Gmail MCP Server

"""Subject line guidelines and proven patterns for professional emails.""" SUBJECT_LINE_PATTERNS = { "action_required": { "description": "When you need someone to take specific action", "patterns": [ "Action Required: [Specific Action] by [Date]", "Please Review: [Document/Proposal Name] by [Deadline]", "Decision Needed: [Topic] - Response needed by [Date]", "Approval Required: [Item] - [Brief Context]", "Your Input Needed: [Topic] by [Date]", ], "examples": [ "Action Required: Approve Q4 Budget by Friday", "Please Review: Marketing Proposal by EOD Tuesday", "Decision Needed: New Hire Salary - Response needed by Monday", ], }, "meeting_requests": { "description": "For scheduling meetings and appointments", "patterns": [ "Meeting Request: [Topic] - [Proposed Time]", "Schedule Request: [Purpose] - [Duration]", "Quick Call: [Topic] - [Timeframe]", "Calendar Invite: [Event] on [Date]", "[Duration] Meeting: [Topic] - [Urgency Level]", ], "examples": [ "Meeting Request: Q4 Planning - Next Tuesday 2pm", "15-minute Call: Project Status Update - This Week", "Calendar Invite: Team Sync on Thursday 10am", ], }, "status_updates": { "description": "For project updates and progress reports", "patterns": [ "[Project Name] Update: [Key Milestone/Status]", "Weekly Update: [Team/Project] - [Date]", "Status Report: [Topic] - [Current Phase]", "Progress Update: [Project] - [Percent Complete]", "[Frequency] Check-in: [Topic]", ], "examples": [ "Website Redesign Update: Phase 1 Complete", "Weekly Update: Sales Team - Week of March 15th", "Progress Update: Database Migration - 75% Complete", ], }, "requests": { "description": "When asking for information, help, or resources", "patterns": [ "Request: [Specific Item] for [Purpose]", "Quick Question: [Topic]", "Need: [Resource/Information] by [Date]", "Help Requested: [Specific Issue]", "Information Request: [Topic] - [Context]", ], "examples": [ "Request: Budget Breakdown for Client Presentation", "Quick Question: Vendor Contact Information", "Need: Logo Files by Tomorrow Morning", ], }, "follow_ups": { "description": "For following up on previous communications", "patterns": [ "Follow-up: [Original Subject/Topic]", "Checking In: [Topic] from [Time Reference]", "Re: [Original Subject] - Follow-up", "Status Check: [Topic] from [Date]", "Following up on our [Meeting/Conversation] about [Topic]", ], "examples": [ "Follow-up: Proposal Discussion from Last Tuesday", "Checking In: Contract Review from March 10th", "Status Check: Invoice Payment from February", ], }, "announcements": { "description": "For sharing news, updates, or important information", "patterns": [ "Announcement: [News/Update]", "Important Update: [Topic]", "News: [Brief Summary]", "[Company/Team] Update: [Key Information]", "FYI: [Important Information]", ], "examples": [ "Announcement: New Office Location Opening", "Important Update: Policy Changes Effective April 1st", "Team Update: Quarterly Results and Next Steps", ], }, "urgent": { "description": "For time-sensitive communications (use sparingly)", "patterns": [ "URGENT: [Brief Description] - [Deadline]", "Time Sensitive: [Topic] - [Action Needed]", "Priority: [Issue] - Immediate Attention Required", "ASAP: [Request] - [Brief Context]", "Critical: [Issue Description]", ], "examples": [ "URGENT: Server Down - IT Response Needed", "Time Sensitive: Client Contract - Signature by 5pm", "Priority: Security Breach - Immediate Action Required", ], "warning": "Use urgent markers only when truly urgent. Overuse diminishes impact.", }, "informational": { "description": "For sharing information without requiring action", "patterns": [ "FYI: [Information Summary]", "Update: [Topic] - No Action Required", "Heads Up: [Upcoming Event/Change]", "Info: [Brief Description]", "For Your Awareness: [Topic]", ], "examples": [ "FYI: Office Closure Next Friday", "Update: Project Timeline - No Action Required", "Heads Up: System Maintenance This Weekend", ], }, "thank_you": { "description": "For expressing gratitude and appreciation", "patterns": [ "Thank you: [Specific Action/Help]", "Appreciation: [What You're Grateful For]", "Thanks for [Specific Action] - [Brief Context]", "Grateful: [Reason] - [Next Steps if Any]", "Thank You Note: [Occasion/Help]", ], "examples": [ "Thank you: Great Presentation Yesterday", "Thanks for the Quick Response - Project Approved", "Appreciation: Your Help with the Client Meeting", ], }, } SUBJECT_LINE_BEST_PRACTICES = { "length": { "recommended": "30-50 characters", "mobile_friendly": "Under 25-30 characters for mobile