Turn the facts in a client message into a clear, warm reply without starting from a blank screen.

Before pasting an email into Claude, remove or replace client names, addresses, phone numbers, access details, and other personal information. [CLIENT NAME] works fine. Keep the original email open so you can put the correct details back after drafting.

Also gather the information you already know: your availability, what you can promise, the policy or process that applies, and any question you need the client to answer. If you do not know something yet, leave it missing. Claude should flag the gap rather than fill it with a guess.

Open claude.ai, start a new chat, and paste this prompt. Replace the bracketed placeholders with the message and your facts.

Write a warm, professional reply to the client email below. Use only the information I provide. Do not invent dates, availability, policies, services, prices, decisions, or property details. If the client asks something my notes do not answer, list it under “Questions for me” instead of guessing.

Reply goals:
- Answer every question that my notes support
- Keep the message clear and easy to scan
- End with the next action, but only if I provided one
- Do not include the removed personal details

Client email:
[PASTE THE EMAIL WITH PERSONAL DETAILS REPLACED]

Facts and decisions for my reply:
[PASTE ONLY THE FACTS YOU KNOW]

My usual tone:
[WARM AND CASUAL / POLISHED AND DIRECT / DESCRIBE YOUR TONE]

Read the “Questions for me” list first. Add your answers, then ask Claude to revise the email with those facts.

If the draft feels too stiff or too wordy, give Claude clearer direction. You can describe your style or paste a short email you wrote after removing its personal details.

Revise the draft using only the client email, facts, and decisions already in this chat plus my style notes below. Do not add new promises, dates, policies, services, prices, or property details. If a needed fact is still missing, ask me for it.

Style notes or a cleaned example of my writing:
[PASTE YOUR STYLE NOTES OR A CLEANED EMAIL]

Changes I want:
[SHORTER / WARMER / MORE DIRECT / OTHER SPECIFIC CHANGES]

Ask for one change at a time when you want tight control, such as “Shorten the opening” or “Make the request for a decision clearer.”

Put the real client name and other necessary details back into your email outside Claude. Then compare the draft with the original message and verify:

• Every client question was answered or intentionally left for follow-up
• Dates, availability, services, policies, and property details match your records
• The reply does not promise work or timing you have not approved
• Names and contact details belong to the correct client
• The next action is accurate and clear

Send only after the reply says what you actually mean and every fact checks out.