openspec/specs/application-email/spec.md

# application-email Specification

## Purpose
TBD - created by archiving change add-application-email. Update Purpose after archive.
## Requirements
### Requirement: Email Command Invocation

The system SHALL provide a `/write-application-email` command that generates professional application emails with subject lines based on application context and profile information.

#### Scenario: Command executed in application folder

- **WHEN** user runs `/write-application-email` while in an application folder
- **THEN** the system detects the current application automatically
- **AND** generates email based on that application's data

#### Scenario: Command executed with application name parameter

- **WHEN** user runs `/write-application-email [application-name]` from any location
- **THEN** the system locates the specified application folder
- **AND** generates email based on that application's data

#### Scenario: Command executed with --help flag

- **WHEN** user runs `/write-application-email --help`
- **THEN** the system displays usage information with examples
- **AND** does not generate any email

### Requirement: Document Verification

The system SHALL verify that all required documents exist in the `attachments/` folder before generating the application email.

#### Scenario: All required documents present

- **WHEN** CV and cover letter files exist in `attachments/` folder
- **THEN** the system proceeds with email generation
- **AND** includes references to these documents in the email body

#### Scenario: Required documents missing

- **WHEN** CV or cover letter files are missing from `attachments/` folder
- **THEN** the system displays a clear error message listing missing documents
- **AND** does not generate the email
- **AND** provides guidance on where to place documents

#### Scenario: Optional certificates present

- **WHEN** certificate or diploma files exist in `attachments/` folder
- **THEN** the system includes references to these documents in the email
- **AND** mentions them in the document list

### Requirement: Email Content Generation

The system SHALL generate email content with appropriate subject line, greeting, body, and closing based on application strategy and profile information.

#### Scenario: Subject line generation

- **WHEN** generating email for an application
- **THEN** the subject line includes job title and applicant name
- **AND** follows professional email conventions
- **AND** matches the target language (German/English)

#### Scenario: Email body with document references

- **WHEN** generating email body
- **THEN** the email includes a brief introduction
- **AND** explicitly references attached documents (CV, cover letter)
- **AND** mentions certificates/diplomas if present in attachments folder
- **AND** expresses interest in the position
- **AND** includes professional closing with contact information

#### Scenario: Tone adaptation

- **WHEN** application.md specifies tone (Formal/Balanced/Casual)
- **THEN** the email adopts the appropriate language level
- **AND** matches formality to company culture

### Requirement: Language Detection

The system SHALL detect and apply the appropriate language (German or English) for the email based on application context.

#### Scenario: German language application

- **WHEN** job posting or application context indicates German
- **THEN** the email is generated in German
- **AND** uses appropriate German business email conventions
- **AND** uses formal German addressing (Sie, Herr/Frau)

#### Scenario: English language application

- **WHEN** job posting or application context indicates English
- **THEN** the email is generated in English
- **AND** uses professional English business email conventions

### Requirement: File Management

The system SHALL save generated email content to a markdown file in the application folder and handle file conflicts appropriately.

#### Scenario: New email generation

- **WHEN** `application-email.md` does not exist in application folder
- **THEN** the system creates the file with generated content
- **AND** displays success message with file location

#### Scenario: Email already exists without force flag

- **WHEN** `application-email.md` already exists
- **AND** user did not provide `--force` flag
- **THEN** the system displays error message
- **AND** does not overwrite existing file
- **AND** suggests using `--force` flag to overwrite

#### Scenario: Email overwrite with force flag

- **WHEN** `application-email.md` already exists
- **AND** user provides `--force` or `--overwrite` flag
- **THEN** the system overwrites the existing file
- **AND** displays warning about overwriting
- **AND** creates new email with generated content

### Requirement: Error Handling

The system SHALL provide clear, actionable error messages when email generation cannot proceed.

