Tame Your Inbox with AI — Email Triage & Auto-Replies

Help me design an AI-powered email triage system for my inbox. **My email situation:** - Emails received per day: [e.g., '50-100' / '100-200' / '200+'] - Email client: [Gmail / Outlook / Apple Mail / Superhuman] - My role: [e.g., 'Founder' / 'Manager' / 'Freelancer' / 'Sales rep'] - Biggest email pain points: [e.g., 'Too many newsletters I don't read' / 'Can't tell what's urgent' / 'Takes too long to write replies' / 'Meeting requests clog everything'] **Types of emails I receive (describe each category):** 1. [Type 1: e.g., 'Client questions needing same-day reply'] 2. [Type 2: e.g., 'Internal team updates I just need to read'] 3. [Type 3: e.g., 'Invoices and payment confirmations'] 4. [Type 4: e.g., 'Sales pitches and cold outreach'] 5. [Type 5: e.g., 'Newsletters and content I subscribed to'] 6. [Add more as needed] Design a triage system that includes: 1. **Priority categories** with names and definitions: - [Category 1]: Definition + how to identify + target response time - [Category 2]: Definition + how to identify + target response time - [Category 3]: Definition + how to identify + target response time - [Category 4]: Definition + how to identify + delete/archive immediately 2. **Gmail/Outlook filter rules** I can implement right now: - Specific filter conditions (sender, subject line keywords, etc.) - What action each filter should take (label, archive, forward, etc.) 3. **AI categorization prompt** I can use with ChatGPT or Claude to batch-categorize emails: A prompt I can paste an email into and get back: Priority / Category / Suggested action / Draft reply (Yes/No) 4. **Processing schedule**: When during the day should I check each category? (Not every 5 minutes) 5. **The one sentence I should add to my email signature** that reduces unnecessary emails coming in

Draft a reply to this email for me. **Context about me:** - My name: [Your name] - My role: [Your title and company] - My communication style: [e.g., 'Direct and concise — I prefer short emails' / 'Warm and relationship-focused' / 'Formal, I work in finance/law' / 'Casual, startup culture'] **The email I received:** --- [Paste the email you need to reply to here] --- **What I want to say in reply:** [Write bullet points of the key points you want to cover — don't write the email, just the substance. e.g.: - Yes, I can do the meeting but not Wednesday, propose Thursday 2pm or Friday 10am instead - Before the meeting I need them to send me the Q4 report - Keep it short, they're a busy person] **Tone for this reply:** [Formal / Professional / Friendly / Direct / Apologetic / Firm] **Length target:** [2-3 sentences / Short paragraph / Full email / Whatever fits] **Constraints:** - [Any specific things to include or avoid, e.g., 'Don't commit to a timeline yet' / 'Make sure to acknowledge the delay in my previous response' / 'Include our pricing page link: [URL]'] Write 2 versions: - **Version A**: More direct/concise - **Version B**: More warm/detailed For each version, note the word count and flag any assumptions you made about my intent that I should verify before sending.

Help me create email templates for my most frequent email types. **About my email communication:** - My role: [Your title] - Who I email most: [e.g., 'Clients, my team, vendors, job candidates'] - My tone: [Direct / Warm / Professional / Conversational] **Template 1: [Name the email type — e.g., 'Following up after a sales call']** - When I send this: [Describe the situation] - What I always need to include: [Key points] - Common variations: [What changes between versions] **Template 2: [Name — e.g., 'Declining a meeting request politely']** - When I send this: [Describe the situation] - What I always need to include: [Key points] - Common variations: [What changes between versions] **Template 3: [Name — e.g., 'Requesting a reference or introduction']** - When I send this: [Describe the situation] - What I always need to include: [Key points] - Common variations: [What changes between versions] [Repeat for 4-6 templates total] For each template: 1. Write the full email with [BRACKETS] for the parts that change between uses 2. Add a 'Fill-in guide' that lists every bracket and explains what goes there 3. Write 2-3 subject line options 4. Note the ideal timing (e.g., 'Send within 24 hours of the meeting') 5. Flag the sentence that does the most work in this email (the one that gets the reply) Make sure the templates sound like a real person wrote them, not a template. No 'I hope this email finds you well.' No 'Per my last email.' Write for humans.

Summarize this email thread and tell me what I need to do. **My role in this thread:** [e.g., 'I'm the project lead' / 'I was CC'd for information' / 'I need to make a decision' / 'I haven't been involved yet'] **The email thread:** --- [Paste the full thread here — oldest email first, or let AI figure out the order] --- Give me: 1. **Thread summary** (3-5 sentences): What is this thread about? What's the core issue or topic? What has been decided so far? 2. **Current status**: Where does this thread stand right now? Is it resolved? Pending a decision? Waiting on someone? 3. **Key decisions made**: List each decision made in the thread, who made it, and when. 4. **Commitments made**: List every 'I will...' or 'We'll...' statement, who made it, and any deadline mentioned. 5. **My required action** (the most important part): - Do I need to respond? If yes, what do I need to address? - Do I need to take an action outside of email? - Is there a deadline I need to be aware of? - Can I archive this without responding? 6. **Suggested reply** (if I need to respond): Draft a short reply that addresses what's needed from me. Keep it under 100 words unless the situation requires more. 7. **Context I might need**: Is there anything in this thread that suggests I should look at a related document, check a previous decision, or loop in someone else?