generate-approval-letter

"Generates an approval-letter.md email body and an email-tpl-approval.md

Skill: generate-approval-letter

Generates a project plan approval request for Phase 2 — Planning. Reads the project plan, budget, and resource plan; extracts Approver-level stakeholders from the stakeholder map; and produces two artifacts: the approval letter email body (approval-letter.md) and the send-email template (email-tpl-approval.md). Mode B: agent prepares draft, PM reviews and confirms before sending (level 3).

Triggers

Russian: «отправь план на согласование», «письмо на согласование плана», «согласуй план с заказчиком», «запроси утверждение плана», «составь письмо на согласование», «нужно согласовать план» English: "send plan for approval", "approval letter for project plan", "request plan approval", "generate approval letter", "plan sign-off email", "get plan approved"

Language Detection

  • Request in Russian → templates with -ru suffix, responses in Russian
  • Otherwise → templates with -en suffix, responses in English

Input

DataRequiredSource
Stakeholder mapyes01-initiation/stakeholder-map.md
Project planyes02-planning/project-plan.md
Project budgetno02-planning/project-budget.xlsx
Resource planno02-planning/resource-plan.md
Project charterno01-initiation/project-charter.md — name, PM, sponsor

Output

FileProject pathFormatDescription
approval-letter.md02-planning/.mdEmail body — formal approval request
email-tpl-approval.md02-planning/.mdsend-email template: To, Subject, Body, Attachments

Instructions

Step 1 — Check Dependencies

Guard-rail — check request type. If the request is about updating the plan, replanning, or modifying artifacts → respond: "generate-approval-letter composes an approval request for the ready plan, not the plan itself. Use generate-project-plan to update the plan first, then run generate-approval-letter again." Do not start workflow.

Check for required files:

  1. 01-initiation/stakeholder-map.md
  2. 02-planning/project-plan.md

If stakeholder-map.md not found: Stop. Report: "To identify recipients, the stakeholder map is required. Run generate-stakeholder-map (task #3) first, then run generate-approval-letter."

If project-plan.md not found: Stop. Report: "To compose the letter, the project plan is required. Run generate-project-plan (task #7) first, then run generate-approval-letter."

If both files found: proceed to Step 2.

Step 2 — Extract Data from Input Files

From stakeholder-map.md:

  • All stakeholders with status Approver (or equivalent: Утверждающий, Sign-off authority, Decision maker)
  • For each: name, role/title, email (if available)
  • If no Approver found: ask PM — "No Approvers found in stakeholder map. Please specify who should receive the letter." Record PM's answer as the recipient list. In Steps 3–4, use this data instead of stakeholder-map.md.

From project-plan.md:

  • Project name, PM
  • Number of phases, overall duration (start date → end date)
  • 3–5 key milestones with dates
  • Current phase and status

From project-charter.md (if available):

  • Project name (if not found in project-plan.md)
  • Project sponsor — add to CC

From project-budget.xlsx (if available):

  • Total budget amount
  • Risk reserve (if present)

From resource-plan.md (if available):

  • Total person-months or FTE summary — one line

Step 3 — Compose Email Body (approval-letter.md)

Follow the schema from templates/approval-letter-{lang}.md.

Letter structure:

  1. Greeting — to addressees (by name if single recipient; formal greeting if multiple)
  2. Context — 2–3 sentences: project name, Phase 2 complete, package ready for review
  3. Document package — list with brief description of each document
  4. Key project parameters — compact summary: start, end, milestones, budget (if available)
  5. Call to action — clear request: what to do, response deadline (default: 3 business days) Response options: "Approved" / "Requires revision" (with comments)
  6. Signature — PM name, title, contact

Tone: formal, concise. Length: 200–350 words.

Step 4 — Compose send-email Template (email-tpl-approval.md)

Follow the schema from templates/email-tpl-approval-{lang}.md.

email-tpl-approval.md structure:

To: [Approver list from stakeholder-map]
CC: [Sponsor if found]
Subject: [Project Name] — Request for Plan Approval
Attachments:
  - project-plan.docx (convert from project-plan.md)
  - project-budget.xlsx (if available)
  - resource-plan.docx (convert from resource-plan.md, if available)
Body: [content of the letter composed in Step 3]
Autonomy level: 3 — send only after PM confirmation

Step 5 — Show Draft and Save

  1. Create approval-letter.md in {project}/02-planning/.
  2. Create email-tpl-approval.md in {project}/02-planning/.
  3. Show in chat:
    • Confirmation: "Files saved to 02-planning/."
    • Full content of approval-letter.md for PM review.
    • Recipient list (To) and attachments for review.
    • Question: "Letter ready. Confirm to send via Gmail, or provide edits."
  4. Do not trigger send-email without explicit PM confirmation — autonomy level 3.
  5. On PM confirmation: hand off to send-email skill with 02-planning/email-tpl-approval.md. On Gmail unavailable: save draft, notify PM with manual send instructions.
  6. Write to logs/log.md: date, skill, files created, recipients, status.
  7. Update project-state.md: approval-letter.md → "pending approval".

Templates

FilePurpose
templates/approval-letter-ru.mdEmail body schema (RU)
templates/approval-letter-en.mdEmail body schema (EN)
templates/email-tpl-approval-ru.mdsend-email template schema (RU)
templates/email-tpl-approval-en.mdsend-email template schema (EN)

Dependencies

Reads:

  • 01-initiation/stakeholder-map.md — Approver stakeholders (required)
  • 02-planning/project-plan.md — phases, milestones, timeline (required)
  • 01-initiation/project-charter.md — project name, PM, sponsor (optional)
  • 02-planning/project-budget.xlsx — total budget (optional)
  • 02-planning/resource-plan.md — FTE summary (optional)

Passes data to:

  • send-email — email-tpl-approval.md → Gmail (level 3)

Constraints

  • Mode B: letter is a draft for PM review; sending requires PM confirmation (level 3)
  • Does not modify project-plan.md or any other source files
  • If no Approver in stakeholder-map: asks PM for clarification, does not stop
  • Default response deadline: 3 business days; PM may adjust before confirmation
  • Without project-budget.xlsx and resource-plan.md: letter is generated without those data points
  • Gmail MCP unavailable fallback: save to file, PM sends manually
  • Single project per invocation