scientific-email-polishing

What this skill does

# Scientific Email Polishing

## Table of Contents
- [Core Principles](#core-principles)
- [Workflow](#workflow)
- [Email Types](#email-types)
- [Tone Guidelines](#tone-guidelines)
- [Guardrails](#guardrails)
- [Quick Reference](#quick-reference)

**Related skills for other document types:**
- Recommendation letters: `academic-letter-architect`
- Research statements: `career-document-architect`
- Grant proposals: `grant-proposal-assistant`

## Core Principles

**1. One email, one purpose**: Each email should have a clear, single objective

**2. Explicit asks**: State exactly what you need from the recipient and by when

**3. Context first**: Open with enough context for the reader to understand immediately

**4. Professional but warm**: Formal doesn't mean cold; collegial is appropriate

**5. Scannable format**: Busy recipients skim; use structure to aid quick reading

## Workflow

Copy this checklist and track your progress:

```
Email Polishing Progress:
- [ ] Step 1: Identify purpose and desired outcome
- [ ] Step 2: Draft subject line (clear, specific)
- [ ] Step 3: Write opening (context in first sentence)
- [ ] Step 4: Compose body (organized, scannable)
- [ ] Step 5: State explicit ask (what, by when)
- [ ] Step 6: Close professionally (next steps, sign-off)
- [ ] Step 7: Review tone (polite, appropriate)
```

**Step 1: Identify Purpose and Outcome**

What action do you want the recipient to take? What decision do you need? By when? If you can't state this clearly, the email isn't ready to send.

**Step 2: Draft Subject Line**

Subject should preview content and signal urgency/type. Be specific: "Meeting request: Collaboration on X project" not "Quick question". See [resources/template.md](resources/template.md#subject-lines) for examples.

**Step 3: Write Opening**

First sentence should establish context. Who are you (if unknown), why are you writing, what's this about? No need for extensive pleasantries. See [resources/template.md](resources/template.md#openings) for openers.

**Step 4: Compose Body**

Organize information logically. Use short paragraphs. Consider bullets for multiple points. Bold key information if needed. Keep under 3-4 paragraphs for most emails.

**Step 5: State Explicit Ask**

Be clear about what you need. Include timeline if relevant. Make it easy to say yes. Don't bury the ask.

**Step 6: Close Professionally**

Thank them, indicate next steps, offer to provide more info. Use appropriate sign-off for relationship level. See [resources/template.md](resources/template.md#closings) for sign-offs.

**Step 7: Review Tone**

Read aloud. Is it polite but efficient? Not too casual, not too stiff? Appropriate for your relationship with recipient? Validate using [resources/evaluators/rubric_email.json](resources/evaluators/rubric_email.json).

## Email Types

### Journal Cover Letter

**Purpose:** Introduce manuscript, explain significance, suggest reviewers

**Structure:**
```
Subject: Submission: [Manuscript Title] - [Type: Original Research/Review/etc.]

Dear Dr. [Editor] / Dear Editors,

[PARAGRAPH 1: What and why]
Please find attached our manuscript entitled "[Title]" for consideration
as a [Article Type] in [Journal Name]. This work [brief significance statement].

[PARAGRAPH 2: What's new]
Our study [key finding/contribution]. This advances the field by [impact].
We believe this work will interest readers of [Journal] because [fit with
journal scope].

[PARAGRAPH 3: Practicalities]
The manuscript is [X] words with [Y] figures. All authors have approved
the submission and there are no conflicts of interest to declare. This
work has not been published elsewhere and is not under consideration
at another journal.

[OPTIONAL: Reviewer suggestions]
We suggest the following potential reviewers: [Names with institutions
and emails].

[CLOSING]
Thank you for your consideration. We look forward to hearing from you.

Sincerely,
[Corresponding Author]
```

### Response to Reviewers

**Purpose:** Address each point thoroughly and professionally

**Structure:**
```
Subject: Revised Manuscript [ID]: [Title]

Dear Dr. [Editor],

Thank you for the opportunity to revise our manuscript "[Title]". We
appreciate the thoughtful comments from the reviewers, which have
significantly improved our work. Below we provide point-by-point
responses to each comment. Reviewer comments are in italics, our
responses in plain text, and changes to the manuscript are noted.

---

REVIEWER 1

*Comment 1: [Quote reviewer comment]*

Response: [Your response]. We have [action taken]. This change appears
on page X, lines Y-Z.

*Comment 2: [Quote reviewer comment]*

Response: [Your response].

[Continue for all comments]

---

REVIEWER 2
[Same format]

---

We hope these revisions address the reviewers' concerns and that the
manuscript is now suitable for publication in [Journal]. Please do not
hesitate to contact us if additional revisions are needed.

Sincerely,
[Corresponding Author]
```

### Collaboration Request

**Purpose:** Propose collaboration with new contact

**Structure:**
```
Subject: Collaboration opportunity: [Brief topic description]

Dear Dr. [Name],

I am [Your Name], a [position] at [Institution], working on [research area].
I am reaching out because [why them specifically - be genuine and specific].

[Brief background on your work and why collaboration makes sense]

I would be interested in [specific collaboration proposal]. This could involve
[what you're proposing - be concrete].

Would you be available for a brief call to discuss? I'm flexible on timing
and happy to work around your schedule.

Thank you for considering this. [Optional: note any mutual connection]

Best regards,
[Your Name]
```

## Tone Guidelines

### Formality Spectrum

| Recipient | Tone | Example Sign-off |
|-----------|------|-----------------|
| Unknown editor/senior | Formal | "Sincerely," "Respectfully," |
| Known colleague (distant) | Professional-warm | "Best regards," "Best," |
| Known colleague (close) | Warm-professional | "Best," "Thanks," |
| Close collaborator | Friendly-professional | "Thanks," "Cheers," |

### Professional but Not Stiff

**Too stiff:**
> "I am writing to inquire as to whether you might be available to provide guidance regarding..."

**Too casual:**
> "Hey! Quick q - you free to chat about that thing?"

**Just right:**
> "I'm reaching out to see if you'd have time to discuss [topic]. Would a brief call work for you next week?"

### Diplomatic Language

**When declining:**
- "Unfortunately, I won't be able to..."
- "While I appreciate the opportunity, my current commitments prevent..."
- "I'd recommend reaching out to [alternative] who might be better positioned..."

**When disagreeing (reviewer response):**
- "We respectfully disagree with this interpretation because..."
- "While we understand the reviewer's concern, our data suggests..."
- "We have added clarification to address this point, though we maintain that..."

**When following up:**
- "I wanted to follow up on my previous email..."
- "I'm circling back on [topic]..."
- "Apologies for the additional email, but I wanted to check..."

## Guardrails

**Key requirements:**

1. **Clear purpose**: Every email needs an identifiable goal
2. **Explicit asks**: State what you need so recipients can act without guessing
3. **Professional tone**: Appropriate for academic/scientific context
4. **Proofread**: Errors undermine credibility
5. **Appropriate length**: Respect recipients' time
6. **Complete information**: Include everything needed to respond

**Common pitfalls:**
- ❌ **Buried ask**: Request hidden in paragraph 4
- ❌ **No deadline**: "When you get a chance" = never
- ❌ **Wall of text**: Long unbroken paragraphs
- ❌ **Too casual**: "Hey" to journal editor
- ❌ **Too formal**: Stilted language to close colleague
- ❌ **Missing context**: Assuming they remember previous exchange
- ❌ **Multiple topics**: Should be separate emails

## Quick Reference

**Key resources:**
- **[resources/tem