (passwords, tokens) in the body.
• Confirm recipient address and intent before sending.

Step-by-step instructions

1. Confirm with the user: recipient address, purpose of the follow-up, and any key points or call to action.
2. Draft a short subject line (e.g. “Following up: [topic]”) and body (greeting, purpose, 1–3 bullets or short paragraph, CTA, sign-off).
3. Do not include passwords, API keys, or other secrets in the body.
4. Call send_email with the agreed recipient, subject, and body only after the user has confirmed or clearly requested sending.

Examples of inputs and outputs

• Input: “Send a follow-up to [email protected] about the demo we discussed.”
  Output: Propose subject and 2–3 sentence body; ask user to confirm before sending; then call send_email once confirmed.

• Input: “Draft a follow-up after a meeting with Acme.”
  Output: Return the draft only (no send) unless the user explicitly asks to send it.

Common edge cases

• Missing recipient: Ask for the email address before drafting or sending.
• User says “send” without prior context: Confirm recipient and purpose before sending.
• Sensitive content in user’s request: Do not put passwords, tokens, or PII in the email; remind the user and offer a redacted version.
• Multiple recipients: If the tool supports a single recipient, send to one and say you can repeat for others, or ask which one to use.

Tool usage for specific purposes

• send_email: Use only for actually sending the follow-up after the user has confirmed recipient and content. Use it with a clear subject and plain-text or HTML body; never include secrets in the body.