Find emails I can delegate or answer with a saved template
Spots the emails someone else should handle and the repeat questions you can answer with reusable reply templates.
The prompt
Help me spend less time on email by finding what I can delegate or answer with a standard reply.
Emails: [PASTE A SAMPLE - ideally 15 to 50 recent emails, with sender and body]
My role: [ROLE]
My team and what each person handles: [NAMES/ROLES and responsibilities]
Things only I can do: [e.g. "approvals over $10k", "client escalations"]
Step 1 - Delegate:
For each email I don't need to handle personally, give: | Email | Delegate to | Why them | One-line handoff note |
Do not suggest delegating anything that involves approvals, sensitive personnel matters, or commitments only I can make.
Step 2 - Standard replies:
Find the questions and requests that come up repeatedly (e.g. status requests, "where is the file", meeting requests, access requests). For each pattern:
1. Pattern name and how often it appears in the sample.
2. Template reply under 100 words with [PLACEHOLDERS] for the details that change.
3. When not to use it - the situations that need a personal reply.
Step 3 - Prevent:
Suggest up to 3 fixes that would stop these emails arriving at all (e.g. a shared FAQ, a status page, a request form, an email rule).
Keep templates in a professional, friendly tone I can save as Outlook Quick Parts or Gmail templates.
Before pasting, remove anything you're not allowed to share with an AI tool (customer personal data, passwords, confidential material).
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Email & Workplace Communication prompts
What to fill in
- ROLE
- NAMES/ROLES and responsibilities
- e.g. "approvals over $10k", "client escalations"
- PLACEHOLDERS
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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