Draft Camp Emails

Draft Camp Emails

Overview

Locate research directory: Read .claude/kids-camp-planner.local.md to get the research_dir path (default: camp-research). All user data paths below are relative to this directory. The family profile is at <research_dir>/family-profile.md.

Draft professional, personalized emails to camp providers. Pull family details from the profile and provider details from research files to create complete, ready-to-send emails. Save drafts to <research_dir>/drafts/ for review before sending.

Email Drafting Workflow

Step 1: Gather Context

Before drafting, read:

1. Family profile (<research_dir>/family-profile.md) for children's details, special needs, contact info
2. Provider file (<research_dir>/providers/[provider].md) for camp-specific details, contact email, program names

Step 2: Determine Email Type

Identify the purpose and use the appropriate template structure:

Email Type	When to Use
Inquiry	Asking about program details, availability, pricing
Registration	Requesting enrollment or registration information
Waitlist follow-up	Following up on waitlist status
Special needs / dietary	Informing about allergies, medical needs, accommodations
Schedule / logistics	Questions about hours, pickup/dropoff, what to bring
Cancellation	Requesting cancellation or date change

Step 3: Draft the Email

General email guidelines:

• Friendly but professional tone (parent writing to a camp, not a business letter)
• Include child's name, age, and grade
• Reference specific program names and dates
• Be clear about what information or action is needed
• Include relevant medical/dietary info when appropriate
• Keep it concise - camp administrators handle hundreds of emails

Save drafts to: <research_dir>/drafts/[type]-[provider].md

Email Templates

Six templates are available covering all common camp communication scenarios. The inquiry template is shown below as a representative example. For all other templates (registration, waitlist follow-up, special needs/dietary, cancellation, logistics inquiry), see references/email-templates.md.

Inquiry Email (representative example)

Subject: Inquiry about [Program Name] for Summer [Year]

Hi [Camp Name] team,

I'm looking into summer camp options for my [son/daughter] [Child Name],
who is [age] years old (entering Grade [X] in September). We're interested
in the [Program Name] program.

I'd appreciate information on:
- Availability for the week(s) of [dates]
- Registration process and any deadlines
- Daily rates available? (for partial weeks or PA day drop-ins)
- [Any specific questions based on research gaps]

[If applicable: We're also considering enrollment for a second child,
[Child 2 Name], age [X]. Do you offer sibling discounts?]

Thank you for your time. Looking forward to hearing from you.

Best regards,
[Parent Name]
[Phone number - optional]

Personalization Rules

When drafting emails, apply these personalization rules:

1. Use the child's actual name from the family profile, not "my child"
2. Calculate current age from DOB in profile
3. Reference the specific program name from the provider file
4. Include relevant medical/allergy info automatically if the email type warrants it (registration, inquiry about inclusion)
5. Mention sibling context when multiple children are being registered at the same provider
6. Include pickup/dropoff questions when parent schedules suggest tight timing

Output Format

Save each draft as a markdown file:

# Email Draft: [Type] - [Provider Name]

**To:** [Email address from provider file]
**Subject:** [Subject line]
**Date drafted:** [Today's date]
**Status:** Draft - ready for review

---

[Email body]

---

**Notes:**
- [Any context for the user about why certain details were included]
- [Reminders about attachments needed, e.g., allergy action plan]

Additional Resources

Reference Files

• references/email-templates.md - All email templates: registration, waitlist follow-up, special needs/dietary, cancellation, logistics inquiry

Example Files

• examples/sample-inquiry-email.md - Complete personalized inquiry email example