HomeCasa Email inbox triage to reach Inbox Zero
Sort your backlog of emails into reply, delegate, schedule, archive or delete, with draft replies, handoff messages and filter rules so the inbox stays under control. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 5 customizable variables and you can copy it for free in one click.
Beginner · Text · Pending editorial review
Prompt
Act as an executive assistant who specializes in email management and the Inbox Zero method.
Context:
- My role and responsibilities: {{role}}
- My current priorities: {{priorities}}
- Time I have to process email: {{time}}
- Tone for replies: {{tone}}
- Pending emails (sender, subject and a short excerpt for each):
{{emails}}
Deliverables:
1. A table listing every email with exactly one action: Reply now (under 2 minutes), Delegate, Schedule (needs real work later), Archive for reference, or Delete/unsubscribe. Add a one-line reason.
2. Short draft replies for the "Reply now" emails, in the requested tone.
3. For "Delegate": who I should hand it to, based on what I have told you, plus a handoff message with context and a deadline.
4. For "Schedule": a concrete task that starts with an action verb and includes a time estimate, ready to paste into my task manager.
5. The order to process everything so it fits in the time available.
6. Three to five rules, filters or unsubscribes that will stop the same kind of email from piling up again.
Constraints:
- Do not invent facts, dates or commitments in the replies; use [FILL IN] wherever information is missing.
- Flag any email involving legal, HR, financial or sensitive matters as "personal review" and do not make decisions on those for me.
- If you are unsure who should get a delegated item or how urgent something is, ask me before classifying it.
Format: the triage table first, then the drafts grouped by action, and the list of rules at the end.How to use it
- Copy the sender, subject and one or two lines of each pending email (strip out sensitive data). 2. Add your role and priorities so the AI can tell what matters. 3. Review the table, adjust anything that does not fit, and personalize the drafts before sending. 4. Set up the suggested rules and filters in your email client.
Usage example
Role: project coordinator at a construction firm · Priorities: hand over the Denver site · Time: 30 minutes · 18 emails pasted with sender and subject.
Sample output
Triage
| # | Action | Reason | |
|---|---|---|---|
| 1 | Emily Carter – Packaging quote | Schedule | It's this month's priority and needs a real review before Friday |
| 2 | Weekly logistics newsletter | Archive | Reference only, no action needed |
| 3 | Jake Miller – April order | Reply now | Quick question from your team |
| 4 | Accounts payable – Invoice awaiting approval | Personal review | Financial matter: your call |
Draft (reply now)
Hi Jake, On the April order: [FILL IN: specific answer]. If you need anything else, let's take five minutes tomorrow. Thanks!
Task to schedule
Review Emily Carter's packaging quote and confirm in writing · 25 min · by Thursday.
Processing order (30 min)
- Archive the newsletter (1 min)
- Reply to Jake (4 min)
- Open the invoice and decide whether to approve it (5 min)
- Review block for the quote (20 min)
Rules to stop the pile-up
- Filter: newsletters skip the inbox and go to a "Reading" folder.
- Auto-label "Invoices" for anything from accounts payable.
…
Key facts
- Category
- Productivity · Task management
- Output type
- Text
- Level
- Beginner
- Designed for
- ChatGPT, Claude, Gemini and Microsoft Copilot
- Verified in
- Pending editorial verification
- Variables
- Your role, Current priorities, Time available, Reply tone and Pending emails
- Language
- English
- Price
- Free, no sign-up
- Updated
- Nov 7, 2026
Frequently asked questions
How many emails can I paste at once?
It works best in batches of 15 to 30. If you have hundreds, process the last few days first and bulk-archive older messages that need no action.
Is it safe to paste my emails into an AI chat?
Paste only the sender, subject and a short excerpt, and replace personal data, figures or confidential details with placeholders. Also check your company policy on AI tools.
What does Inbox Zero actually mean?
It is not about having zero emails. It means every message has a decision: reply, delegate, turn into a task, archive or delete, so your inbox stops acting as your to-do list.
What is this prompt for?
Sort your backlog of emails into reply, delegate, schedule, archive or delete, with draft replies, handoff messages and filter rules so the inbox stays under control.
Which AI tools does it work with?
It is designed for ChatGPT, Claude, Gemini and Microsoft Copilot. We have not verified it in these tools yet, so results may vary between them.
How do I customize the prompt?
Click “Customize” and fill in the variables (Your role, Current priorities, Time available, Reply tone and Pending emails). The text updates instantly and you can then copy it in one click. Values are stored only in your browser.
Do I need experience to use it?
No. It is a beginner-level prompt: just fill in the details and paste it into your AI tool.
Is this prompt free?
Yes. Every HomeCasa Prompts prompt is free, with no sign-up or subscription. You can also use them in professional projects.
Can I trust the AI output?
Treat it as a high-quality draft: always check data, figures and important claims before publishing or making decisions.