The problem
Email takes hours a day for many people. Most messages need either a short reply, a decision or nothing at all, but it is hard to tell at a glance.
Step by step
- Set two or three times a day to deal with email instead of reacting all day.
- Use your email tool’s AI summary on long threads before reading them in full.
- For each email decide: reply now, schedule, delegate or archive.
- Ask the AI for a short draft reply and edit it in your words.
- Unsubscribe from three newsletters a day until the noise drops.
The prompt
Here is an email thread. Summarise it in 3 lines: what is being asked of me, by when, and any decision needed.
Then draft a reply under 80 words that {what you want to say}. Keep my tone: {tone}.
Thread:
{paste thread}
Replace the {highlighted} parts with your details, or fill them in with the prompt builder.
Check before you use it
- The summary did not miss a deadline or request.
- The reply sounds like you.
Privacy
- Use the AI built into your work email if your employer approves it. Do not forward work email to a personal AI account.
Do’s and don’ts
Do
- Batch email at set times.
- Write shorter replies.
- Turn off notifications for non-urgent mail.
Don’t
- Paste work email into personal AI tools your employer has not approved.
- Send AI replies unread.
- Let AI auto-reply to everyone.
When not to use AI for this
Sensitive or emotional emails deserve a reply you write yourself, after a pause.
Tools that can help
Google GeminiGoogle’s assistant, also built into Gmail, Docs and Sheets on Google Workspace plans.
Microsoft CopilotMicrosoft’s assistant, also built into Outlook, Word, Excel and Teams on Microsoft 365 plans.
SuperhumanFast email app with AI drafting, summaries and sorting.
Apple IntelligenceWriting tools, summaries and smarter notifications built into recent iPhones, iPads and Macs.
We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.
Useful for
Freelancers and solo businesses
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