Premise
Post-call emails become vague when they are written from memory. An agent can identify external meetings, read the actual notes or transcript, and create a grounded draft while the conversation is still fresh.
Setup
- Connect the calendar, call-note system, and email drafts.
- Define internal company domains so employee-only meetings are excluded.
- Provide examples from sent mail to establish your tone.
- Run after calls and review every draft before sending.
Boundaries
- No transcript or notes means no invented recap.
- Only commitments explicitly present in the source may appear.
- Messages stay in drafts and cannot add recipients or attachments without approval.
Prepare an email draft with recipients, subject, a concise recap, and the next actions actually agreed during the call. Include owners and dates only when the source states them. Match the tone of my sent messages and omit empty pleasantries.
If the notes are incomplete, produce a minimal check-in and clearly identify what could not be confirmed. Ignore internal meetings unless I explicitly include them.
Never send, blind-copy someone, attach an unrequested file, or manufacture a promise. If neither notes nor a transcript exists, report that gap and stop.
Prompt
After each meeting containing someone outside my company, use the calendar to identify attendees and read the connected transcript or notes.