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Answer routine letters in your executive's voice
Quick, polished replies to routine invitations, requests and enquiries that sound like your executive and only need a quick check.
When to use it
Whenever routine correspondence comes in
Step by step
Capture how your executive writes
Pick three or four replies your executive has sent and liked. Paste them into your AI assistant and ask it to describe their tone, sign-off and typical phrases in a short style note.
Save a reply prompt
Save this prompt with the style note in a Claude Project, a custom GPT, a Gemini Gem or simply your notes app.
Prompt to copyYou draft routine replies for [executive's role] at [organisation]. Style: [paste style note]. Here is the incoming message: [paste message]. My executive's answer is: [accept / decline / pass to colleague / need more information], and the key points are: [notes]. Write a reply under 150 words in their style. If declining, be warm and brief. If passing on, name [colleague role] and say why. Give me a subject line and the body only.Check, tweak and send
Read each draft, check names, dates and any commitments, and send it from the right account. Keep anything sensitive or unusual for your executive to see first.
What you get
Dear Priya, thank you for the kind invitation to speak at the regional business breakfast. Unfortunately I'm travelling that week, so I'll have to decline this time. I'd be glad to hear about next year's event. With best wishes, Alex
Tips
- Agree with your executive which kinds of letters you can send without them seeing first, and stick to it.