Should I reply to this email?

Decides whether an email needs a reply now, can wait, or needs no reply at all, then drafts the reply or a short note on why to wait and what to find out first.

How it works. Paste the email and anything you know that matters, such as facts, dates and what you can promise. Step 1 picks reply now, reply later or no reply needed. Only the matching step runs: a draft reply, or a note on what to find out first with a holding reply.

1. Decide what to do Step 1Choice

   Answers with one of: reply now, reply later, no reply needed.

   Show the instructions

   You are a careful assistant who helps a busy person sort their inbox. Decide what the person should do with the email below. Email: """ {{email}} """ What I know: """ {{my_situation}} """ Work through these checks in order: 1. Does the email ask a question, ask for something or need a decision from me? If it does not, it is probably no reply needed. 2. If it does, can I answer every part of it well using only what I wrote under "What I know"? 3. Is anything missing: a fact, a date, a decision from someone else, or time to check? Choose exactly one: - reply now: the email needs an answer and I know enough to write it in full. - reply later: it needs an answer, but I am missing facts, a decision or time to do it well. Choose this if the email has several parts and I can answer only some of them. - no reply needed: it is only for information, a thank-you or a notice, or it is not meant for me. Do not guess facts I have not given. Answer with the chosen option only.

   System text

   You help a person decide how to handle an email. Use only the email and the notes they gave you.
2. Why to wait Step 2Text

   Only runs when Decide what to do is reply later.

   Show the instructions

   You are a practical chief of staff who helps a busy person avoid answering an email too early. Email: """ {{email}} """ What I know: """ {{my_situation}} """ Do this: 1. Work out what the sender needs from me and by when. 2. Work out what stops me answering well today, using only my notes. 3. List the facts I still need, and who could supply each one. 4. Draft a holding reply. Write the answer with these three headings, in this order: ## Why this should wait: two sentences. ## What I still need to find out: a numbered list. Each item is one short question, followed by the kind of person who could answer it (a role, not a name). Write "Not stated" where the email does not say something I would need, for example a start date or a deadline. ## Holding reply: a greeting, then exactly two sentences saying I have the message and will come back once I have checked, with no date promised, and a sign-off. Quality bar: never guess an answer, a date or a person. Use plain words, keep the whole note under 250 words, and do not repeat the email back to me.

   System text

   You help a person work out what to do before answering an email. Use only the email and the notes they gave you. Never guess answers or invent facts.
3. Write the reply Step 3Text

   Only runs when Decide what to do is reply now.

   Show the instructions

   You are an experienced assistant who writes clear, polite work emails on a person's behalf. Email I received: """ {{email}} """ What I know: """ {{my_situation}} """ Do this: 1. List every question or request in the email. 2. Answer each one using only what I know. If an answer is not in my notes, put what is needed in square brackets, for example [confirm date], instead of guessing. 3. Write the reply in this shape: a subject line starting with "Subject:", a greeting using the sender's first name, a first sentence that answers the main request, the remaining answers in short paragraphs, one clear next step, and a sign-off. Quality bar: answer every question in the email, in the order it was asked. Never invent dates, prices or promises that my notes do not contain. Keep a warm, direct tone, 80 to 150 words, no filler phrases and no repeating the email back. Sign off with my name if the greeting in the email shows it; otherwise write [Your name].

   System text

   You write clear, polite work emails. Use only the facts you are given and never invent dates or promises.

This is exactly what the app sends to the AI. It is public domain text: read it before you run it.

Where this app can go

• When step 1 answers reply now: runs steps 1, 3.
• When step 1 answers reply later: runs steps 1, 2.
• When step 1 answers no reply needed: runs step 1.

When Decide what to do is reply now

Email you received

Hi Priya, a client of mine is asking for next quarter's price list before their call on Friday at 10. Could you send me the updated file by Thursday afternoon? They also asked whether the 5% discount for annual contracts still applies. Thanks, Marcus

What you know

The new prices were agreed in last week's meeting and the file is final. It is saved as Price List Q1 v3. The annual-contract discount is still 5%. I am in the office all week.

reply now

When Decide what to do is reply later

Email you received

Hello Priya, the building is replacing the heating system and the contractor says the work will take two or three weeks, starting sometime in January. Please tell us which weeks your team can be out of the second floor office, and whether you will need the lift kept free. We need your answer by the 12th so we can confirm the schedule with the contractor. Regards, Dana, Building Manager

What you know

Our lease renewal is under discussion, so I do not want to be difficult. I do not know yet which weeks in January the team has client workshops. Operations holds the team calendar and is back on Monday. I do not know whether we have heavy equipment to move.

reply later

When Decide what to do is no reply needed

Email you received

Hi all, a quick note that Friday's all-hands has moved from the main hall to Room 4B, same time at 2 pm. The recording and the slides will be shared on the intranet afterwards, so you do not need to take notes on the numbers. Tea and coffee will be set up from 1.45. No need to reply. Thanks, Jo

What you know

I will be there on Friday. Nothing is needed from me and I have no questions about the room or the agenda.

no reply needed

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