Email Manager

---

## Examples

```
User: "write email to client about project delay"
User: "reply to boss: yes I can attend the meeting"
User: "follow up email to recruiter"
User: "cold email for freelance pitch"
User: "make this email more professional: [text]"
User: "email template for invoice reminder"
User: "subject line for product launch"
User: "schedule follow up: email John in 3 days"
User: "batch 5 cold emails for web design clients"
User: "check tone: [email text]"
```

---

## First Run Setup

On first message, create data directory:

```bash
mkdir -p ~/.openclaw/email-manager
```

Initialize files:

```json
// ~/.openclaw/email-manager/settings.json
{
  "name": "",
  "role": "",
  "company": "",
  "default_tone": "professional",
  "signature": "",
  "emails_drafted": 0,
  "templates_created": 0,
  "follow_ups_set": 0,
  "streak_days": 0
}
```

```json
// ~/.openclaw/email-manager/templates.json
[]
```

```json
// ~/.openclaw/email-manager/follow_ups.json
[]
```

```json
// ~/.openclaw/email-manager/history.json
[]
```

Welcome message:
```
📧 Email Manager is ready!

Quick setup:
1. What's your name?
2. Your role/title? (freelancer, developer, etc.)
3. Your email signature? (or skip)

Or just start: "write email to..."
```

---

## Data Storage

All data stored under `~/.openclaw/email-manager/`:

- `settings.json` — name, role, preferences, stats
- `templates.json` — saved email templates
- `follow_ups.json` — follow-up reminders
- `history.json` — drafted emails log

## Security & Privacy

**All data stays local.** This skill:
- Only reads/writes files under `~/.openclaw/email-manager/`
- Makes NO external API calls or network requests
- Sends NO data to any server, email, or messaging service
- Does NOT access any external service, API, or URL
- Does NOT connect to any email provider or service
- Does NOT read your inbox — generates text for you to copy and send

### Why These Permissions Are Needed
- `read`: To read templates, follow-ups, and settings
- `write`: To save templates, follow-ups, and update stats

---

## When To Activate

Respond when user says any of:
- **"write email"** or **"draft email"** — compose email
- **"reply to"** — draft a reply
- **"follow up"** — follow-up email
- **"cold email"** — outreach email
- **"email template"** — create/use template
- **"subject line"** — generate subject lines
- **"check tone"** or **"fix email"** — improve existing email
- **"batch emails"** — write multiple at once
- **"email signature"** — create signature
- **"schedule follow up"** — set follow-up reminder
- **"professional email"** or **"formal email"** — business email

---

## FEATURE 1: Smart Email Composer

When user says **"write email"** or **"email to [person] about [topic]"**:

```
User: "write email to client about project delay"
```

```
📧 EMAIL DRAFTED
━━━━━━━━━━━━━━━━━━

Subject: Project Timeline Update — [Project Name]

Hi [Client Name],

I wanted to give you a quick update on the project
timeline. Due to [brief reason], we're looking at
a revised delivery date of [new date].

Here's what's been completed so far:
— [Milestone 1] ✅
— [Milestone 2] ✅
— [Milestone 3] in progress

I've adjusted the schedule to ensure quality isn't
compromised. I'll share the updated timeline document
by end of day.

Happy to jump on a quick call if you'd like to
discuss. Thank you for your understanding.

Best regards,
[Your Name]

━━━━━━━━━━━━━━━━━━
📏 Words: 92 | Tone: Professional + transparent
⏱️ Reading time: ~30 seconds

💡 "more apologetic" / "shorter" / "add urgency"
   "save as template: project delay"
```

---

## FEATURE 2: Quick Reply Drafter

When user says **"reply to [context]"** or **"reply: [situation]"**:

```
User: "reply to boss: yes I can attend Saturday meeting"
```

```
📧 REPLY OPTIONS
━━━━━━━━━━━━━━━━━━

Option 1 (Professional):
"Hi [Boss Name],

Yes, I'll be there on Saturday. Could you share
the agenda beforehand so I can come prepared?

Thanks,
[Your Name]"

Option 2 (Short):
"Hi [Boss Name],

Confirmed for Saturday. See you there!

Best,
[Your Name]"

Option 3 (Enthusiastic):
"Hi [Boss Name],

Absolutely, count me in for Saturday! Looking forward
to it. Let me know if I should prepare anything.

Best,
[Your Name]"

💡 Copy your preferred version!
```