preview", "reason": "Longer subjects get truncated in email clients", }, "clarity": [ "Be specific and descriptive", "Front-load important keywords", "Avoid vague terms like 'Quick question' without context", "Include key details like dates, names, or topics", ], "formatting": [ "Use title case or sentence case consistently", "Avoid excessive punctuation (!!!, ???)", "Use colons to separate topic from details", "Consider using brackets for categories [URGENT], [FYI]", ], "personalization": [ "Include recipient's name for important emails", "Reference shared context or previous conversations", "Use 'You' to make it personal when appropriate", "Mention specific projects or deadlines", ], "action_words": [ "Use strong action verbs: Review, Approve, Complete, Discuss", "Be direct about what you need: 'Need your input' vs 'Touching base'", "Include deadlines: 'by Friday', 'ASAP', 'before meeting'", "Specify the outcome: 'for client presentation', 'to finalize contract'", ], "avoid": [ "ALL CAPS (unless truly urgent and used sparingly)", "Spam trigger words: Free, Limited time, Act now", "Vague subjects: 'Hi', 'Important', 'Quick question'", "Re: chains that lose original context", "Excessive emoji (one or two max for internal emails)", ], } SUBJECT_LINE_TEMPLATES_BY_INDUSTRY = { "sales": [ "Proposal: [Client Name] - [Solution] for [Need]", "Follow-up: [Meeting Topic] with [Client]", "Quote Request: [Product/Service] for [Company]", "Demo Scheduled: [Product] for [Client] on [Date]", "Contract Ready: [Deal Name] - Next Steps", ], "marketing": [ "Campaign Results: [Campaign Name] - [Key Metric]", "Content Review: [Asset Name] - Deadline [Date]", "Marketing Plan: [Project] - Q[Quarter] Strategy", "Brand Guidelines: [Update/New] for [Department]", "Event Planning: [Event Name] - [Current Status]", ], "hr": [ "Interview Scheduled: [Candidate Name] for [Position]", "Policy Update: [Policy Name] - Effective [Date]", "Training Session: [Topic] on [Date] at [Time]", "Performance Review: [Employee] - [Review Period]", "Benefits Update: [Change Description] - Action Required", ], "finance": [ "Budget Review: [Department/Project] - [Time Period]", "Invoice Approval: [Vendor] - [Amount] - Due [Date]", "Financial Report: [Period] - Key Highlights", "Expense Policy: [Update/Reminder] - Effective [Date]", "Audit Preparation: [Area] - Documents Needed by [Date]", ], "it": [ "System Maintenance: [System] - [Date] from [Time] to [Time]", "Security Alert: [Issue] - Action Required by [Date]", "Software Update: [Application] - Version [Number]", "Help Ticket: #[Number] - [Brief Description]", "Access Request: [System/Resource] for [User]", ], "project_management": [ "Project Update: [Project Name] - [Current Phase]", "Milestone Reached: [Project] - [Milestone Name]", "Resource Request: [Project] needs [Resource] by [Date]", "Risk Assessment: [Project] - [Priority Level]", "Sprint Review: [Team] - Week of [Date]", ], } def get_subject_line_suggestions(email_type: str, industry: str = None) -> dict: """Get subject line suggestions based on email type and industry. Args: email_type: Type of email (action_required, meeting_requests, etc.) industry: Optional industry for specialized templates Returns: Dictionary with patterns, examples, and best practices """ suggestions = { "patterns": SUBJECT_LINE_PATTERNS.get(email_type, {}).get("patterns", []), "examples": SUBJECT_LINE_PATTERNS.get(email_type, {}).get("examples", []), "best_practices": SUBJECT_LINE_BEST_PRACTICES, } if industry and industry in SUBJECT_LINE_TEMPLATES_BY_INDUSTRY: suggestions["industry_templates"] = SUBJECT_LINE_TEMPLATES_BY_INDUSTRY[industry] return suggestions def validate_subject_line(subject: str) -> dict: """Validate a subject line against best practices. Args: subject: Subject line to validate Returns: Dictionary with validation results and suggestions """ results = { "length_check": len(subject) <= 50, "mobile_friendly": len(subject) <= 30, "has_specific_content": True, # Would need more sophisticated analysis "suggestions": [], } if len(subject) > 50: results["suggestions"].append( "Consider shortening - over 50 characters may be truncated" ) if len(subject) > 30: results["suggestions"].append("May be truncated on mobile devices") if subject.isupper(): results["suggestions"].append("Avoid ALL CAPS - use normal case") if not any( word in subject.lower() for word in ["by", "for", ":", "-", "request", "update", "meeting"] ): results["suggestions"].append( "Consider adding context words like 'by [date]', 'for [purpose]', etc." ) return results