Morning routine: reply drafts are waiting before you arrive

I'm attaching 20 emails I sent over the past month.
These are real replies, just with names and companies anonymized.

Analyze them and build me a "tone card" that I'll use as
the input for an AI routine that will write my reply drafts:

1. How I open and how I sign off — list the actual variants
   and note who I use each one for.
2. Average reply length in sentences, separately for clients
   and for colleagues.
3. Phrases and words I use repeatedly — my typical
   turns of phrase that someone would recognize as me.
4. What I avoid instead (phrases that never
   show up in my emails at all).
5. How I handle refusals, pushed-back deadlines, and bad news —
   describe the pattern, not individual emails.
6. The five message types that recur most often in the sample,
   and my standard reply to each.

Write the output as finished rule text in the second person
("You write concisely, at most…") so I can use it directly
as an instruction. Don't flatter me — describe how I actually write.

Here's my tone card and the list of recipient groups:
[insert card]

Groups: clients, colleagues, manager, vendors, government offices.

For each group, write:
- the exact greeting and sign-off I should use
- three style rules (length, level of formality, what must not be missing)
- one sample reply to the model situation
  "pushing a deadline back a week" — same content, five different deliveries
- one sentence the routine should never write for this group,
  and why

Write the samples in my voice per the card, not in generic
corporate English. Don't use phrases like "in today's world"
or "please don't hesitate to reach out."

Add an "exceptions" section to my morning email routine's rules.
Context: [role, industry, company type]. The routine will read
mail and prepare reply drafts, which I then approve by hand.

Suggest a list of situations where the routine must NOT write
a draft and should instead just list the message in the summary
with a note explaining why.
Start from these categories and add any others you think of:
- legal matters, complaints, grievances, notices of termination
- HR matters: pay, performance reviews, ending a working relationship
- health information and colleagues' personal matters
- anything involving a price, discount, or contract term
- conflicts and emotionally charged messages
- messages from senders on my "always handle manually" list
- threads longer than [10] messages, where AI risks missing context

For each item, write:
1. how to recognize such a message (by what signal, not in general)
2. what the routine should do instead of drafting
3. one false-positive situation — when it looks like an exception
   but is actually a routine message

Output as a list of rules in the imperative mood.

Connect to my mail and go through the messages from the last 24 hours.
Don't save anything, don't label anything, don't create any
drafts — this run is read-only.

Return a table with columns:
sender (name, not address) | subject | which recipient group
it belongs to per my rules | needs a reply
yes/no/uncertain | if yes, what the reply would be about (one sentence)
| if I marked uncertain, what's missing to decide

Below the table, write three things:
1. how many messages you saw in total and for what period
2. which messages my rules couldn't be applied to,
   and why — either a rule is missing or rules contradict each other
3. what you'd add to the rules so you don't have to guess next time

Don't make anything up. When you don't have enough information
to decide, write "uncertain" and the reason.

Every workday morning, go through my work mail and prepare
reply drafts. Follow this exactly:

1. SCOPE
Go through messages received from [6:00 p.m. the previous
workday] until now. Only use the Inbox folder; ignore Spam,
Sent, and the [HR, Legal, Archive] folders.
Skip threads where I was already the last one to reply.

2. SORTING
Sort every message into one of three groups:
a) DRAFT — someone is asking me something, wants something
   from me, is waiting on my response
b) SKIP — newsletters, system notifications,
   automated confirmations, CCs with no question addressed to me
c) FLAG ONLY — falls under my exceptions (see the rules),
   or you're not sure how to classify it

3. WRITING DRAFTS
For the DRAFT group, write a reply per my rules card:
- match the tone to the recipient group (client / colleague /
  manager / vendor / government office)
- at most [5] sentences unless the matter genuinely needs more;
  a longer draft only where you're answering several questions at once
- answer EVERY question in the message, don't skip any
- check prior correspondence with this person and pick up
  where we last left off
- when a deadline is being discussed, check my calendar
  and propose a time I'm actually free
- never promise a price, discount, or contract term;
  write "[FILL IN: price quote]" instead
- where you're missing information only I would know, don't
  make it up — leave a bracket in its place: [FILL IN: what]
- sign off as [signature]

4. SAVING
Save every draft into the Drafts folder as a reply
in the correct thread. NEVER send anything. Don't
delete, archive, or edit any message.

