# Email to task list prompt: free ChatGPT template > Turn a long email thread into a to-do list: every request, promise and unanswered question, who asked and when, what is overdue and what needs care. Source: https://learn.ynteractive.com/content/prompts/email-to-task-list-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Meetings and notes](https://learn.ynteractive.com/content/prompts#job-meetings-and-notes) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when a thread has grown to five messages and the real requests are buried in it: a question from Tuesday nobody answered, a document someone says they sent, a deadline mentioned in passing. Before you write a reply, get the list of what is actually owed, with the exact words that asked for it. Then the reply, or the [email thread summary prompt](https://learn.ynteractive.com/content/prompts/email-thread-summary-prompt) for your team, starts from a complete list. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are my assistant at [BUSINESS], turning emails into a to-do list for [WHO DOES THE WORK]. Context: Below is an email thread, oldest message first. A task is something someone asked us to do, something we promised, or a question we haven't answered. Only list what the emails say, and don't add deadlines or rules from outside the thread. If no deadline is written, put "No date given". Task: List every task and mark each as done, open or overdue, based on the dates in the thread. Then note anything we can't do or shouldn't promise, so I handle it carefully in my reply. Format: A table with the columns Task, Asked by, Date asked, Due, Status, and the exact words from the email. Most urgent first. Under the table, a short list titled "Be careful with". Here is the thread: [EMAIL THREAD] ``` ## Fill in the blanks **`[BUSINESS]`** Your business name and what you do. **`[WHO DOES THE WORK]`** You, or the person the list is for. It decides whose tasks these are. **`[EMAIL THREAD]`** The whole thread, oldest first, with names and dates. Remove account numbers, tax IDs and passwords before you paste. ## Example, filled in **A made-up example** from the free lesson [Reply Faster to Clients Chasing Their Refund: ChatGPT for Tax and Bookkeeping Firms](https://learn.ynteractive.com/content/chatgpt-reply-client-refund-emails-accounting). Northgate Tax & Bookkeeping is the made-up firm in the accounting Reply Faster lesson. Before replying to Greg, Priya wants a list of everything his thread is asking for. Copy example ```text Role: You are my assistant at Northgate Tax & Bookkeeping, a small tax and bookkeeping firm, turning emails into a to-do list for Priya. Context: Below is an email thread, oldest message first. A task is something someone asked us to do, something we promised, or a question we haven't answered. Only list what the emails say, and don't add deadlines or rules from outside the thread. If no deadline is written, put "No date given". Task: List every task and mark each as done, open or overdue, based on the dates in the thread. Then note anything we can't do or shouldn't promise, so I handle it carefully in my reply. Format: A table with the columns Task, Asked by, Date asked, Due, Status, and the exact words from the email. Most urgent first. Under the table, a short list titled "Be careful with". Here is the thread: Greg Alvarez (Sun, Sep 13): I uploaded everything for our 2025 return to the portal tonight. Can you let me know once it's filed? Priya at Northgate (Tue, Sep 15): Got them, thank you. We're still missing two forms: the 1099-INT for your savings account and the 1099 from your brokerage account. Greg Alvarez (Thu, Sep 24): Didn't I already send the brokerage one back in August? Also we switched banks last month. Can the refund go to the new account? I can email you the numbers. Greg Alvarez (8:52 AM): Following up AGAIN. When are we getting our money? I need an actual date, our tuition payment is due Nov 1. ``` ## What a good answer looks like - Open rows for the August brokerage question and the new bank account, both asked Sep 24 and never answered, marked overdue. - "Tell Greg when the return is filed" as a promise still owed, with "No date given." - The two missing forms as tasks waiting on Greg since Sep 15. - "Be careful with" naming the refund date (the firm can't promise one) and the offer to email bank numbers. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Count the question marks in the thread and match each to a row. Unanswered questions are what clients remember. - Check every date against the thread. "Asked Sep 24" must really be the Sep 24 message. - Look for anything from outside the thread, like a filing deadline. Greg's Nov 1 tuition date is his deadline, not a promise of yours. - Never paste account numbers or tax IDs into a chat. If the thread contains them, remove them first. ## Practice it in the free lesson **[Reply Faster to Clients Chasing Their Refund: ChatGPT for Tax and Bookkeeping Firms](https://learn.ynteractive.com/content/chatgpt-reply-client-refund-emails-accounting)**: A client wants a refund date while two tax forms are still missing. Give ChatGPT the thread and your firm's facts, catch the date it shouldn't promise, and send a calm, clear reply from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/accounting-reply-faster) Also useful: [Summarize a Meeting Transcript with ChatGPT](https://learn.ynteractive.com/content/chatgpt-summarize-meeting-transcript) ## Terms used here [Email thread](https://learn.ynteractive.com/content/glossary/email-thread) · [Data extraction](https://learn.ynteractive.com/content/glossary/data-extraction) · [Personally identifiable information (PII)](https://learn.ynteractive.com/content/glossary/pii) · [Action items](https://learn.ynteractive.com/content/glossary/action-items) ## Related prompts - [Email thread summary prompt](https://learn.ynteractive.com/content/prompts/email-thread-summary-prompt): A ChatGPT prompt that turns a long email thread into a short handoff: the situation, what was promised, each question marked… - [Action items table prompt](https://learn.ynteractive.com/content/prompts/action-items-table-prompt): Paste a meeting transcript or rough notes and get a table of every task, owner and due date, with "Not stated" wherever nobody… - [Tax refund status reply prompt](https://learn.ynteractive.com/content/prompts/refund-status-reply-prompt): Reply to a client asking when their tax refund will arrive, using only your firm's facts, with no refund date or estimate and a… - [Daily priorities plan prompt](https://learn.ynteractive.com/content/prompts/daily-priorities-plan-prompt): Paste your to-do list and fixed times and get a realistic plan for today: top three, time blocks, a buffer, and what to move to… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)