---
type: method
slug: email-triage-system
title: "Triage email and draft replies faster"
category: "AI Setup & Productivity"
subcategory: "Personal productivity"
level: starter
source: https://deepstoryresearch.com/method/email-triage-system
publisher: Deepstory Research
---

> **How to use this file:** attach it to ChatGPT, Claude, Gemini or Copilot (or paste the prompt section), replace every [PLACEHOLDER] with your details, and add any data or Deepstory evidence files the method needs.

## When to use this method
- Inbox overload.

## Prompt

# 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.

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