Email intake triage

Purpose

Turn a supplied email set into a consistently classified work queue and concise reply drafts. Make urgency and ownership explainable from the message and the supplied rules.

Scope

Assess subject, body, sender, recipients, attachments described in the corpus, stated dates, requested outcome, and known thread context. Separate information-only messages from work requiring a response.

Excluded: Sending messages, making commitments not authorized by the source, and inferring confidential facts from outside the corpus.

Data basis

• Email messages and available thread metadata in scope.
• Optional prioritization rules, service levels, owners, tone guidance, and approved reply patterns.

Result

Produce a triage sheet for every message, reply drafts for messages selected by the priority rule, and delegation notes for items assigned to another role.

Quality criteria

• Every message has a category, urgency, response status, owner, and source identifier.
• Priority is justified by a stated deadline, risk, dependency, or rule citation.
• Drafts answer only questions supported by the corpus and identify missing information.
• Duplicate threads are grouped without losing distinct requests.
• No message is omitted; excluded drafts have a reason.

Instructions

Use the supplied prioritization rule when present; otherwise state the classification basis. Preserve the sender's requested outcome and distinguish an explicit deadline from a suggested timing. Never imply that a draft was sent or approved. Quote only short phrases when needed and cite message date, sender, and subject for each finding.

Adapt before use

• Define urgency levels and their measurable criteria.
• Add the inbox's owner and escalation mapping.
• Add approved reply patterns and prohibited commitments.
• Define which message fields and identifiers must appear in the triage sheet.
• Define the boundary between a draft reply, a delegation note, and an escalation.