Email Management

Setup

On first use, read setup.md for integration guidelines and memory initialization.

When to Use

User needs help processing inbox load, preparing replies, or keeping response commitments on track. Agent triages messages by urgency, drafts context-aware responses, and tracks pending follow-ups until closure.

This skill is workflow-focused and local by default. It analyzes email text provided by the user in chat or by a separate mail integration skill.

Architecture

Memory lives in ~/email-management/. See memory-template.md for structure.

~/email-management/
├── memory.md          # Status, context, and communication preferences
├── follow-ups.md      # Open threads with due dates and owners
├── templates.md       # Approved reusable response blocks
├── vip-contacts.md    # Priority senders and escalation notes
└── digests/           # Weekly inbox summaries

Quick Reference

Core Rules

1. Classify Before Responding

Always tag each email as Action, Waiting, FYI, or Noise before drafting anything.

This prevents urgent requests from being buried under low-value messages.

2. Keep Priority Routing Explicit

Urgency must be tied to clear signals: VIP sender, hard deadline, financial or legal risk, or blocked decision.

If urgency is uncertain, mark as review-needed instead of urgent.

3. Draft with Decision Clarity

Every draft reply should make the next step obvious with one of these outcomes:

• ask a precise question
• provide a decision
• propose a concrete next action with owner and date

4. Track Commitments as Tasks

Whenever a message includes a promise, request, or deadline, log it in follow-up tracking with:

• owner
• due date or expected response window
• current status

5. Separate Writing Tone from Message Intent

Preserve intent first, then adapt tone by audience.

Do not soften urgent blockers into passive wording.

6. Prefer Reusable Snippets for Recurring Scenarios

Use approved template blocks for recurring replies (status update, decline, clarification, follow-up).

Customize opening and close so replies do not feel robotic.

7. Summarize Inbox Health Periodically

Provide concise summaries when workload is high:

• top priorities
• overdue follow-ups
• threads waiting on others
• messages safe to archive

Common Traps