#### Scenario: Application folder not found

- **WHEN** specified application folder does not exist
- **THEN** the system displays error with list of available applications
- **AND** provides example command syntax

#### Scenario: Application data incomplete

- **WHEN** application.md is missing required fields
- **THEN** the system displays error indicating incomplete sections
- **AND** suggests running `/populate-application` or manual completion

#### Scenario: Profile data missing

- **WHEN** profile.md cannot be read or is incomplete
- **THEN** the system displays error message
- **AND** suggests running `/validate-profile`
- **AND** does not proceed with generation

### Requirement: Integration with Workflow

The system SHALL integrate seamlessly with existing application workflow commands and validation.

#### Scenario: Reads application strategy

- **WHEN** generating email
- **THEN** the system reads application.md for job details, company info, and tone
- **AND** reads profile.md for applicant contact information
- **AND** incorporates key messages from application strategy

#### Scenario: References cover letter context

- **WHEN** cover-letter.md exists in application folder
- **THEN** the system ensures email tone and messaging align with cover letter
- **AND** maintains consistency across all application documents

### Requirement: Output Format

The system SHALL generate email in markdown format with metadata and clear structure.

#### Scenario: Email file structure

- **WHEN** email is generated
- **THEN** the file includes metadata comment block (generation date, sources, language, tone)
- **AND** contains subject line as heading
- **AND** contains email body with proper paragraphs
- **AND** includes signature block with applicant information

#### Scenario: Email brevity

- **WHEN** generating email body
- **THEN** the content is concise (3-4 sentences maximum)
- **AND** mentions attached documents explicitly
- **AND** avoids redundancy with cover letter content
chore: archive completed OpenSpec changes 2025-11-03 20:38:51 +01:00			`# application-email Specification`
feat: add proposal for application email generation 2025-11-03 16:41:44 +01:00
chore: archive completed OpenSpec changes 2025-11-03 20:38:51 +01:00			`## Purpose`
			`TBD - created by archiving change add-application-email. Update Purpose after archive.`
			`## Requirements`
feat: add proposal for application email generation 2025-11-03 16:41:44 +01:00			`### Requirement: Email Command Invocation`

			The system SHALL provide a `/write-application-email` command that generates professional application emails with subject lines based on application context and profile information.

			`#### Scenario: Command executed in application folder`

			- WHEN user runs `/write-application-email` while in an application folder
			`- THEN the system detects the current application automatically`
			`- AND generates email based on that application's data`

			`#### Scenario: Command executed with application name parameter`

			- WHEN user runs `/write-application-email [application-name]` from any location
			`- THEN the system locates the specified application folder`
			`- AND generates email based on that application's data`

			`#### Scenario: Command executed with --help flag`

			- WHEN user runs `/write-application-email --help`
			`- THEN the system displays usage information with examples`
			`- AND does not generate any email`

			`### Requirement: Document Verification`

			The system SHALL verify that all required documents exist in the `attachments/` folder before generating the application email.

			`#### Scenario: All required documents present`

			- WHEN CV and cover letter files exist in `attachments/` folder
			`- THEN the system proceeds with email generation`
			`- AND includes references to these documents in the email body`

			`#### Scenario: Required documents missing`

			- WHEN CV or cover letter files are missing from `attachments/` folder
			`- THEN the system displays a clear error message listing missing documents`
			`- AND does not generate the email`
			`- AND provides guidance on where to place documents`

			`#### Scenario: Optional certificates present`

			- WHEN certificate or diploma files exist in `attachments/` folder
			`- THEN the system includes references to these documents in the email`
			`- AND mentions them in the document list`

			`### Requirement: Email Content Generation`

			`The system SHALL generate email content with appropriate subject line, greeting, body, and closing based on application strategy and profile information.`

			`#### Scenario: Subject line generation`

			`- WHEN generating email for an application`
			`- THEN the subject line includes job title and applicant name`
			`- AND follows professional email conventions`
			`- AND matches the target language (German/English)`