---

## FEATURE 3: Follow-Up Email Generator

When user says **"follow up"** or **"follow up email to [person]"**:

```
User: "follow up email to recruiter, applied 1 week ago"
```

```
📧 FOLLOW-UP EMAIL
━━━━━━━━━━━━━━━━━━

Subject: Following Up — [Job Title] Application

Hi [Recruiter Name],

I hope this message finds you well. I'm writing to
follow up on my application for the [Job Title]
position, which I submitted on [date].

I'm very enthusiastic about the opportunity and
believe my experience in [relevant skill] would be
a strong fit for the role. I'd welcome the chance
to discuss how I can contribute to the team.

Please let me know if there's any additional
information I can provide.

Thank you for your time and consideration.

Best regards,
[Your Name]

━━━━━━━━━━━━━━━━━━
📏 Words: 82 | Tone: Polite + confident

⏰ TIMING TIPS:
• 1st follow-up: 5-7 days after applying
• 2nd follow-up: 7-10 days after 1st
• 3rd follow-up: Only if there was prior engagement
• Never more than 3 follow-ups

💡 "schedule follow up: remind me in 7 days"
```

---

## FEATURE 4: Cold Email Generator

When user says **"cold email"** or **"outreach email"**:

```
User: "cold email for freelance web design services"
```

```
📧 COLD EMAIL — 3 Approaches
━━━━━━━━━━━━━━━━━━

Approach 1 — Value First:
Subject: Quick idea for [Company]'s website

"Hi [Name],

I noticed [specific observation about their website].
I had a quick idea that could help improve
[specific metric — conversions, speed, etc.].

Would you be open to a 10-minute chat this week?
No strings attached.

[Your Name]
[Portfolio link]"

Approach 2 — Social Proof:
Subject: How I helped [similar company] increase leads by 40%

"Hi [Name],

I recently helped [Company X] redesign their site,
which led to a 40% increase in leads.

I noticed [Company Name] could benefit from a
similar approach. Want me to share a quick audit?

[Your Name]"

Approach 3 — Short & Direct:
Subject: Quick question about [Company] website

"Hi [Name],

Do you handle website decisions at [Company]?
If so, I'd love to share a few ideas.

If not, could you point me to the right person?

Thanks,
[Your Name]"

━━━━━━━━━━━━━━━━━━
📏 All under 80 words (cold emails must be short!)

💡 "personalize for [company]" — Custom version
   "batch 5 cold emails" — Multiple versions
```

---

## FEATURE 5: Email Tone Checker & Fixer

When user says **"check tone"** or **"fix this email"** or pastes email text:

```
User: "check tone: Hey, I need the report ASAP. You were supposed to send it yesterday."
```

```
🔍 TONE CHECK
━━━━━━━━━━━━━━━━━━

❌ Original:
"Hey, I need the report ASAP. You were supposed
to send it yesterday."

📊 Tone Analysis:
• Aggressive: ██████████ 80%
• Professional: ██░░░░░░░░ 20%
• Friendly: ░░░░░░░░░░ 0%

⚠️ ISSUES:
• "ASAP" sounds demanding
• "You were supposed to" is blaming
• No greeting or politeness

✅ FIXED — Professional:
"Hi [Name],

Hope you're doing well. Just checking in on the
report — I believe it was due yesterday. Could you
share an update on when I can expect it?

Appreciate your help on this.
Thanks, [Your Name]"

✅ FIXED — Firm but polite:
"Hi [Name],

The report was expected yesterday and I haven't
received it yet. Could you please prioritize this
and send it over by [time] today?

Thank you,
[Your Name]"

💡 Same message, zero aggression, same urgency!
```

---

## FEATURE 6: Subject Line Generator

When user says **"subject line for [topic]"**:

```
User: "subject line for product launch email"
```

```
📬 SUBJECT LINES — Product Launch
━━━━━━━━━━━━━━━━━━

🔥 High open-rate options:

1. "It's here — introducing [Product Name]"
2. "You asked. We built it."
3. "[Product Name] is live — here's what it does"
4. "The wait is over"
5. "Built for [audience]. Launching today."

📊 Best practices:
• Keep under 50 characters
• No ALL CAPS (looks spammy)
• Create curiosity or urgency
• Personalize when possible
• Avoid "Free" or "Buy now" (spam filters)

💡 "more urgency" / "more casual" / "for B2B"
```

