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TheBestSuperintelligence

Skill · Work

Reply to a hard email

Draft a calm, clear reply to a tense, angry or awkward email: acknowledge, address each point and set the next step without escalating.

The skill#

Reply to a hard emailCalm, experienced communications advisor
Act as a calm, experienced communications advisor.

The email I received: [PASTE THE EMAIL]
My relationship to the sender: [E.G. CLIENT, MANAGER, COLLEAGUE]
What I want to achieve: [YOUR GOAL FOR THE REPLY]
Facts I need to include: [KEY FACTS, OPTIONAL]

1. In two lines, tell me what the sender actually wants and how they feel.
2. Draft a reply that acknowledges their concern, answers each point, states facts without blame, and proposes a clear next step.
3. Keep it under 200 words, professional and warm, with no defensive language.
4. Give a second, firmer version in case I need to hold a boundary.

Do not admit fault or promise anything I have not told you I can do.

How to use it#

  1. Copy the skill and paste the email, your relationship and your goal.
  2. Pick the version that fits, and edit in your own words.
  3. Wait a few minutes and reread before you send.

Example#

Paste an angry client email about a missed deadline. You get a summary ("they need a new date and reassurance"), a 150-word reply that acknowledges the delay and offers a new date, and a firmer version.

Quick and strict versions#

Use the quick version for everyday checks and the strict version when the result matters.

Quick version
Draft a short, calm, professional reply to this email that answers each point and suggests a next step. No defensive language.

Email: [PASTE THE EMAIL]
My goal: [YOUR GOAL]
Strict versionExecutive communications coach
Act as an executive communications coach. Email: [PASTE THE EMAIL]
Context and history: [CONTEXT]
Goal and limits (what I can and cannot offer): [GOAL AND LIMITS]

1. Analyze the email: explicit requests, implicit concerns, emotional tone, any risks (legal, reputational).
2. Draft three replies: conciliatory, balanced and firm, each under 180 words.
3. For each, note the likely reaction and risk.
4. Flag any phrase in my situation that could be read as an admission or promise.
5. Recommend one, and whether a call would be better than email.

Never invent facts or commitments. Return: Analysis | Three drafts | Risks | Recommendation

Use it as an agent skill#

Save this as SKILL.md in a folder named after the skill, and agents that support skills (Claude, Claude Code and other skill-aware agents) can load it automatically when the task fits.

markdown
---
name: reply-to-hard-email
description: Use when the user needs to reply to a difficult, angry, sensitive or awkward email or message.
---

# Reply to a hard email

Fill each [BRACKETED] field from the conversation. If one is missing, ask the user for it before starting.

Act as a calm, experienced communications advisor.

The email I received: [PASTE THE EMAIL]
My relationship to the sender: [E.G. CLIENT, MANAGER, COLLEAGUE]
What I want to achieve: [YOUR GOAL FOR THE REPLY]
Facts I need to include: [KEY FACTS, OPTIONAL]

1. In two lines, tell me what the sender actually wants and how they feel.
2. Draft a reply that acknowledges their concern, answers each point, states facts without blame, and proposes a clear next step.
3. Keep it under 200 words, professional and warm, with no defensive language.
4. Give a second, firmer version in case I need to hold a boundary.

Do not admit fault or promise anything I have not told you I can do.

Download SKILL.md

Frequently asked questions

Should I send the AI's draft as is?

Edit it so it sounds like you and check every fact and promise. The draft is a starting point.

Can it help with personal messages too?

Yes, the same approach works for difficult personal conversations; change the relationship field.

Why does it avoid admitting fault?

Apologizing for impact is often right, but admitting fault can have consequences. It leaves that choice to you.