Section 1: Email, correspondence and internal communication

Scenario 9: Building a safe template library for recurring correspondence

Level: Intermediate · Tools: Gmail Templates, Outlook Mail Templates and My Templates; Help me write or Claude Projects for drafting.

Who and in what situation

Oğuz works in the student affairs office of a private educational institution. He frequently rewrites messages requesting enrollment documents and notifying students of missing documents.

How it is done today

He copies text from previously sent emails and scans it one last time to make sure no old dates, incorrect links or another student’s name remain.

How to do it with AI

  1. He marks variable fields with the placeholders {student name}, {application number}, {missing document} and {deadline}.
  2. In Gmail, he uses Settings > See all settings > Advanced > Templates > Enable, followed by Compose > More options > Templates > Save draft as template > Save as new template. [35]
  3. To use a template, he selects More options > Templates > Insert template and fills in the placeholders manually. Gmail templates are available on computers. [35]
  4. In Outlook, he selects Message > Mail template > Save email as template for a full email, or Message > My Templates > +Template for a short sentence. [36]
  5. If he adds the communication guide to a Claude Project, he includes the instruction “preserve the placeholders, do not fabricate data.” [31]
  6. He checks the links and institutional wording at regular intervals.

Example prompt

Create a {correspondence purpose} template for {institution type}. Use only {student name}, {application number}, {missing document}, {deadline} and {contact channel} as variable fields. Do not fabricate personal data, dates or links. Add a pre-send checklist at the end.

Evidence and real-world example

No institutional case study was found. The Gmail and Outlook template documentation explains how to save and insert templates, while the Claude Projects documentation explains how to use files and instructions as working context. [35] [36] [31]

Points to consider

A deleted Gmail template cannot be recovered. In Outlook, Mail Templates is for full emails, while My Templates is for short text and requires an eligible subscription. [35] [36]

Sources for this scenario

  1. Claude Projects (support.claude.com)
  2. Gmail e-posta şablonları (support.google.com)
  3. Outlook e-posta şablonları (support.microsoft.com)