---

## FEATURE 7: Email Templates Library

When user says **"email template"** or **"template for [type]"**:

```
📋 EMAIL TEMPLATES
━━━━━━━━━━━━━━━━━━

Available templates:

💼 BUSINESS:
1. Invoice reminder
2. Project update
3. Meeting request
4. Proposal follow-up
5. Client onboarding

👔 CAREER:
6. Job application
7. Interview follow-up
8. Resignation
9. Recommendation request
10. Salary negotiation

🤝 PROFESSIONAL:
11. Introduction/networking
12. Thank you
13. Apology
14. Feedback request
15. Referral ask

Type a number to use, or
"create template: [name]" to make custom
```

---

## FEATURE 8: Batch Email Composer

When user says **"batch [count] emails"**:

```
User: "batch 5 cold emails for different web design clients"
```

```
📦 BATCH EMAILS — 5 Variations
━━━━━━━━━━━━━━━━━━

Email 1 — For E-commerce:
Subject: "Your store could convert 30% more visitors"
[Personalized body targeting e-commerce pain points]

Email 2 — For SaaS:
Subject: "Quick UX suggestion for [Company]"
[Personalized body targeting SaaS landing pages]

Email 3 — For Local Business:
Subject: "Helping [City] businesses get found online"
[Personalized body targeting local SEO + design]

Email 4 — For Startup:
Subject: "Your MVP deserves a better first impression"
[Personalized body targeting startup speed + design]

Email 5 — For Agency:
Subject: "White-label design help for your clients"
[Personalized body targeting agency overflow work]

📊 5 emails, all unique, all under 80 words
💡 "edit email 3" / "save all as templates"
```

---

## FEATURE 9: Follow-Up Tracker

When user says **"schedule follow up"** or **"track follow up"**:

```
User: "schedule follow up: email John about invoice in 3 days"
```

```
⏰ FOLLOW-UP SCHEDULED!
━━━━━━━━━━━━━━━━━━

📌 Email John about invoice
📅 Reminder: Feb 26 (3 days)
📊 Follow-up #1

💡 I'll remind you when it's time!
```

When user says **"my follow ups"**:
```
📋 PENDING FOLLOW-UPS
━━━━━━━━━━━━━━━━━━

1. 🔴 TODAY — Email John about invoice
2. 🟡 Feb 28 — Follow up with recruiter
3. 🟢 Mar 2 — Check with client on feedback

📊 Total: 3 pending | 12 completed

💡 "done 1" — Mark complete
   "draft follow up 1" — Write the email
```

---

## FEATURE 10: Email Signature Builder

When user says **"email signature"** or **"create signature"**:

```
User: "create email signature"
```

```
✒️ EMAIL SIGNATURES
━━━━━━━━━━━━━━━━━━

Style 1 — Minimal:
Best regards,
Manish Pareek
AI Developer | Freelancer
[email protected]

Style 2 — Professional:
—
Manish Pareek
AI Developer & Automation Specialist
📧 [email protected]
🐦 @Mkpareek19_
🌐 portfolio.com

Style 3 — With CTA:
—
Manish Pareek | AI Developer
Building free AI tools for freelancers
🦞 Check my skills: clawhub.ai/mkpareek0315
📧 [email protected]

💡 "save signature 2" — Set as default
```

---

## FEATURE 11: Apology Email Writer

When user says **"apology email"** or **"sorry email"**:

```
User: "apology email: missed a deadline with client"
```

```
📧 APOLOGY EMAIL
━━━━━━━━━━━━━━━━━━

Subject: Apology — Missed Deadline on [Project]

Hi [Client Name],

I sincerely apologize for missing the deadline on
[project]. This was my responsibility and I take
full accountability.

Here's my plan to make it right:
— Delivering the completed work by [new date]
— Adding [bonus/extra] at no additional cost
— Implementing a better tracking system going forward

I value our working relationship and will ensure
this doesn't happen again. Thank you for your
patience and understanding.

Best regards,
[Your Name]

━━━━━━━━━━━━━━━━━━
📏 Words: 78 | Tone: Sincere + accountable + solution-focused

💡 KEY RULES:
1. Own it — no excuses
2. Offer solution, not just sorry
3. Show prevention plan
4. Keep it brief — long apologies feel insincere
```

---

## FEATURE 12: Meeting Request Email

When user says **"meeting email"** or **"schedule meeting email"**:

```
📧 MEETING REQUEST
━━━━━━━━━━━━━━━━━━

Subject: Quick Chat — [Topic]?

Hi [Name],

Would you be available for a 15-minute call this
week to discuss [topic]? I have a few ideas I'd
love to run by you.

I'm free:
— Tuesday 2-5 PM
— Wednesday 10 AM-1 PM
— Thursday anytime

Let me know what works best, or feel free to
suggest another time.

Best,
[Your Name]

━━━━━━━━━━━━━━━━━━
💡 Always offer 2-3 time slots
   Keep meetings short (15-30 min default)
```

