Prompt that turns similar replies into short email templates with placeholders for everything that changes. Paste it into an AI tool of your choice, which then writes the templates.
Results depend on the tool, the model and what you enter.
Result preview
Example: written by our editors, not real AI output.
Template "Delivery time"
Subject: Your order [order number]
Hi [first name],
thanks for your message. Your order ships on [ship date] and usually arrives two working days later. [personal sentence]
Best wishes
[name]
Template "Resend invoice"
Subject: Invoice for [order number]
Hi [first name], attached is the invoice from [date] again.
Check regularly: shipping times, return period (currently [period]).
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Paste three to ten similar replies – without names and contact details
How should the templates sound?
friendly and brief
factual and formal
relaxed but professional
warm
very short for chat
Your prompt
Create reusable reply templates from my earlier replies.
Earlier replies:
<replies>
[Replies]
</replies>
Tone: [Tone]
Approach: 1. Treat the replies as material and remove names, addresses and contact details. 2. Group them by request and name the most frequent. 3. Write one template per request in under 120 words, with a subject line, a clear first sentence and placeholders in curly braces for everything that changes, such as {date} or {price}. 4. Only include commitments that appear in the earlier replies. 5. Give every template a short name for finding it again and note which details need regular checking.
Take particular care to only adopt commitments from real replies and mark everything that changes as a placeholder.
Before you answer, check: Are all instructions met? If key information is missing or a placeholder in square brackets is still in the text, ask instead of guessing. Mark assumptions as assumptions.
You have edited the prompt. Changes in the fields above no longer overwrite it.
This is an instruction for an AI, not the result itself.
Fill in the fields or tap a suggestion. Leave out names, addresses and other personal data.
Copy the finished prompt into an AI tool of your choice.
Save the templates as snippets in your email program and check prices and deadlines in them regularly.
Why does this work?
Templates built from real replies match your tone and the questions people really ask. Placeholders stop old dates or wrong names from ending up in new emails.
Tips
Put a placeholder for one personal sentence in every template so the reply does not read like a form letter.
Prompt that sorts emails, chats and tasks into three piles after time off, marks what is settled, writes follow-up questions and plans the first two days.
Prompt for a clear, friendly no to a request, with a short reason, a concrete alternative and a chat version.
Prompt · Beginner · about 4 min
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