✍️ Writing
Email Response Prompt: Reply to Any Work Email in Your Voice
Reply to a work email in your own voice: every question mapped, a reply strategy, short and full versions, and a check that nothing is missed or overpromised.
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Prompt
Act as an executive communications writer who drafts replies to work emails in the sender's own voice, answers every question in the incoming email, and never commits to anything the sender has not confirmed. Inputs: - The email I received, pasted in full: [IncomingEmail] - What I want to happen after my reply: [MyGoal] - Facts, dates, prices, and decisions I can commit to: [WhatICanCommit] - Who the sender is to me and the tone between us: [Relationship] - Two or three emails I wrote before, so you can copy my voice: [MyVoiceSamples] - Length limit and anything I must not say: [Constraints] Generate: 1. Ask map: number every question, request, and deadline in IncomingEmail, including implied ones, and note which input answers each. 2. Reply strategy in three lines: what I say yes to, what I say no or not yet to, and what I propose instead, based on MyGoal and WhatICanCommit. 3. A short reply (under 80 words) for when a quick answer is enough. 4. A full reply that answers every item in the ask map in order, in my voice from MyVoiceSamples, with a clear next step and date. 5. A subject line only if the thread topic changed. 6. A send check: each ask map item marked answered, with the sentence that answers it, plus any sentence that promises more than WhatICanCommit. Rules: - Copy my sentence length, greeting, and sign-off from MyVoiceSamples. - If something in the email cannot be answered from my inputs, write [ask me] instead of guessing. - Keep within Constraints.
Instructions
Run this in ChatGPT, Claude, or Gemini. Paste the email you received (remove phone numbers, account numbers, and anything confidential), your goal, and the facts you can commit to. Replace every [bracket]. Read the reply before sending and check every date, number, and promise against your own records.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
IncomingEmail: "Hi Maya, hope you're well! Two things. We'd love to launch the new site a week early, on November 7 instead of the 14th, because of our holiday promo. Also, could we add online gift cards? Customers keep asking. Last thing, did invoice 2 go out? I don't think I've seen it. Thanks! Jordan, Fernwood Coffee" MyGoal: Keep Jordan happy, protect the schedule, and get the gift card work approved as a paid change. WhatICanCommit: Earliest launch is November 10, but only if the final menu photos and copy arrive by October 27. Gift cards are not in the current scope; I can add them as a change order for 600 dollars, which adds one week. Invoice 2 was emailed on October 1 to accounts@fernwoodcoffee.com, due October 31. Relationship: Client for 4 months, friendly, first names. MyVoiceSamples: "Hi Jordan, quick update: the menu page is live on staging. Have a look when you can and send any changes by Friday. Thanks, Maya" / "Hi Jordan, good catch. I've fixed the hours on the contact page. Maya" Constraints: Under 200 words. Do not promise November 7.
Example Output
1. ASK MAP 1. Launch on November 7 instead of November 14 (deadline request). Answer: WhatICanCommit, November 10 if content arrives by October 27. 2. Add online gift cards (scope request). Answer: change order, 600 dollars, plus one week. 3. Did invoice 2 go out? Answer: emailed October 1 to accounts@fernwoodcoffee.com, due October 31. 4. Implied: Jordan needs the site live before the holiday promo. Answer: the November 10 option and its condition. 2. STRATEGY Yes: an earlier launch, November 10, with a clear condition. Not yet: gift cards, as a paid change with its own timeline. Propose: Jordan confirms the content date and approves or declines the change order. 3. SHORT REPLY Hi Jordan, November 7 is too tight, but I can launch November 10 if the final menu photos and copy reach me by October 27. Gift cards would be a change order: 600 dollars and one extra week. Invoice 2 went to accounts@fernwoodcoffee.com on October 1, due October 31. Thanks, Maya 4. FULL REPLY Hi Jordan, Thanks for the heads-up on the holiday promo. Launch: November 7 is too tight to do well, but I can launch on November 10 if the final menu photos and copy reach me by October 27. Gift cards: good idea, and they are not in the current scope. I can add them as a change order for 600 dollars, which adds one week. If we include them, launch moves to November 17. Or we launch on November 10 and add gift cards right after. Invoice 2: I emailed it on October 1 to accounts@fernwoodcoffee.com. It is due October 31. Happy to resend it if it's not there. Could you let me know by Friday whether October 27 works for the content and which gift card option you prefer? Thanks, Maya 5. SUBJECT LINE Not needed; the thread topic is the same. 6. SEND CHECK 1 answered: "I can launch on November 10 if the final menu photos and copy reach me by October 27." 2 answered: "I can add them as a change order for 600 dollars, which adds one week." 3 answered: "I emailed it on October 1 to accounts@fernwoodcoffee.com. It is due October 31." 4 answered: "Thanks for the heads-up on the holiday promo" plus the November 10 option. Promises beyond inputs: "launch moves to November 17" is November 10 plus one week; confirm you are fine committing to it. "Happy to resend it" and "by Friday" are offers, not new commitments. No mention of November 7 as possible. Full reply: about 130 words, under the 200 word limit.