@riotprompt/riotdoc 1.0.1-dev.0 → 1.0.4

package/templates/email-template.md

@@ -0,0 +1,353 @@
+# Email Document Template
+
+## Template Structure
+
+This defines the structure and questions for creating email documents in RiotDoc.
+
+**Template Type**: email  
+**Version**: 2.0  
+**Last Updated**: 2026-01-30
+
+---
+
+## Questions to Answer
+
+### Idea/Draft Phase
+
+These are the questions you can answer **NOW** when composing your email. Focus on the core message and intent.
+
+#### Recipients & Context
+- **To**: Who is this email for? (individual, team, list, email addresses)
+- **CC**: Who should be copied? (optional)
+- **BCC**: Who should be blind copied? (optional)
+- **Sender context**: What's your relationship to the recipient(s)?
+
+#### Message Core
+- **Subject line**: What's the email subject? (or idea for subject)
+- **Purpose**: What do you want this email to accomplish?
+- **Key message**: What's the main point in one sentence?
+- **Call to action**: What do you want the recipient to do?
+
+#### Tone & Approach
+- **Tone**: Formal, casual, friendly, direct, apologetic, persuasive?
+- **Length**: Brief (1-2 paragraphs), moderate (3-5 paragraphs), detailed?
+- **Urgency**: Normal, time-sensitive, urgent?
+
+#### Context
+- **Background**: What context does the recipient need?
+- **Previous communication**: Is this following up on something?
+- **Sensitive topics**: Any delicate issues to navigate?
+
+---
+
+### Publishing Phase
+
+These are questions you figure out **LATER** - before sending the email.
+
+#### Attachments & Links
+- **Attachments**: Will there be attachments? What are they?
+- **File sizes**: Are attachments too large? Need to compress or use file sharing?
+- **Links**: Any links to include? (documents, websites, calendar invites)
+
+#### Timing & Follow-up
+- **Send time**: When should this be sent? (now, scheduled time)
+- **Time zone considerations**: Is recipient in different time zone?
+- **Follow-up needed**: Will you need to follow up? When?
+- **Deadline**: Is there a deadline for response?
+
+#### Review & Compliance
+- **Proofread**: Checked for typos and clarity?
+- **Recipients verified**: Confirmed correct email addresses?
+- **Compliance**: Any legal/compliance requirements? (disclaimers, confidentiality notices)
+- **Reply-to**: Should replies go to different address?
+
+---
+
+## Available Approaches
+
+Choose the approach that best fits your email purpose and audience.
+
+### Approach 1: Quick Email
+
+**When to use**:
+- Brief message (1-3 paragraphs)
+- Informal or internal communication
+- Simple request or update
+- No attachments or minimal attachments
+- Quick turnaround needed
+
+**Strategy**:
+- Write directly without outline
+- Keep it short and to the point
+- Minimal formatting
+- Quick proofread and send
+
+**Output**: Brief email, 50-150 words
+
+**Workflow**:
+1. Answer core questions (to, subject, purpose, tone)
+2. Write email in one pass
+3. Quick proofread
+4. Send
+
+**Timeline**: 5-15 minutes
+
+---
+
+### Approach 2: Formal Communication
+
+**When to use**:
+- Professional or external communication
+- Client emails or business correspondence
+- Important announcements
+- Requires careful wording
+- May have attachments or links
+
+**Strategy**:
+- Plan structure before writing
+- Use formal tone and proper formatting
+- Include all necessary context
+- Thorough proofread and review
+- May need approval before sending
+
+**Output**: Structured email, 200-500 words
+
+**Workflow**:
+1. Answer all Idea/Draft phase questions
+2. Outline email structure:
+   - Opening greeting
+   - Context/background
+   - Main message
+   - Call to action
+   - Professional closing
+3. Draft each section
+4. Review for tone and clarity
+5. Answer Publishing phase questions
+6. Add attachments and links
+7. Proofread carefully
+8. Get approval if needed
+9. Send
+
+**Timeline**: 30-60 minutes
+
+---
+
+### Approach 3: Campaign/Newsletter Email
+
+**When to use**:
+- Email to large list or audience
+- Marketing or promotional email
+- Newsletter or announcement
+- Requires design and formatting
+- Links to website or resources
+
+**Strategy**:
+- Plan content and structure
+- Use email template or design
+- Include images and formatting
+- Test links and rendering
+- Schedule send time
+- Track opens and clicks
+
+**Output**: Formatted email with design, 300-800 words
+
+**Workflow**:
+1. Answer all Idea/Draft phase questions
+2. Plan email structure and sections
+3. Write content for each section
+4. Design email layout (or use template)
+5. Add images and formatting
+6. Answer Publishing phase questions
+7. Add all links and CTAs
+8. Test email rendering (different clients)
+9. Review on mobile and desktop
+10. Set up tracking (if applicable)
+11. Schedule send time
+12. Send to list
+
+**Timeline**: 2-4 hours
+
+---
+
+## Output Document Structure
+
+```markdown
+# Email: [Subject Line]
+
+**To**: [Recipient(s)]
+**CC**: [CC recipients if any]
+**BCC**: [BCC recipients if any]
+**From**: [Sender]
+**Subject**: [Subject Line]
+**Date**: [Date]
+
+---
+
+## Body
+
+[Opening greeting - Hi [Name], Dear [Name], Hello team, etc.]