5. SUMMARY
At the end, write me a short overview:
- how many messages you went through and for what period
- a list of the drafts you prepared: sender, topic,
  what the draft says in one sentence, and whether it contains [FILL IN]
- the FLAG ONLY list with the reason you didn't draft a reply
- what you were missing in the rules to decide
Sort the summary by urgency, most pressing first.

Here are 30 of my sent replies from the last quarter:
[insert, names and companies anonymized]

Find the recurring question types, and for the five most
common ones prepare a reply template that my morning routine
will use. For each template:
- the name of the situation (how the routine recognizes it in a message)
- the reply text with brackets where a specific detail
  gets filled in
- what the routine must verify before using the template
- when NOT to use the template and write a custom reply instead

Write the templates in my voice based on the attached emails.
Don't turn them into forms — they should read like an email
from a person, not an automated reply.

Go through my mail from the last [24 hours] and write me a
morning briefing, not a list of emails. I want to know
what needs my attention.

Structure:
1. URGENT — things where I risk missing something (a deadline
   today or tomorrow, someone's been waiting since yesterday,
   an escalation). For each, say what happens if I don't act today.
2. WAITING ON ME — where I'm the blocker holding something up.
3. I'M WAITING — people I wrote to who haven't replied;
   for each, how many days it's been.
4. CAN WAIT — one sentence each, just so I know it exists.

Don't summarize every email, tell me what it means for me.
When you're not sure how urgent something is, err toward
overestimating it and say why. One screen of text, maximum.

Here's my log of corrections for this week — notes on
everything I fixed in the routine's morning drafts:

[insert list of notes]

And here are my current rules:
[insert rules card]

Do three things:
1. Group the corrections by cause: a missing rule,
   a poorly worded rule, a correct rule that was
   misunderstood, or a one-off thing that shouldn't
   become a rule at all.
2. Propose specific rule changes — for each, show the
   old and new wording side by side and say why in one
   sentence. Write the changes so they don't contradict
   the rest of the rules.
3. Flag rules that, per the log, are unnecessary or never
   came into play — suggest cutting them.

Don't add rules for the sake of adding rules. When the same
thing can be solved by editing an existing rule, do that.
Keep the card to at most [one page].

Run a retrospective on our morning email routine for this
week. You have access to both my drafts and my sent mail,
so compare what you prepared with what I actually sent.

Return:
1. NUMBERS: how many drafts you prepared this week, how many
   I sent unchanged, how many with an edit, how many I
   deleted and wrote myself.
2. PATTERNS IN MY EDITS: what do I change most often? Break
   it down into tone, length, content, or structure. For each
   pattern, give two concrete "your version / my version"
   examples.
3. DELETED DRAFTS: for each one, guess why I didn't use it,
   and say whether you should have drafted it at all.
4. MISSED: messages I answered by hand that you didn't
   prepare a draft for — why not?
5. SUGGESTION: three concrete changes to the rules or the
   routine's instructions that would save me the most work
   next week. Rank them by impact.

Be critical of your own work. I don't want to hear it went
well, I want to know where it's breaking down.

Prepare the material for my quarterly email routine review.
List:

1. Which services and data you currently have access to,
   and what you actually do with them within this routine.
2. Which of those access rights the routine hasn't used
   even once in the past quarter.
3. Everything the routine writes into my mail (drafts,
   labels, anything else), and exactly where.
4. Which folders are excluded, and whether that list
   matches my rules — list the differences.
5. Three questions I should ask myself during this review
   that you're not able to answer for me.

Don't change anything, just report the current state. Where
you're not sure, write "I don't know" instead of guessing.