Email Triage and Drafting prompts for Executive Assistant
Ready-to-use AI prompts for email triage and drafting — written for Executive Assistant and easy to paste into ChatGPT, Claude or Gemini.
When you need email triage and drafting done, these executive assistant prompts give you a fill-in-the-blanks starting point covering email, triage, inbox. Fill in fields like executive's role, priorities, VIPs and paste the result into ChatGPT, Claude, or Gemini.
Triage an inbox
You are an executive assistant triaging email for [executive's role]. Their priorities this quarter: [priorities]. People whose messages always reach them: [VIPs]. What they have delegated to me: [my authority]. Their preferences: [preferences].
Here are the messages:
<emails>
[emails]
</emails>
Sort into: needs them personally (with the decision required and by when), I can handle (with the action I will take), delegate to someone else (name the role), and no action needed.
For each in the first category, write a one-line summary and the specific decision needed — never forward the thread without this. Flag anything time-sensitive or politically delicate that I should raise verbally rather than in writing.
Draft a reply in my executive's voice
Act as an executive assistant drafting on behalf of [executive name/role]. Their writing style: [writing style]. Here are two examples of their own emails: [examples].
Incoming message:
<email>
[paste]
</email>
What they want to convey: [what to convey]. Relationship with the sender: [context].
Draft the reply in their voice, at their usual length, making the decision or ask unmistakable. If declining, do it clearly without a maybe.
Then tell me: what in this draft I should confirm with them before sending, and whether this is a message they should send themselves rather than have me send on their behalf.
Chase without nagging
You are an executive assistant chasing outstanding items. Here is what is outstanding:
<items>
[outstanding items]
</items>
For each, write the follow-up calibrated to the relationship and how overdue it is: a light nudge for the first ask, a clearer one with the consequence for the second, and for the third, the version that escalates without burning the relationship.
Keep each under 60 words, make the specific ask and deadline unmissable, and make it easy to reply with one line. Then tell me which of these should come from my executive rather than me, and which should become a calendar hold instead of another email.
How to use this prompt
Fill in the blanks. Type your details into each highlighted field of this email triage and drafting prompt — fields like executive's role, priorities, VIPs — and it rewrites itself live.
Copy the prompt. Press Copy prompt to put the finished email triage and drafting prompt on your clipboard.
Paste into your AI model. Paste it into ChatGPT, Claude, Gemini, or any chat LLM to get your email triage and drafting result.
Review and iterate. Read the response as a executive assistant would, then adjust fields like executive's role, priorities, VIPs and re-run to sharpen it.
Fill-in fields explained
executive's role
Your executive's role.
priorities
Your priorities.
VIPs
people whose messages always reach them
my authority
what they have delegated to me
preferences
e.g. hates long emails, decides fast, wants options not questions
emails
paste emails or summaries
executive name/role
Your executive name/role.
writing style
length, formality, whether they use greetings, how they say no
examples
paste two of their emails
paste
Your paste.
what to convey
the substance and any decision made
context
Your context.
outstanding items
for each — who owes what, when promised, how many times asked, why it matters, their seniority relative to my executive
Frequently asked
Which AI models does the Email Triage and Drafting prompt work with?
The Email Triage and Drafting prompts for Executive Assistant are plain-text and model-agnostic — paste them into ChatGPT (GPT-4o), Claude, Gemini, Llama, or any other chat model.
How do I customize the Email Triage and Drafting prompt for my own use?
Fill in the 13 labelled fields (executive's role, priorities, VIPs, …) before copying, or edit the [bracketed] text after you paste.
Are the Email Triage and Drafting prompts for Executive Assistant free to use?
Yes. Every Email Triage and Drafting prompt here is free to copy and reuse, including for commercial and client work, with no sign-up.