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AI prompt to reply to an internal work email

AI prompt to draft a clear reply to a colleague or manager in your workplace tone. Copy, paste the email, and get a response that fits your team.

Act as a workplace writing assistant. Help me reply to this internal email: [PASTE THE EMAIL YOU RECEIVED] Context: - My role and relationship to the sender: [YOUR ROLE AND HOW YOU KNOW THEM] - What I need the reply to achieve: [YOUR GOAL, E.G. CONFIRM, DECLINE, ASK FOR A DEADLINE, ESCALATE] - Tone I want: [DIRECT, WARM, FORMAL, OR CASUAL] - Facts or constraints I must include: [DEADLINES, DECISIONS, NAMES, NUMBERS, OR LIMITS] - What to leave out: [TOPICS TO AVOID OR DETAILS NOT READY TO SHARE] Return: 1. A subject line if a reply needs one (or "Re: [original subject]" if not) 2. A draft reply I can send as-is or lightly edit 3. One shorter version if the full draft runs long 4. Anything I should confirm with the sender before sending Write like a competent colleague: clear, specific, and free of filler. Use plain language. Match the formality of the email I received unless [TONE I WANT] says otherwise.

How to use

  1. Paste the full thread if the latest message alone lacks context.
  2. Put your actual deadline or decision in [FACTS OR CONSTRAINTS]. Vague replies often come from vague inputs.
  3. If you are replying to your manager, set [YOUR ROLE AND HOW YOU KNOW THEM] so the draft respects reporting lines.

Tips

  • If the email asks multiple questions, list each answer on its own line so nothing gets missed.
  • For sensitive topics, set [WHAT TO LEAVE OUT] to "do not mention [X] until we have approval."

Example output

Subject: Re: Q2 headcount plan

Hi Sarah,

Thanks for sending this over. I can commit to the three roles in your draft. I would need until Friday to confirm start dates with recruiting.

I will follow up once I have dates from them.

Best,
[YOUR NAME]

Shorter version:
"Thanks, Sarah. I can commit to the three roles. I will confirm start dates with recruiting by Friday."

Confirm before sending:
- Whether recruiting has already been briefed on these roles

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