Generate Follow-Up Emails After Every Call

1. Open https://claude.ai and start a **new chat** (keep everything in this single thread through step 3). 2. Paste this prompt and fill in the brackets: ``` I just finished a call. Help me draft a follow-up email — but FIRST mirror back what I'm telling you and flag anything ambiguous. Do NOT draft the email yet. Recipient (name + role + relationship — new prospect / existing client / vendor): [...] Their email: [...] Call type: [discovery / kickoff / check-in / scope / pricing / vendor / other] Length: [15 / 30 / 45 / 60 min] My role on the call: [...] Raw notes (paste verbatim — bullets, fragments, typos all fine): [...] Decisions reached on the call (1 line each): [...] Action items + who owns each (mark TBD if it didn't get assigned): [...] The ONE next step I want this email to drive (book a call / get a yes / get a doc signed / get paid / get a warm intro): [...] Tone calibration: [warm-professional / direct-professional / friendly-peer] Reply with: (a) a 1-paragraph mirror in your words, (b) a list of action items with owner + date, marking any TBD owner/date explicitly, (c) the single next step. NO email body yet. ``` 3. Read the mirror. If any owner or date is still TBD, reply to Claude: "Owners: [item] → [name]; dates: [item] → [date]. Mirror back once more, then we'll draft."

1. In the **same chat**, paste: ``` Now draft the follow-up email using the inputs and tone above. Hard format: SUBJECT: ≤8 words, references the call topic. No "Following up" alone. BODY (≤180 words, in this exact order): 1. Opener: ≤2 sentences. Acknowledge the call. No "great chatting", no "thanks for your time" if it was a paid client meeting, no "circling back". 2. What we discussed: 1–2 sentences max. Plain English, not consultant-speak. 3. Action items: bulleted list, ONE format per line: - [Owner first name] — [verb-led item] — by [specific date, e.g. "Fri Oct 17"] 4. Next step: ONE sentence ending in a question with TWO specific time options in [my time zone]. Example: "Can you do Tue 11/14 at 10am PT or Wed 11/15 at 2pm PT for a 20-min review?" 5. Sign-off: my first name only. Banned phrases (do not use): "just wanted to", "circling back", "let me know if you have any questions", "looking forward to hearing from you", "as discussed above" (just say what was discussed), "happy to chat further". No emojis. If a sentence doesn't move the next step forward, cut it. ``` 2. Glance at the output. Confirm: subject is ≤8 words, body is ≤180 words, every action item line follows the `- Owner — item — by date` shape, the ask has **two** specific time options.

1. **Read the email aloud.** Mark any line you wouldn't actually write — DM-it-to-yourself test. 2. Scan the action items list: - Every line has a **first name** (not "the team" / "we'll figure out"). - Every date is a **specific calendar day** (not "next week" / "soon" / "ASAP"). - If anything fails, reply to Claude: "Rewrite the action item line for [item]: owner is [name], date is [Mon DD]. Keep everything else as-is." 3. Scan the ask: - One sentence, ends with a question. - Has **two** specific times (not "later this week" or "let me know what works"). - Times are in **your** time zone (so the recipient does the math, not you). 4. If you wouldn't say a sentence aloud, paste it back to Claude: "Rewrite this in my voice — direct, no softeners: [paste line]."

1. Copy the email from Claude → open Gmail → **Compose**. 2. Paste **subject** into the subject field; paste **body** into the body. Add the recipient. Attach anything referenced (proposal, doc, calendar link). **Send** — do not save as a draft to "polish later." 3. Switch back to Claude and paste: ``` Save the format and voice rules above as my reusable follow-up prompt. From now on when I paste raw call notes in this exact template, output a follow-up email in this exact format and voice — same banned phrases, same action item line shape, same one-ask-with-two-times structure. Confirm you understand and show me the blank input template I should reuse. ``` 4. Copy the blank input template Claude returns. Save it in **one** of: a Claude **Project** system prompt (recommended — every chat in that project starts pre-loaded), a saved Gmail draft titled `Follow-up prompt`, or a notes doc titled `Follow-up email prompt — [my name]`. Either way, it's now one paste away next time.