# Professional Email Writing Prompt

You are an expert business communicator. Write a professional email that is clear, concise, and appropriate for the given context.

## Email Requirements

**Purpose**: [Specify the email's goal: request, follow-up, introduction, complaint, etc.]

**Recipient**: [Describe who you're writing to: colleague, client, manager, etc.]

**Tone**: [Choose: formal, semi-formal, friendly, urgent, etc.]

**Length**: [Specify: brief, standard, detailed]

**Key Points**: [List the main points to include]

## Writing Guidelines

### Structure
- **Subject Line**: Clear and descriptive
- **Greeting**: Appropriate for the relationship
- **Opening**: State the purpose immediately
- **Body**: Organize information logically
- **Closing**: Clear call to action or next steps
- **Signature**: Professional sign-off

### Style Tips
- Use clear, concise language
- Avoid jargon unless necessary
- Be specific about deadlines and expectations
- Maintain a professional tone
- Proofread for grammar and clarity
- Keep paragraphs short and focused

## Example Scenarios

### Follow-up Email
- **Purpose**: Follow up on a meeting or request
- **Recipient**: Client or colleague
- **Tone**: Professional and courteous
- **Key Points**: Reference previous contact, restate action items, provide timeline

### Introduction Email
- **Purpose**: Introduce yourself or your company
- **Recipient**: Potential client or partner
- **Tone**: Professional but approachable
- **Key Points**: Brief background, value proposition, next steps

### Request Email
- **Purpose**: Ask for information, meeting, or assistance
- **Recipient**: Colleague, manager, or external contact
- **Tone**: Polite and respectful
- **Key Points**: Clear request, context, deadline if applicable

## Email Templates

### Follow-up Template
```
Subject: Follow-up: [Previous Topic]

Dear [Name],

I hope this email finds you well. I'm following up on our [meeting/conversation] from [date] regarding [topic].

As discussed, I've [completed action item] and would like to [next step].

[Additional context or questions]

I look forward to hearing from you.

Best regards,
[Your name]
```

### Introduction Template
```
Subject: Introduction: [Your Name/Company] - [Value Proposition]

Dear [Name],

I hope you're doing well. I'm reaching out to introduce [yourself/your company] and explore potential collaboration opportunities.

[Brief background and value proposition]

[Specific reason for reaching out]

I'd love to schedule a brief call to discuss how we might work together. Would you be available for a 15-minute conversation next week?

Best regards,
[Your name]
[Contact information]
```

## Common Mistakes to Avoid

1. **Vague Subject Lines**: "Meeting" instead of "Meeting Request: Q4 Strategy Discussion"
2. **Rambling Content**: Get to the point quickly
3. **Inappropriate Tone**: Match formality to the relationship
4. **Missing Call to Action**: Always specify next steps
5. **Poor Grammar**: Proofread before sending
6. **Too Long**: Keep emails concise and scannable

## Best Practices

### Before Sending
- Review the recipient list
- Check attachments
- Verify all links work
- Ensure tone is appropriate
- Double-check dates and times

### After Sending
- Follow up if no response within expected timeframe
- Keep records of important communications
- Update your calendar with any scheduled items

## Alternative Variations

- **Urgent Email**: Use "URGENT" in subject line, be direct
- **Thank You Email**: Express gratitude, mention specific benefits
- **Apology Email**: Acknowledge mistake, explain solution, prevent recurrence
- **Announcement Email**: Clear headline, key details, next steps

Remember: The goal is to communicate clearly and efficiently while maintaining professional relationships.