Five copy-and-paste prompts that get you through your inbox in half the typing.
- Email is mostly reading, summarizing, and writing, which is what AI tools are best at.
- These prompts cover the five things that eat inbox time: long threads, routine replies, awkward replies, buried to-dos, and saying no.
- You make the decisions. The AI does the typing. You read everything before it goes out.
emails a day land in the average worker's inbox, and most get skimmed in under a minute.
Microsoft Work Trend Index, June 2025
Why it matters
The same Microsoft data shows people are interrupted about every two minutes by email, meetings, or notifications. For an owner, that means the important work gets done in the cracks.
You don't need new software for this. Open ChatGPT, Claude, or Gemini in one tab and your email in another. Hormozi talks about buying back your time before buying anything else, and this is about the cheapest way there is to do it.
How to use these
Run the setup prompt once
It teaches the AI your business and your voice. Paste in a few emails you've written so it can match how you sound.
Copy, paste, fill the brackets
Paste the email or thread where it says to, add your answer in a few words, and let it write the full reply.
Read before you send
Check names, dates, and prices every time. Leave out card numbers, passwords, and anything private about a customer.
The five prompts
Tap Copy, paste into ChatGPT, Claude, or Gemini, and replace anything in [green brackets].
1The setup (run this first)
CopyTeaches the AI who you are and how you write.
You're helping me with email for [business name], a [type of business] in [city]. Here are three emails I've written so you can match my voice: [paste three emails]. Rules for everything you write: short sentences, plain words, no corporate language, no exclamation points unless I use one, and never invent prices, dates, or promises. If something is missing, ask me instead of guessing. Confirm you understand.
2Summarize a long thread
CopyFor the 20-reply chain you don't have time to read.
Here's an email thread: [paste thread]. Give me three bullets: what's been decided, what's still open, and exactly what they need from me. Then list any dates or deadlines mentioned.
3Write the reply from my notes
CopyYou give the answer in a few words. It writes the email.
Here's an email I received: [paste email]. My answer is: [your answer in a few words, for example: yes to Thursday at 10, price is still $450, need the gate code]. Write a friendly reply in my voice, under 80 words.
4Handle a difficult one
CopyComplaints, delays, price increases. A calm first draft so you're editing, not stewing.
This customer is upset: [paste email]. Here's what actually happened: [your notes]. Draft a calm reply that owns our part, explains what happens next, and offers a call with [name] at [phone]. No excuses, no groveling, under 120 words.
5Say no politely
CopyTurning down work, a discount request, or a vendor pitch without burning the bridge.
I need to say no to this: [paste email]. The reason is [reason]. Write a short, kind reply that says no clearly in the first two sentences, gives a brief honest reason, and if it makes sense suggests [an alternative or a better time to ask]. Under 70 words.
Screenshot this
5 inbox jobs to hand to AI
- Summarize the long thread: decided, open, needed from me
- Turn my three-word answer into a full reply
- First draft of the difficult email
- Pull every to-do and deadline out of a message
- Say no clearly and kindly
Save it, or send it to the person on your team who should own this.
Go deeperHow to Use AI to Get Through Your Business Inbox Faster →Quick questions
The most useful ones summarize long threads, turn your short notes into a full reply, draft difficult emails calmly, and extract to-dos. Start with a setup prompt that gives the AI your business details and writing samples.
No. The free versions of mainstream AI assistants handle these prompts by copy and paste. Gmail and Outlook also include AI drafting on many plans.
For everyday business messages, generally yes. Leave out payment details, passwords, government IDs, and customers' health or financial information, and review the tool's privacy settings.
Want these built around your business?
We'll write your setup prompt and your ten most-used reply templates, and show your team how to use them in one session.
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