Reply templates from your own sent mail: analysis, extraction, upkeep

I'm pasting in 40 of my sent emails from one type of situation.
I've replaced names, companies, and amounts with placeholders.

[insert emails separated by a line of ---]

Before you write anything, answer me two things:
1. Do all these emails fit one type of situation, or are there
   several different ones mixed in? If several, split them into
   groups and tell me on what basis.
2. Is there anything left in the text that looks like a specific
   piece of data — a name, address, amount, contract number,
   project name? List it and where it is.

Only once you've answered this will we move on.

Go through my SENT mail for the period [from date] to [to date].
Skip emails addressed to [domains/addresses to exclude] and
anything related to [HR matters, legal disputes, privacy].

Take an inventory of what I actually write:

1. Split sent emails into 8-12 types by the SITUATION they
   handle (not by topic or by client). Define each type in one
   sentence starting with a verb.
2. For each type, give: how many emails fall into it, what
   share of the total that is, average length in characters,
   and how often it occurs (per week or per month).
3. Rank the types by total writing volume — count times average
   length — not by count alone.
4. List emails that didn't fit any type, and note whether these
   are genuinely unique situations or a type you just didn't
   recognize.
5. For the three highest-volume types, list 5 concrete examples
   (just subject line and date, so I can look them up).

Don't write or suggest anything yet. Inventory only.

Take the 10 highest-volume types from the inventory and estimate
the time cost:

1. For each type, estimate how many minutes it takes me on
   average to write one such email. Base it on the length of
   the text and how much decision-making it requires (a routine
   confirmation vs. a reply I actually have to think about).
   State what your estimate is based on.
2. Calculate the annual time cost for each type and in total.
3. Estimate how much of that a good template would save — more
   for types where most of the text is the same every time, next
   to nothing for types where the substance is different every
   time.
4. Rank the types by how much time a template would save, and
   flag which ones aren't worth templating and why.

Be conservative, not optimistic. Where you're estimating, say so.

Take the type “[type name from the inventory]” and go through
all the emails that fall into it.

Return:
1. The skeleton: which parts repeat across all the emails and
   in what order (e.g. greeting, acknowledging the situation,
   facts, proposal, deadline, sign-off). For each part, note
   what percentage of emails it appears in.
2. What's different every time — list it as a set of variables.
3. Three to five of my phrases that repeat, word for word or
   nearly so, within this type. Quote the exact wording.
4. The best and worst example among those emails, judged by how
   clearly they communicate what I want from the recipient.
   Explain why for both.
5. Inconsistencies: where emails of the same type differ
   significantly in tone or structure, and what likely caused
   the difference.

Don't rewrite anything, just describe what you see.

From my sent emails (a sample across types, at least 50
messages), build a profile of my writing style. Describe how I
actually WRITE, not how I should write:

- greeting and opening: which variants I use and when
- sign-off: exact wording and how often each
- length: average email and paragraph length, how many
  paragraphs
- formal vs. casual address, level of formality by recipient
  type
- typical phrases and words I use more than average (quote
  specific examples)
- how I usually open an email and how I usually close it
- how I phrase a request, an apology, and a refusal
- punctuation and habits: dashes, exclamation points, emoji,
  bullet points, bold text

At the end, write 5 sentences you think I would NEVER write, and
explain why. Don't judge whether my style is good.

Build a template for the type “[type name]”.

Source: my actual sent emails of this type.
My style: [insert profile from the previous step].

Hard rules:
- Draw EXCLUSIVELY on my own phrasing. Don't add phrases I've
  never used, even if they'd sound better.
- Preserve my greeting, sign-off, level of politeness, sentence
  length, and paragraph structure.
- Don't formalize anything. If I write “thx,” keep “thx.”
- Put fill-in points in square brackets and name them
  specifically: [name], [date], [amount], [reason for delay].
- The template should be at most two paragraphs. If it doesn't
  fit, tell me and suggest what to cut.

Return:
1. The template itself, including the subject line
2. A list of every bracket with an explanation of what goes
   there
3. Two variants where it makes sense (e.g. softer and firmer) —
   otherwise say one is enough
4. One note per part of the template, showing which of my
   emails you pulled it from

For the type “[complex type, e.g. replying to a complaint],”
don't write finished text — write an outline of the reply.

Base it on my best emails of this type (the ones after which
the situation got resolved) and describe:
1. A skeleton by section: what belongs in which part and how
   long it should be
2. One or two of my actual phrases per section as a sample of
   tone — with a note that it's an example, not text to copy
   verbatim
3. What to NEVER write in this situation (based on which of my
   emails made things worse instead of better)
4. Three questions I should answer before I start writing

Keep the output to half a page, readable in a minute, for when
a complaint is burning a hole on my desk.

Go through this template and find everything that comes from
one specific case and doesn't belong in a template:

[insert template]

List:
1. Names of people, companies, projects, and products
2. Amounts, contract, invoice, and order numbers
3. Specific dates and deadlines
4. Internal information (colleagues' names, descriptions of
   internal processes, reasons the client shouldn't know)
5. Phrasing that only makes sense in one specific context, even
   if it doesn't reveal anything directly

For each finding, suggest what to replace it with: a square
bracket, a generic phrase, or cutting it entirely.
Don't edit anything yourself, just list it — I'll rewrite it
myself.

Trim this template as much as possible without changing my
style:

[insert template]

Proceed like this:
1. Flag sentences that carry no information and no relationship
   value — polite filler, repeating what the previous sentence
   already said, explaining the obvious.
2. Propose a shortened version. Target: [e.g. under 600
   characters].
3. Show the original and the shortened version side by side, by
   paragraph, so I can see what I lost.
4. Note what was lost in the trim — and whether you think it
   matters or not.

Don't change my greeting, sign-off, or the square brackets.
Don't add anything new.

I have these 9 templates: [list the type names].

Suggest a shortcut system for them for a text expander:
- a common prefix that never occurs in ordinary English text
- 2-3 letters per situation, derived so they're still guessable
  three months from now
- no two shortcuts that could be confused
- one sentence per shortcut on when to use it

Check that no shortcut is part of a common English word or an
abbreviation I use at work.
Return it as a table: shortcut | type | when to use.

Three months ago I built these 9 templates:
[list the type names and one sentence each on what they handle]

Go through my sent mail from the last 3 months and evaluate:

1. Which email types still recur and match an existing
   template — note how many times for each.
2. Which templates match nothing I wrote in the last three
   months (candidates for retirement).
3. What NEW recurring type has shown up that I don't have a
   template for — at least five occurrences.
4. For templates I do use: do my actual emails differ from the
   template? List what I keep adding or deleting every time —
   that belongs in an updated version.
5. Has my style changed over that time (length, tone, greeting)?

Don't rewrite anything. Return an overview and a recommendation
for each template: keep / revise / retire / add new.

Compare two periods of my sent mail:
A) [3 months before I set up templates: from-to]
B) [last 3 months: from-to]

Return a comparison:
1. Number of emails sent in each period, in total and for the
   types I have a template for.
2. Average email length for these types in both periods.
3. Average time between receiving a message and my reply for
   these types — if that's derivable from the metadata.
4. Consistency: do emails of the same type differ from each
   other more in period A or period B? Describe how.
5. Where the numbers didn't change or got worse, and what you
   think that means.

State how you calculated each figure. Where the data isn't
enough for a reliable conclusion, say so instead of guessing.