What email drafting covers
draft_email_template builds a reusable template from structured sections, a heading, a paragraph, a bullet list, a button, a divider, whatever the content calls for, and the renderer turns those sections into responsive, table-based HTML carrying your logo and brand colors automatically, rather than something the agent has to hand-code and hope renders correctly across a candidate's inbox.
list_email_templates shows what already exists by category, offer, rejection, contract, or general, so a decline template gets reused rather than redrafted every time someone new on the team wants one.
render_email_preview fills a template with real variable values and returns the rendered subject and a plain-text summary, plus a list of any placeholder still unresolved, which catches a missing candidate name or salary figure before it ever reaches an inbox.
send_one_off_email sends the filled template to up to 20 recipients, each with their own variables, with optional attachments such as a governed document, and it always runs the preview first so what you approve matches what actually goes out rather than a description of it.
A walkthrough: building a decline template that gets reused
An employer says: "we don't have a decline template yet, make one that's warm but brief." The agent first checks list_email_templates, confirms none exists in that category, and drafts one with a greeting, a short paragraph, and a closing line, no raw HTML involved.
The approval card reads: "Save a new 'rejection' email template 'Standard decline' (subject: 'Update on your application', 3 section(s))?" A week later, the employer says "decline these four candidates using our standard template." The agent runs render_email_preview for each of the four, filling in their names, then shows one combined approval card with the rendered subject and preview text before sending all four.
None of the four candidates receive a noticeably different version of the same message, since the underlying template and its sections stay fixed between sends.
Boundaries
What stays consistent between preview and send
Saving a new template always requires approval, and so does actually sending.
send_one_off_email is required to run render_email_preview first and show that exact rendered content on the approval card, but the real send never trusts that preview blindly, it re-renders fresh from the saved template and the current variable values at send time, so what a candidate receives always matches the current state of the template rather than a stale draft that changed after the preview was generated.
Rejection templates exist to be offered and reused, never auto-triggered by a rejection action elsewhere, keeping the decision to reject and the decision to notify separate even when a template already exists for it. list_email_templates never requires approval either, since browsing a category doesn't change anything, so checking what already exists costs nothing before deciding to draft something new.
Frequently asked questions
Does the agent write raw HTML for email templates?
No. Templates are built from structured content sections, headings, paragraphs, bullet lists, buttons, and similar, and the renderer turns those into clean, responsive HTML in your brand colors and logo.
Will I see what an email actually looks like before it sends?
Yes. render_email_preview fills the template with real values and returns the rendered subject and a plain-text summary, and send_one_off_email always shows that same rendered content on the approval card before anything sends.
Can I send one template to multiple candidates with different details filled in?
Yes, up to 20 recipients per send, each with their own variable values, so names, salaries, or dates fill in correctly per candidate rather than sending one generic version to everyone.
Does the agent check for an existing template before drafting a new one?
It's instructed to, especially for decline templates, which should be reused rather than redrafted every time a rejection comes up.
Can a template email include an attachment, like a signed offer letter?
Yes, send_one_off_email accepts optional attachments referencing a governed document already in the system, so a template email can carry a document without the agent handling a raw file.
Related pages
Build a template worth reusing
Ask the agent for a branded template in a category you send often, then preview it filled in before the first real send.