Installation kit · v1.0 · reviewed 2026-10-01
For: "I answer the same customer questions by email over and over."
Overview
What you're building
A communications workspace containing your voice guide and a set of message 'types' (decline, follow-up, scheduling, FAQ answers). You paste the incoming message, name the type, and get a draft in your voice.
Why this setup
Most email time goes to the same 5–10 situations. Naming those situations and storing your preferred approach for each produces faster, more consistent replies than a general chatbot, and keeps your voice intact.
The workflow architecture
AI workspace
Holds your instructions and reference files so you never re-explain.
Reusable instructions
Your voice rules and how to use message types.
Reference document
Message-type library with your preferred approach and sample replies.
Your review
Read every draft before it's sent from your own account.
You haven't picked a tool yet, so this kit is platform-neutral. Both Claude and ChatGPT support this setup.
| Claude | ChatGPT |
|---|---|
| Claude Projects: instructions + project knowledge files | ChatGPT Projects: instructions + uploaded files |
| Optional Claude Skills for reusing a format across chats (plan-dependent) | Personalization settings can hold short preferences |
| Paid plan needed for Projects | Plan determines Project and file limits |
What to prepare
- □List your 5–10 most frequent message situations.
- □Find one real reply you sent for each that you liked (remove names and private details).
- □Three words that describe how you want to sound.
Build it once
Copy-ready materials
Edit anything in [BRACKETS]. Changes are kept when you save the kit.
Project Instructions & Voice Guide
Paste into workspace instructions.
You draft my replies to recurring messages using the "MESSAGE TYPES" reference. MY VOICE: [e.g. warm, concise, direct]. I [use first names / sign off with "Best,"]. I avoid [exclamation marks, corporate jargon, "per my last email"]. HOW TO WORK - I'll paste an incoming message and name a type (e.g. "Type: Decline"). If I don't, suggest the closest type and ask. - Keep replies under [100] words unless the type says otherwise. - Give one draft, then one shorter alternative. - Never promise dates, prices, refunds, or commitments that aren't in my message or the library. Use [CONFIRM: …] instead.
Message-Type Library
One entry per recurring situation.
MESSAGE TYPES v1 TYPE: Decline (time request) Approach: thank, decline clearly, no long excuse, offer alternative if any. Example: "Thanks for thinking of me, [Name]. I can't take this on right now, but [alternative]." TYPE: Follow-up (no response) Approach: one line of context, one clear ask, easy out. TYPE: Scheduling Approach: offer 2–3 windows, state time zone, link if I use one: [LINK]. TYPE: FAQ – [TOPIC] Approved answer: [YOUR STANDARD ANSWER] TYPE: [YOUR SITUATION] Approach: [ ] Example: [ ]
How Claude can help execute this
Why use this instead of a regular chat?
With an email connector you've chosen to connect, a task can read a batch of incoming messages and prepare drafts in your voice. A chat only works on what you paste.
- Task execution needs a paid Claude plan. Add your plan in My AI Setup for a more specific recommendation.
Availability depends on your Claude plan and device. Add them in My AI Setup for a more specific recommendation.
1. Set up once
- · Keep the voice guide and message-type library in a Project.
- · Only if you're comfortable and permitted: connect your email.
2. Claude capabilities used
- · Multi-step task execution (Cowork-style)
- · Connected apps (only ones you choose to connect)
3. Access, files & permissions
- · An email connector (optional)
- · A paid Claude plan
4. What Claude can do
- · Draft replies for a batch of messages using your message types
5. What you review or approve
- · Every draft before sending, from your own account
6. What changes each run
- · Which messages to draft for
7. Test it safely
- · Ask for drafts only, for 3 messages, and don't send any
8. If it doesn't work
- It drafts for messages you didn't mean.
- Name a specific label or folder and a date range.
Run the task
If your Claude has one unified message box (no Chat/Cowork choice)
- Open the Project, then describe the task in any conversation. Claude decides whether it's a quick answer or a task.
If you see separate “Chat” and “Cowork” options
- In the message box, select “Cowork” in the bottom-left corner, then describe the task.
- Projects work the same way in Cowork and in chat.
Task request
Draft replies — do not send — for the messages in [LABEL/FOLDER] from [DATE RANGE], using MESSAGE TYPES. List each message and the type you chose.
Fallback: Paste each incoming message into the Project and name its type.
By default, Claude asks before taking an action. Keep that on for anything involving money, personal records, or files you can't replace.
How to test it
Success looks like
- ✓ Drafts sound like you
- ✓ No invented commitments
- ✓ Edits take under a minute
How to use it next time
- Paste the incoming message and 'Type: [name]'.
- Add any specifics.
- Edit, then send from your own email.
Set up once — reuse
Voice guide · Message-type library
Changes each time
The incoming message · Any specifics for this reply
Troubleshooting
- Replies sound generic.
- Add two more real examples to the type; voice comes from examples more than adjectives.
- It over-apologizes.
- Add 'Never apologize unless the type says to.'
- Wrong type chosen.
- Always name the type explicitly at the start of your message.
Limitations, privacy & safety
- · It does not read or send email from your inbox in this setup.
- · Sensitive or emotional messages deserve your own full attention.
Privacy & safety
- · Remove customer names, addresses, and account details before pasting.
- · Check your workplace's AI policy for customer communications.