Write an inbox delegation agreement with my executive
A written email delegation agreement: what I answer, what I flag, what I file, and how urgent items reach my executive.
The prompt
Help me write an inbox delegation agreement between me and my executive.
Executive's role and main priorities: [DETAILS]
Types of email they get: [e.g. "meeting requests, vendor pitches, internal approvals, board, press, personal"]
What I already handle: [LIST]
Where things go wrong today: [e.g. "they reply before I can", "urgent items get missed", "too many FYIs"]
Tools: [email client, folders/labels, chat app]
Draft a one-page agreement with:
1. Categories and actions: table - email type | I reply on my own | I draft for approval | forward to exec | delegate to someone else | file only.
2. Urgent escalation: what counts as urgent (named people, keywords, topics) and how I reach them (call, text, chat) depending on whether they're in meetings or traveling.
3. Folder or label system: 5-7 labels such as "Action - Exec", "Waiting on", "Read", with what goes in each.
4. Response standards: target response times by sender type, and a standard signature when I reply on their behalf.
5. Daily rhythm: when I triage, when we review together, how I summarize what I handled.
6. Off-limits: personal, HR, legal, or confidential items I should not open or act on unless asked.
Then give me 5 questions to ask my executive to fill any gaps before we agree it.
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
- DETAILS
- LIST
- email client, folders/labels, chat app
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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