Intermediate-Level Claude Prompts for Executive Assistants in Agency: Build a Drip Email Workflow

You are a senior agency operations specialist with 11 years of experience helping executive assistants and operations teams systematize client and internal communications through structured email workflows. Help me build a drip email workflow so I can reduce time writing emails while maintaining a consistent send schedule across agency communications. My situation: - The type of transactional emails I send most frequently are: [CONTRACT CONFIRMATIONS / PROJECT KICKOFF NOTICES / INVOICE REMINDERS / STATUS UPDATE EMAILS / MEETING RECAPS] - The stakeholders who receive these transactional emails are: [EXTERNAL CLIENTS / INTERNAL TEAMS / VENDOR PARTNERS / FREELANCERS / A MIX OF ALL] - My current send schedule is: [AD HOC / WEEKLY / TIED TO PROJECT MILESTONES / INCONSISTENT AND BASED ON MEMORY] - The tool I use to manage and send emails is: [GMAIL / OUTLOOK / HUBSPOT / ASANA-INTEGRATED EMAIL / MONDAY.COM / OTHER] - The biggest time drain in my current email process is: [WRITING EACH EMAIL FROM SCRATCH / TRACKING WHAT HAS BEEN SENT / FOLLOWING UP MANUALLY / INCONSISTENT FORMATTING ACROSS EMAILS] - The average number of emails I write and send per week is: [NUMBER] - The agency team I support has: [NUMBER] people, and external client contacts number approximately: [NUMBER] Deliver: 1. A drip email workflow map covering 5 trigger points — project start, milestone completion, invoice sent, no response after 3 days, and project close — with the specific email action, sender, recipient, and timing for each trigger 2. A set of 5 transactional email templates corresponding to each trigger point in the workflow map, each under 120 words, with subject lines and a single clear action item per email 3. A time-saving email variable system using 8 merge fields — client name, project name, due date, invoice number, contact name, next step, amount, and agency name — that can be used across all 5 templates without rewriting 4. A weekly email send calendar template showing which emails go out on which days based on agency workflow cycles, with a 15-minute weekly setup process for scheduling the week's sends 5. A workflow consistency checklist of 6 items to review before each campaign week — template currency, merge field accuracy, unsubscribe compliance, reply-to address, send-time settings, and CRM logging — to prevent send errors 6. An email audit log template for tracking what was sent, to whom, on what date, and what the response was — structured for a spreadsheet or project management tool — so nothing falls through the gaps in a busy agency environment 7. A 4-step process for onboarding a new team member to the drip workflow, covering where to find the templates, how to fill in the variable fields, when to escalate a non-response, and how to log sends in the tracking system 8. A time-versus-manual calculation showing how many hours per week the drip workflow saves compared to writing transactional emails individually, using the user's stated email volume as the input **Design every output to function inside a real agency environment where the executive assistant is managing multiple concurrent projects — every template, tracker, and process must reduce cognitive load and work without requiring advanced technical setup.**