---

## FEATURE 13: Resignation Email

When user says **"resignation email"**:

```
📧 RESIGNATION EMAIL
━━━━━━━━━━━━━━━━━━

Subject: Resignation — [Your Name]

Dear [Manager Name],

I'm writing to formally notify you of my resignation
from [Position] at [Company], effective [Last Date].

I'm grateful for the opportunities and growth I've
experienced here over the past [duration]. The skills
and relationships I've built will stay with me.

I'm committed to making the transition as smooth as
possible during my notice period.

Thank you for everything.

Warm regards,
[Your Name]

━━━━━━━━━━━━━━━━━━
💡 TIPS:
• Keep it positive — never burn bridges
• Offer transition help
• Submit in person first, then email
• 2 weeks notice minimum (or per contract)
```

---

## FEATURE 14: Negotiation Email

When user says **"negotiation email"** or **"salary email"**:

```
User: "negotiate salary: offered 8 LPA, want 10 LPA"
```

```
📧 SALARY NEGOTIATION
━━━━━━━━━━━━━━━━━━

Subject: Re: [Job Title] Offer — Discussion

Hi [HR Name],

Thank you for the offer for [Position]. I'm excited
about the opportunity and the team.

After reviewing the offer and considering my
[X years experience / relevant skills / market rates],
I'd like to discuss the base compensation. Based on
my research and the value I can bring, I believe a
base of ₹10 LPA would be more aligned.

I'm confident in my ability to deliver strong results
from day one, particularly in [specific area].

I'm happy to discuss this further. Looking forward
to finding something that works for both of us.

Best regards,
[Your Name]

━━━━━━━━━━━━━━━━━━
💡 RULES:
1. Express excitement first
2. Use data, not emotions
3. "I believe" not "I demand"
4. Show value you'll bring
5. Keep door open for discussion
```

---

## FEATURE 15: Email A/B Tester

When user says **"A/B test"** or **"which email is better"**:

```
User: "which is better: [email A] vs [email B]"
```

```
📊 EMAIL A/B COMPARISON
━━━━━━━━━━━━━━━━━━

| Aspect | Email A | Email B |
|--------|---------|---------|
| Clarity | 7/10 | 9/10 |
| Tone | Too formal | Just right |
| Length | Too long | Perfect |
| CTA | Weak | Strong |
| Subject | Generic | Compelling |

🏆 WINNER: Email B

📝 WHY:
• Shorter and more direct
• Clear call-to-action
• Better subject line hook

💡 "improve email A" — Fix the weaker one
```

---

## FEATURE 16: Email Length Optimizer

Automatically check and suggest optimal length:

```
📏 LENGTH CHECK
━━━━━━━━━━━━━━━━━━

Your email: 247 words

⚠️ Too long! Most emails should be:
• Cold email: 50-80 words
• Business update: 100-150 words
• Detailed proposal: 200-300 words

💡 "shorten this" — I'll cut it down
```

---

## FEATURE 17: Email Etiquette Guide

When user says **"email tips"** or **"email etiquette"**:

```
📚 EMAIL ETIQUETTE
━━━━━━━━━━━━━━━━━━

✅ DO:
• Reply within 24 hours
• Use clear subject lines
• Keep paragraphs short (2-3 lines)
• Proofread before sending
• Use professional greeting

❌ DON'T:
• Reply all unnecessarily
• Use ALL CAPS (= shouting)
• Send one-word replies to formal emails
• Forget attachments (mention them!)
• Use sarcasm — it doesn't translate in text
```

---

## FEATURE 18: Multi-Language Email

When user says **"email in [language]"** or **"translate email to [language]"**:

```
User: "write thank you email in Hindi"
```

```
📧 HINDI EMAIL
━━━━━━━━━━━━━━━━━━

Subject: धन्यवाद

नमस्ते [Name] जी,

आपके सहयोग के लिए बहुत-बहुत धन्यवाद।
आपकी मदद से यह काम समय पर पूरा हो गया।

आगे भी ऐसे ही सहयोग की उम्मीद करता हूँ।

सधन्यवाद,
[Your Name]

💡 Languages: Hindi, Spanish, French, German, etc.
```

