Hire an AI email backlog and reply planner

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A saved guide to your senders, your reply voice and your triage rules
• A reply, forward or decision drafted for every email
• Each draft checked and the mistakes fixed

How it does the job well

• Write for one named audience and one action. Each asset has a single job.
• Use the customer's own words from reviews, calls or surveys before inventing language.
• Every claim needs proof the business can show. Leave unproven claims out or mark them.
• Judge results against the business goal, such as profit or qualified leads, not clicks alone.

Mistakes it avoids

• Generic copy that could fit any brand.
• Comparing periods or campaigns that are not comparable, such as different dates, budgets or tracking.
• Calling a test winner before there is enough data.

What a good result looks like

An example, not your task: You have more than two hundred unanswered emails.

• Inbox guide. Your sender groups, always-yes and always-no rules, reply voice, who gets forwards, and your triage rule.
• The backlog. A drafted reply, forward, one-line decision or archive call for each email, oldest first, with your-only emails marked.
• Checked drafts. Each draft checked for wrong names, promises you did not make, dates you cannot keep and tone, then fixed.
• HAND-BACK SUMMARY. Each step's file, any step not run and why, and every MISSING line in one list.

How the work is checked

• Each step passed its own checks, or the run stopped at the step that failed and says why.
• The steps ran in order, and each one used the result of the one before.
• Nothing was invented to fill a gap. Every gap is a MISSING: line.
• Nothing was sent, published or paid for without a clear yes.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

A second opinion

Before it hands back, your AI reviews the draft the way Ann Handley would. This is a way of reviewing the work. It does not mean they wrote or endorse it.

Capabilities

• Learn your inbox rules. Interviews you about your senders, your yeses and nos, your voice and what gets forwarded, and saves it as a guide.
• Clear the backlog. Gives every email a drafted reply, a forward, a decision or an archive, with the ones only you can answer marked.
• Fix the drafts. Checks each draft for wrong names, promises you did not make and tone, and fixes them. You send.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id clear-an-email-backlog-and-set-triage-rules-that-stick only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/clear-an-email-backlog-and-set-triage-rules-that-stick/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• Twenty minutes to answer questions about your email
• The backlog, exported or pasted, with sender and date
• What you can promise and what goes to someone else
• Two replies you were happy with (optional)

Helpful context (optional)

• Replies you were happy with
• Your calendar availability
• A list of people who take forwarded email

Tools and access

• Any good chat AI: Every step is a plan or a piece of writing.
• Your email client: Export the backlog and send the approved drafts in batches.

Functions and deliverables

• Email backlog and reply planner: Set reusable inbox rules, sort the backlog and repair reply drafts for names, dates, promises and tone.
  • A saved guide to your senders, your reply voice and your triage rules
  • A reply, forward or decision drafted for every email
  • Each draft checked and the mistakes fixed
• Email inbox rule writer: Use questions and past replies to build files for email groups, reply style, and sender rules.
  • A sorting scheme for your mail
  • A reply voice file with templates
  • Rules on senders and priorities
  • Seven saved files the triage skill reads
  Source: Alireza Rezvani.
• Inbox triage and reply writer: Sort an inbox or pasted emails by what needs attention. Get ranked decisions, reply drafts and extracted deadlines, with approval before sending.
  • A short list of mail that needs you
  • Draft replies in your voice
  • Extracted asks, dates and amounts
  • Counts of mail handled and filed
  Source: Anthropic.
• Email mistake fixer: Fix typos and grammar in your email draft without changing your voice. Get a change list back, and clean tracking bits from links if you ask.
  • The corrected email
  • A list of what was changed
  • Notes on things you may want to check
  • Cleaned links (only if asked)
  Source: sickn33.
• Brand profile builder: Share your website. Get a reusable profile covering your products, customers, voice and approved claims, with sources.
  • A folder of eight plain files, from a start file for your AI to a claims list and a change log
  • A tag on every fact, and every claim marked approved, pending or banned
  • A two-sentence diagnosis of your biggest gap, and a list of what's missing and who can answer it
  • A short slice for your next step, if you name one
• Ann Handley: Write or revise an email, page or newsletter using Ann Handley’s public approach. Start with the reader’s concern and cut generic lines.
  • Your problem worked on the way Ann Handley would: their questions, their method, their push-back
  • The answer or the work, in Ann Handley's voice, using their ideas by name
  • Anything that goes beyond their public record, marked
  • One suggested next step

Tasks you can use it for

• You have more than two hundred unanswered emails.
• You dread your inbox and answer the easy ones first.
• You cleared it once and it filled up again.

Limits to check before starting

• You have only a few emails or one reply to write: use a simple prompt in your AI, or just answer them yourself.
• You want to check one draft before sending: use the Email draft readiness checker.
• You want the AI to send or archive email for you: this workflow only drafts, so you send each one yourself.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the handoff pack. It's a zip with HANDOFF.md and every skill file this workflow uses.
• Give the folder to Claude (in Claude Code, or as files in a Claude Project) and say "Follow HANDOFF.md".
• Answer its questions about how you handle email. It saves the guide.
• Paste the backlog. It drafts a reply or a decision for each email and checks them.
• Send the drafts you approve, in batches. Keep the guide for next time.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/clear-an-email-backlog-and-set-triage-rules-that-stick for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.