The prompt
Score 10 of 10, Excellent
Use it when You write the same kinds of email every week and want saved templates with clear blanks, in your own voice.
- {{my_role}}
- {{recipients}}
- {{situations}}
- {{sample_emails}}
- {{rules}}
Full prompt and why it works
Prompt
Turn the emails I send over and over into reusable templates I can save in my email program and fill in quickly. I am {{my_role}}, and the templates are for {{recipients}}. The situations I write for again and again, one per line: """ {{situations}} """ Two or three emails I actually sent, so the templates sound like me: """ {{sample_emails}} """ Rules I must follow (policies, required wording, things never to promise): {{rules}} For each situation, write: 1. A short name for the template, such as "Invoice query: need PO number". 2. A subject line, with blanks where it changes. 3. The body, up to 150 words and about as long as my samples, with every detail that changes between uses written as a labeled blank in square brackets, such as [customer first name] or [order number]. 4. Two lines: "Use when:" saying when this template fits, and "Write fresh when:" saying when a person should not use it, such as a complaint or a sensitive case. Match the voice of my sample emails: their length, how they open and close, and how formal they are. A good template reads like a real email once the blanks are filled, not like a form letter, so keep to one blank per sentence where you can. Leave out any fact, figure, deadline or promise that is not in my samples or rules, and make it a blank instead. If two situations are really the same email, merge them and say so. If a situation is too vague to write a template for, say what you would need to know.
Variables
- {{my_role}}
- Your job, for example "office manager at a dental practice".
- {{recipients}}
- Who usually receives these emails, for example "patients and suppliers".
- {{situations}}
- The kinds of email you write repeatedly, one per line, for example "chasing a missing purchase order number".
- {{sample_emails}}
- Two or three real emails you sent, with names and private details removed.
- {{rules}}
- Policies or required wording the templates must follow, or "none".
Why it works
- An example. Your own sent emails set the voice, so the templates sound like you on a good day rather than like a customer service script.
- What to avoid. Any fact or promise not in your samples becomes a blank, so a template never commits you to something each time you send it.
- What good looks like. Each template says when to write fresh instead, which keeps a saved reply away from the complaints and sensitive cases it would make worse.