			`#### Scenario: Email body with document references`

			`- WHEN generating email body`
			`- THEN the email includes a brief introduction`
			`- AND explicitly references attached documents (CV, cover letter)`
			`- AND mentions certificates/diplomas if present in attachments folder`
			`- AND expresses interest in the position`
			`- AND includes professional closing with contact information`

			`#### Scenario: Tone adaptation`

			`- WHEN application.md specifies tone (Formal/Balanced/Casual)`
			`- THEN the email adopts the appropriate language level`
			`- AND matches formality to company culture`

			`### Requirement: Language Detection`

			`The system SHALL detect and apply the appropriate language (German or English) for the email based on application context.`

			`#### Scenario: German language application`

			`- WHEN job posting or application context indicates German`
			`- THEN the email is generated in German`
			`- AND uses appropriate German business email conventions`
			`- AND uses formal German addressing (Sie, Herr/Frau)`

			`#### Scenario: English language application`

			`- WHEN job posting or application context indicates English`
			`- THEN the email is generated in English`
			`- AND uses professional English business email conventions`

			`### Requirement: File Management`

			`The system SHALL save generated email content to a markdown file in the application folder and handle file conflicts appropriately.`

			`#### Scenario: New email generation`

			- WHEN `application-email.md` does not exist in application folder
			`- THEN the system creates the file with generated content`
			`- AND displays success message with file location`

			`#### Scenario: Email already exists without force flag`

			- WHEN `application-email.md` already exists
			- AND user did not provide `--force` flag
			`- THEN the system displays error message`
			`- AND does not overwrite existing file`
			- AND suggests using `--force` flag to overwrite

			`#### Scenario: Email overwrite with force flag`

			- WHEN `application-email.md` already exists
			- AND user provides `--force` or `--overwrite` flag
			`- THEN the system overwrites the existing file`
			`- AND displays warning about overwriting`
			`- AND creates new email with generated content`

			`### Requirement: Error Handling`

			`The system SHALL provide clear, actionable error messages when email generation cannot proceed.`

			`#### Scenario: Application folder not found`

			`- WHEN specified application folder does not exist`
			`- THEN the system displays error with list of available applications`
			`- AND provides example command syntax`

			`#### Scenario: Application data incomplete`

			`- WHEN application.md is missing required fields`
			`- THEN the system displays error indicating incomplete sections`
			- AND suggests running `/populate-application` or manual completion

			`#### Scenario: Profile data missing`

			`- WHEN profile.md cannot be read or is incomplete`
			`- THEN the system displays error message`
			- AND suggests running `/validate-profile`
			`- AND does not proceed with generation`

			`### Requirement: Integration with Workflow`

			`The system SHALL integrate seamlessly with existing application workflow commands and validation.`

			`#### Scenario: Reads application strategy`

			`- WHEN generating email`
			`- THEN the system reads application.md for job details, company info, and tone`
			`- AND reads profile.md for applicant contact information`
			`- AND incorporates key messages from application strategy`

			`#### Scenario: References cover letter context`

			`- WHEN cover-letter.md exists in application folder`
			`- THEN the system ensures email tone and messaging align with cover letter`
			`- AND maintains consistency across all application documents`

			`### Requirement: Output Format`

			`The system SHALL generate email in markdown format with metadata and clear structure.`

			`#### Scenario: Email file structure`

			`- WHEN email is generated`
			`- THEN the file includes metadata comment block (generation date, sources, language, tone)`
			`- AND contains subject line as heading`
			`- AND contains email body with proper paragraphs`
			`- AND includes signature block with applicant information`

			`#### Scenario: Email brevity`

			`- WHEN generating email body`
			`- THEN the content is concise (3-4 sentences maximum)`
			`- AND mentions attached documents explicitly`
			`- AND avoids redundancy with cover letter content`
chore: archive completed OpenSpec changes 2025-11-03 20:38:51 +01:00