How to use AI to write and reply to emails in half the time
Copy-paste AI prompts to draft replies, shorten long emails, decline politely and follow up, plus a safe workflow for ChatGPT, Claude, Gemini and Copilot.
Email is where AI saves most people the most time. The trick is to give it the thread and your intent in one line, then edit rather than write.
Reply from a one-line intent
Here is an email I received:
[paste email]
Draft a reply that says: [your intent, e.g. "yes to Thursday 2pm, but I need the budget numbers first"].
Tone: friendly and brief. Max 100 words. Use my name, Sam, in the sign-off.Summarize long threads
Summarize this email thread in 5 bullets: decisions made, open questions, and who is waiting on whom. Then list any action items for me (Sam) with deadlines.
[paste thread]Say no gracefully
Write a polite email declining [request] from [person/relationship]. Keep the relationship warm, give a short honest reason ([reason]), and offer [alternative, if any]. Under 90 words.Follow-ups that get answers
Write a short follow-up to an email I sent 5 days ago asking [question]. Don't sound annoyed. Make the ask answerable in one line, e.g. offer two options.Build your own style
Paste 3 emails you're proud of and ask: Describe my writing style in 5 bullets so you can imitate it. Save that description and paste it at the top of future email prompts (or put it in your tool's custom instructions).
Built-in options
Gmail (Gemini) and Outlook (Copilot) offer in-app drafting on some plans; the prompts above work there too. Availability depends on your plan, so check your account.
Quick tips on this topic
⚡ Reply to any email in one line
Paste the email, then write your intent in plain words. Let AI handle the polish.
⚡ TL;DR a long thread
Paste a messy thread and get decisions, open questions and your to-dos.
⚡ Say no without guilt
AI is great at warm, firm declines that keep the relationship intact.
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