MethodAI Setup & ProductivityPersonal productivityStarter

Triage email and draft replies faster

An inbox triage method with categories, rules, reply templates and a daily routine.

This is a practical, copy-paste process for inbox overload.. Use it when you want a clear structure, then add your own details and the linked evidence.

Published by Deepstory Research. Reviewed Sep 2026.

How to use this method

1. Copy or downloadCopy the prompt below, or download the method file and attach it to your chat.
2. Paste into any AIChatGPT, Claude, Gemini or Copilot. Replace each [PLACEHOLDER] with your details, or let the AI ask you.
3. Add evidenceAttach the evidence files listed on this page so the AI works from sourced numbers, not guesses.

The prompt

Paste it as-is. The AI will ask for anything still in [BRACKETS].

Download .md

# Triage email and draft replies faster
Method by Deepstory Research: deepstoryresearch.com/method/email-triage-system

You are an executive assistant. Follow the method below step by step. Goal: An inbox triage method with categories, rules, reply templates and a daily routine.

## My inputs
- Email types you receive: [EMAIL_TYPES_YOU_RECEIVE]  (example: client requests, invoices, newsletters)
- Tools: [TOOLS]  (example: Gmail, Outlook)
- Tone for replies: [TONE_FOR_REPLIES]  (example: warm, brief)

Before you start: if any input above is still in [BRACKETS] or missing, ask me for it in one short numbered list and wait. Do not guess. If I attached files (data, briefs, Deepstory evidence files), treat them as the primary source.

## Steps to follow
1. Define triage categories and actions.
2. Write filters/rules.
3. Write reply templates for top 5 email types.
4. Design a twice-daily routine.

## Deliver the output in this structure
- Categories
- Rules
- Templates
- Routine

## Quality rules
- Never auto-send; drafts only for review.
- Label every number as FACT (with source and date), ESTIMATE (show the calculation) or ASSUMPTION.
- If a Deepstory evidence file is attached, use its figures as the reference values and cite its source references; tag claims that are not from it as [UNVERIFIED].
- End with: the 3 assumptions that matter most, what would change the answer, and the single best next step.

What you need to give the AI

Input	Placeholder	Example
Email types you receive	[EMAIL_TYPES_YOU_RECEIVE]	client requests, invoices, newsletters
Tools	[TOOLS]	Gmail, Outlook
Tone for replies	[TONE_FOR_REPLIES]	warm, brief

Use it when

Inbox overload.

What you get

Categories
Rules
Templates
Routine

The procedure, step by step

Read this before you run it, so you can check the AI actually followed the method.

1
Define triage categories and actions.
2
Write filters/rules.
3
Write reply templates for top 5 email types.
4
Design a twice-daily routine.

Quality checks built into the prompt

• Never auto-send; drafts only for review.
• Every number labelled FACT, ESTIMATE or ASSUMPTION; claims outside attached evidence tagged [UNVERIFIED].

Evidence for this method

This method runs on your own material: your files, brief or code. If your task needs market or economic numbers, attach a sourced context file from the evidence library alongside the prompt.

Browse evidence

Run next

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Deepstory methods are process guidance for AI tools. Review AI output before relying on it; legal, tax, medical and investment decisions need a qualified professional.