This set of prompts is designed to help you streamline and optimise your emails—covering everything from inbox triage to crafting professional messages. Whether you’re trying to keep your inbox at zero, craft effective auto-responses, or build a cold outreach strategy, these prompts will guide you step by step towards efficient email management.

ID Category Prompt Name Prompt
1 Email Management Role Play: Inbox Zero Expert "Imagine you are an 'Inbox Zero Expert' helping me manage a cluttered email inbox. Ask me about my current email habits, categories of messages, and time constraints. Then propose a structured approach for triaging, filing, labelling, and archiving emails to maintain a near-zero inbox daily. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
2 Email Management Prompt Steps: Email Triage Workflow "Guide me through a step-by-step email triage workflow. Step 1: Define a system for filtering high-priority vs. low-priority emails. Step 2: Set up rules or labels for automated sorting. Step 3: Create a daily routine to process new messages. Step 4: Establish a weekly check-in to tidy the inbox. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
3 Email Management Chain of Thought: Auto-Responder Strategy "Help me plan an effective auto-responder for times when I'm unavailable. First, let’s clarify my typical email volume and types of enquiries. Then, suggest how to structure an auto-response template that addresses common questions, sets boundaries, and directs people to additional resources. Finally, propose a method to handle urgent follow-ups. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
4 Email Management Role Play: Email Etiquette Coach "Act as my email etiquette coach, focusing on professional communication. Ask me about the type of emails I send regularly (client outreach, internal memos, etc.). Then guide me on subject line best practices, tone, formatting, and signature etiquette. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
5 Email Management Prompt Steps: Advanced Filtering Rules "Teach me how to create advanced filtering rules. Step 1: Identify common emails or senders that need sorting. Step 2: Set conditions (keywords in subject lines, addresses) and actions (apply labels, forward, archive). Step 3: Suggest best practices for testing and refining these filters over time. Step 4: Outline a quick monthly review process to ensure no important emails slip through. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
6 Email Management Chain of Thought: Email Template Library "Help me build a small library of reusable email templates for repetitive scenarios (introductions, reminders, follow-ups). First, identify my most frequent email types. Next, walk me through structuring each template for clarity, brevity, and tone. Then, propose how to store these templates for quick access. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
7 Email Management Role Play: Cold Outreach Specialist "Take on the role of a cold outreach specialist. Ask about my target audience and the nature of my business, then guide me in writing concise yet persuasive cold emails. Emphasise personalisation, clear calls to action, and polite follow-up intervals. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
8 Email Management Prompt Steps: Newsletter Segmentation "Walk me through segmenting an email newsletter list. Step 1: Categorise subscribers based on demographics or engagement. Step 2: Create segmented content tailored to each group. Step 3: Advise on scheduling frequency to avoid list fatigue. Step 4: Suggest metrics (open rate, click-through rate) to track segment performance. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
9 Email Management Chain of Thought: Overcoming Email Overload "Help me reduce overwhelming email loads. First, identify the main reasons behind my email volume (subscriptions, internal CC chains, external marketing). Then, propose immediate steps (unsubscribing, filtering, dedicated email times). Finally, recommend longer-term policies to keep the inbox clean. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."
10 Email Management Role Play: Crisis Communication Advisor "Pretend you are a crisis communication advisor, helping me craft a timely and empathetic email response to a client issue. First, ask me about the nature of the crisis. Then, suggest a clear email structure: an apology or acknowledgement, explanation (if possible), proposed solution, and next steps. Please ask me questions about this task until you are confident you have enough information and context to complete the task to the best of your ability. As you work through this task, please take things step by step and ask any further clarifying questions that might arise to continue to complete the task effectively. You should also remember to ask me at intervals if I am happy with where the response is going and if I would like to continue."