---

## FEATURE 19: Smart CC/BCC Advisor

When user is unsure about email recipients:

```
User: "who should I CC on this project update?"
```

```
📋 CC/BCC GUIDE
━━━━━━━━━━━━━━━━━━

TO: Direct person who needs to act
CC: People who need to know (not act)
BCC: Large groups or sensitive additions

For project updates:
TO: Client / project lead
CC: Your manager + team members involved
BCC: Nobody (updates should be transparent)

⚠️ COMMON MISTAKES:
• CC'ing boss on every email (looks insecure)
• Forgetting to CC stakeholders
• Reply All on BCC'd emails (never do this!)
```

---

## FEATURE 20: Complaint Email Writer

When user says **"complaint email"** or **"formal complaint"**:

```
User: "complaint email: ordered product not delivered in 10 days"
```

```
📧 COMPLAINT EMAIL
━━━━━━━━━━━━━━━━━━

Subject: Order #[Number] — Delivery Issue

Dear Customer Support,

I placed an order (#[number]) on [date] with an
expected delivery of [date]. It has now been 10 days
and I have not received the product.

I've checked the tracking and [status — e.g., no
updates since X date].

I request one of the following:
1. Immediate delivery with updated tracking
2. Full refund to my original payment method

Please respond within 48 hours. I have been a loyal
customer and hope we can resolve this promptly.

Regards,
[Your Name]
[Order details / Contact number]

━━━━━━━━━━━━━━━━━━
💡 TIPS:
1. Be specific — include order numbers, dates
2. State what you want clearly
3. Set a deadline for response
4. Stay professional — anger reduces results
```

---

## FEATURE 21: Email Stats & History

When user says **"my stats"** or **"email stats"**:

```
📊 EMAIL MANAGER STATS
━━━━━━━━━━━━━━━━━━

📧 Emails drafted: 47
📋 Templates created: 8
⏰ Follow-ups tracked: 15
📬 Subject lines generated: 22
🔥 Streak: 7 days

📈 TIME SAVED:
~47 emails × 15 min avg = 11.7 hours saved!

🏆 ACHIEVEMENTS:
• 📧 First Email ✅
• 📋 Template Master — 5+ templates ✅
• ⏰ Follow-Up Pro — 10+ follow-ups ✅
• 📦 Batch King — Batch of 5+ emails ✅
• 🔥 Week Warrior — 7-day streak ✅
• 💯 Email Pro — 50 emails drafted [47/50]
• ⏱️ Time Saver — 10+ hours saved ✅
```

---

## FEATURE 22: Save Custom Templates

When user says **"save as template"**:

```
💾 Template saved!

📂 "Project Delay Notice" — Business category
📊 Total templates: 9

💡 "my templates" — View all
   "use template: project delay" — Quick access
```

---

## Behavior Rules

1. **Always provide 2-3 options** — different tones/approaches
2. **Keep emails concise** — shorter = better response rate
3. **Professional by default** — unless user asks otherwise
4. **Show word count** — helps users gauge length
5. **Suggest subject lines** — for every email drafted
6. **Track follow-ups** — proactive reminders
7. **Never access inbox** — generate text only
8. **Adapt to context** — formal for business, casual for peers

---

## Error Handling

- If no context given: Ask who, what, why
- If email too vague: Ask for key details
- If file read fails: Create fresh file

---

## Data Safety

1. Never expose raw JSON
2. Keep all data LOCAL
3. Maximum 100 templates, 50 follow-ups, 500 history
4. Does NOT connect to any email service

---

## Updated Commands

```
COMPOSE:
  "write email: [context]"             — Smart compose
  "reply to: [context]"                — Draft reply
  "follow up: [context]"              — Follow-up email
  "cold email: [context]"             — Outreach email
  "batch [count] emails: [context]"   — Multiple emails
  "apology email: [context]"          — Apology
  "complaint email: [context]"        — Formal complaint
  "meeting email: [context]"          — Meeting request
  "resignation email"                  — Resignation
  "negotiate salary: [details]"        — Negotiation

OPTIMIZE:
  "check tone: [email text]"           — Tone analysis
  "fix email: [email text]"            — Improve email
  "subject line: [topic]"             — Generate subjects
  "shorten this"                       — Cut length
  "A/B test: [email A] vs [email B]"  — Compare emails
  "email in [language]"               — Multi-language

MANAGE:
  "email template: [type]"             — Use template
  "save as template: [name]"           — Create template
  "email signature"                    — Build signature
  "schedule follow up: [details]"      — Set reminder
  "my follow ups"                      — View pending
  "my stats"                           — Usage stats
  "help"                               — All commands
```

---

Built by **Manish Pareek** ([@Mkpareek19_](https://x.com/Mkpareek19_))

Free forever. Replaces $30/month email tools. All data stays on your machine. 🦞