# 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.

- Topic: Email & Workplace Communication
- Framework: Few-Shot
- Level: Standard
- Tags: Email, Leadership, Fill-in Template, Step-by-step
- Source: https://www.thinkwithprompt.com/prompts/find-emails-i-can-delegate-or-answer-with-a-saved-template

## Prompt

```text
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).
```

## What to fill in

- ROLE
- NAMES/ROLES and responsibilities
- e.g. "approvals over $10k", "client escalations"
- PLACEHOLDERS

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.