Email Sender

Compose and send professional emails with support for attachments, formatting, and multiple recipients.

Purpose

This skill enables you to send emails when needed for communication, notifications, or automated workflows. Use it when the user requests email functionality or when a workflow requires email notification.

Instructions

Follow this process when sending an email:

1. Gather Information

Collect all necessary information before composing:

• Recipients: Email addresses (To, CC, BCC)
• Subject: Clear, concise subject line
• Body: The message content
• Attachments: Optional file paths
• Priority: Normal, High, or Low
• Format: Plain text or HTML

2. Validate Input

Before sending, verify:

• All email addresses are valid format (user@domain.com)
• Subject line is not empty
• Body contains meaningful content
• Attachment paths exist (if specified)
• Total attachment size is reasonable (< 25 MB)

3. Compose the Email

Structure the email professionally:

• Use proper greeting ("Dear [Name]" or "Hi [Name]")
• Keep paragraphs concise
• Use clear, professional language
• Include call-to-action if needed
• End with appropriate closing ("Best regards", "Thank you")
• Include signature if appropriate

4. Review Before Sending

Double-check:

• Recipients are correct (no typos)
• Subject is descriptive
• Body is error-free
• Attachments are correct
• Tone is appropriate

5. Send the Email

Execute the send operation and report:

• Success confirmation with message ID
• Any errors encountered
• Retry strategy if sending fails

Examples

Example 1: Simple Email

Input:

• To: john.doe@example.com
• Subject: Meeting Tomorrow
• Body: Hi John, Just confirming our meeting tomorrow at 2 PM. See you then!

Output:

✓ Email sent successfully
Message ID: msg-12345
Sent to: john.doe@example.com
Subject: Meeting Tomorrow

Example 2: Email with Attachment

Input:

• To: team@example.com
• CC: manager@example.com
• Subject: Monthly Report - December 2024
• Body: Please find attached the monthly report for your review.
• Attachments: /reports/december-2024.pdf

Output:

✓ Email sent successfully
Message ID: msg-12346
Sent to: team@example.com
CC: manager@example.com
Subject: Monthly Report - December 2024
Attachments: december-2024.pdf (2.3 MB)

Example 3: HTML Formatted Email

Input:

• To: clients@example.com
• Subject: New Features Available
• Format: HTML
• Body:

  <h1>Exciting Updates!</h1>
  <p>We're thrilled to announce new features:</p>
  <ul>
    <li>Dark mode support</li>
    <li>Advanced search</li>
    <li>Mobile app</li>
  </ul>
  <p>Learn more at <a href="https://example.com">our website</a>.</p>
  

Output:

✓ HTML email sent successfully
Message ID: msg-12347
Sent to: clients@example.com (distribution list)
Subject: New Features Available

Error Handling

Handle these common errors gracefully:

Invalid Email Address

❌ Error: Invalid email address 'not-an-email'
Suggestion: Check the email format (should be user@domain.com)

Attachment Not Found

❌ Error: Attachment not found '/path/to/file.pdf'
Suggestion: Verify the file path exists and you have read permissions

Send Failure

❌ Error: Failed to send email (SMTP timeout)
Suggestion: Retry in 30 seconds or check network connectivity

Quota Exceeded

❌ Error: Daily email quota exceeded (limit: 100 emails/day)
Suggestion: Wait until tomorrow or contact administrator

Best Practices

1. Always validate recipients - Prevent sending to wrong addresses
2. Use descriptive subjects - Help recipients identify important emails
3. Keep it concise - Respect recipient's time
4. Format properly - Use paragraphs, lists, and formatting
5. Proofread - Check for errors before sending
6. Be mindful of attachments - Large files may be blocked
7. Respect privacy - Use BCC for distribution lists
8. Track important emails - Log message IDs for reference

Security Considerations

• Never send passwords or sensitive data in plain text emails
• Verify recipient addresses to prevent data leaks
• Use encryption for confidential information
• Be aware of phishing risks in email content
• Validate all user inputs to prevent injection attacks
• Respect opt-out requests and unsubscribe preferences

Templates

Professional Request

Subject: Request for [Resource/Information]

Dear [Name],

I hope this email finds you well.

I am writing to request [specific request]. This would help us [reason/benefit].

Would it be possible to [action requested] by [date/time]?

Please let me know if you need any additional information.

Thank you for your consideration.

Best regards,
[Your Name]

Status Update

Subject: Status Update - [Project Name]

Hi [Name/Team],

Quick update on [project]:

Progress:
- ✓ Completed: [items]
- 🔄 In Progress: [items]
- 📋 Upcoming: [items]

Blockers: [any issues or none]

Next Steps: [what's coming]

Let me know if you have questions.

Thanks,
[Your Name]

Meeting Confirmation

Subject: Confirming Meeting - [Date/Time]

Hi [Name],

Confirming our meeting:

📅 Date: [date]
🕐 Time: [time with timezone]
📍 Location: [location or video link]
📋 Agenda: [brief agenda]

Please let me know if you need to reschedule.

Looking forward to speaking with you.

Best,
[Your Name]

Notes

• This skill requires email tool access (specified in allowed-tools)
• Actual email sending is performed by the host environment
• This skill provides guidance for proper email composition
• Always follow organizational email policies and guidelines