+
+[Opening paragraph - context or reason for email]
+
+[Main content paragraphs - key message, details, explanation]
+
+[Call to action paragraph - what you want recipient to do]
+
+[Closing - Best regards, Thanks, Sincerely, etc.]
+[Your name]
+[Your title/signature if applicable]
+
+---
+
+## Attachments
+- [Attachment 1 name and description]
+- [Attachment 2 name and description]
+
+---
+
+## Metadata
+- **Purpose**: [Purpose]
+- **Tone**: [Tone]
+- **Urgency**: [Normal/Time-sensitive/Urgent]
+- **Follow-up needed**: [Yes/No - when?]
+- **Sent**: [Date and time]
+```
+
+---
+
+## Example Use Cases
+
+### Internal Communication
+- Team updates
+- Meeting requests
+- Project status
+- Quick questions
+
+### External Communication
+- Client correspondence
+- Vendor communication
+- Partnership inquiries
+- Sales outreach
+
+### Formal Communication
+- Job applications
+- Official announcements
+- Legal notices
+- Complaint resolution
+
+### Marketing
+- Newsletters
+- Product announcements
+- Event invitations
+- Promotional campaigns
+
+---
+
+## Email Writing Tips
+
+### For Quick Emails
+- Start with the main point
+- Keep sentences short
+- Use bullet points for lists
+- One topic per email
+- Clear subject line
+
+### For Formal Communication
+- Use proper greeting and closing
+- Provide context upfront
+- Be specific and clear
+- Proofread carefully
+- Professional tone throughout
+
+### For Campaign Emails
+- Compelling subject line (avoid spam triggers)
+- Mobile-friendly design
+- Clear call to action
+- Test before sending
+- Include unsubscribe link
+
+---
+
+## Common Pitfalls to Avoid
+
+❌ **Don't**: Forget to add attachments you mentioned
+✅ **Do**: Attach files before writing email body
+
+❌ **Don't**: Reply All when you mean to Reply
+✅ **Do**: Double-check recipients before sending
+
+❌ **Don't**: Send when angry or emotional
+✅ **Do**: Wait and review before sending sensitive emails
+
+❌ **Don't**: Use vague subject lines ("Question" or "Hi")
+✅ **Do**: Be specific ("Q: Budget approval for Q2 project")
+
+❌ **Don't**: Write walls of text
+✅ **Do**: Break into short paragraphs with white space
+
+❌ **Don't**: Assume tone is clear
+✅ **Do**: Be explicit when tone matters
+
+---
+
+## Email Etiquette
+
+### Subject Lines
+- Be specific and descriptive
+- Front-load important info
+- Use [ACTION REQUIRED] or [FYI] tags if helpful
+- Avoid all caps or excessive punctuation
+
+### Greetings
+- Match formality to relationship
+- Use recipient's name when possible
+- "Hi [Name]" for most professional emails
+- "Dear [Name]" for very formal emails
+
+### Body
+- Get to the point quickly
+- Use paragraphs and white space
+- Bold or bullet key points
+- Keep sentences under 20 words
+
+### Closing
+- Match greeting formality
+- "Best regards" is safe default
+- "Thanks" if requesting something
+- Include signature with contact info
+
+### Timing
+- Send during business hours when possible
+- Avoid late night or weekend sends (unless expected)
+- Consider recipient's time zone
+- Use scheduling for optimal send times
+
+---
+
+## Template Notes
+
+**Version 2.0 Changes** (2026-01-30):
+- Added CC and BCC fields (was missing in v1.0)
+- Split questions into Idea/Draft and Publishing phases
+- Added three approaches: Quick Email, Formal Communication, Campaign Email
+- Added email etiquette and writing tips
+- Follows canonical template structure from TEMPLATE-STRUCTURE.md
+
+**User Feedback Addressed**:
+- CC and BCC fields were missing (Timeline Event 72)
+- Questions now split by when they're answered (upfront vs before sending)
+
+---
+
+## Related Templates
+
+- **Blog Post Template**: For longer-form content
+- **Meeting Notes Template**: For meeting follow-ups
+- **Project Plan Template**: For project updates
+
+---
+
+## Version History
+
+- **v2.0** (2026-01-30): Added lifecycle phases, approaches, CC/BCC fields
+- **v1.0** (2026-01-XX): Initial template (missing CC/BCC, no phase split)