# Cut an email by 40% while keeping every decision and date

> Lists the essentials in a long email, rewrites it at least 40% shorter with the ask up front, and confirms nothing the reader needs was lost.

- **Author:** [Charlotte Bennett (@charlotte_bennett)](https://promptabide.com/charlotte_bennett)
- **Tested on:** Claude · Opus 5.5
- **You fill in:** `email`, `recipient`, `action`
- **Published:** 2026-09-01
- **Updated:** 2026-09-24
- **Tags:** `writing`, `editing`, `productivity`
- **Keywords:** make an email shorter, rewrite email to be concise, shorten a long work email, email editing prompt professional, write clearer emails at work
- **Views:** 377
- **Likes:** 39

**Best for:** Anyone who writes long, apologetic work emails and wants the recipient to see the decision needed without losing the friendly tone.

## Prompt

```
Cut this email by at least 40% without losing anything the recipient needs to act on.

Email:
{{email}}

Recipient and relationship: {{recipient}}
What I need them to do: {{action}}

Steps:
1. List the essentials first: every decision, request, date, number and name in the original. These must survive.
2. Rewrite the email. Put the ask in the first two sentences. Cut throat-clearing, repeated context, hedges ("just", "I think maybe") and apologies that add nothing. Keep it as warm as the relationship calls for; shorter shouldn't mean colder.
3. Report the word count before and after, and the percentage cut.
4. Check the rewrite against the essentials list and confirm each item is still there. If you had to drop something to hit 40%, tell me what and why instead of hiding it.
5. Suggest a subject line that says what the email is for.
```

## Variables

- `{{email}}` — Your draft, pasted in full (e.g. Hi Marcus, I hope you're doing well and that the launch prep is going smoothly!...)
- `{{recipient}}` — Who it's to and how well you know them (e.g. Marcus, marketing lead at a client company; friendly, two months into the project)
- `{{action}}` — What they need to do (e.g. pick option A or B by Monday, September 28)

## Example input

```
email:
Hi Marcus,

I hope you're doing well and that the launch prep is going smoothly! I know things are super busy on your end right now, so I really appreciate you taking the time to read this.

I just wanted to touch base about the website project. As you know, when we originally scoped the project back in August, we agreed on 8 pages. Since then, I think we've added the careers page, the two case study pages, and the partner portal login page, which brings us to 12 pages. I totally understand that these came up as the project evolved, and I'm really happy to do them!

That said, I think it would probably make sense for us to talk about how this affects the timeline and the budget. My rough estimate is that the four extra pages would add about 6 working days and $2,400 to the project, based on the same rate we've been using. That would move the launch from October 14 to October 22.

If it's easier, another option could be that we launch with the original 8 pages on October 14 and then add the other 4 pages in a second phase right after.

Could you let me know which option works best for you by Monday, September 28? That way I can plan my schedule accordingly.

Sorry for the long email, and thanks so much again!

Best,
Jess

recipient: Marcus, marketing lead at a client company; friendly working relationship, two months into the project
action: choose between all 12 pages with a later launch, or 8 pages now and 4 in a second phase, by Monday, September 28
```

## Output

*Produced by Claude · Opus 5.5.*

```
**1. Essentials**
- Recipient: Marcus. Sender: Jess.
- Scope agreed in August: 8 pages.
- Added since: careers page, two case study pages, partner portal login. Now 12 pages.
- Jess is happy to build them.
- Option A: all 12 pages, about 6 more working days and $2,400 at the current rate; launch moves from October 14 to October 22.
- Option B: launch the original 8 on October 14, the other 4 in a second phase right after.
- Decision needed by Monday, September 28, so Jess can plan her schedule.

**2. Rewrite**

Hi Marcus,

Could you let me know by Monday, September 28 which of these two options you'd prefer for the website? That way I can plan my schedule.

We scoped 8 pages in August. We've since added the careers page, two case study pages and the partner portal login, so we're at 12. I'm happy to build them all; it just changes the plan:

A. All 12 pages: about 6 more working days and $2,400 at our current rate. Launch moves from October 14 to October 22.
B. Launch the original 8 pages on October 14, then add the other 4 in a second phase right after.

Hope launch prep is going well.

Thanks,
Jess

**3. Word count**
Before: 235. After: 115. That's a 51% cut.

**4. Check**
Every essential is there: both names, the August scope of 8, all four added pages by name, the 12 total, your willingness to build them, both options with their numbers and dates, the deadline and why you need it. Nothing dropped.

One gap that was in the original too: option B doesn't say what the second phase costs. Marcus will probably ask, so consider adding "(same $2,400)" if that's true.

**5. Subject line**
Website: 12 pages or 8 + phase two? Need your pick by Mon 9/28
```

## Why it works

Making the model **list the essentials before rewriting** is what makes aggressive cutting safe: it has a checklist to verify against rather than trimming by feel. **"Ask in the first two sentences"** fixes the most common problem with long emails, where the request is buried at the bottom. Naming **what to cut** (throat-clearing, hedges, apologies) gives precise targets. **"Shorter shouldn't mean colder"** stops the clipped tone that comes from over-editing, and **"tell me what you dropped"** keeps the model from hiding losses to hit the number.

## When not to use it

Some emails should stay long: bad news, sensitive feedback, or anything where the context is the point. Don't force 40% on an email that's already short. The word counts come from the model and can be slightly off; paste into a word counter if the exact number matters.

---

Canonical HTML: https://promptabide.com/bides/tighten-an-email-by-40-percent
Agent guide: https://promptabide.com/llms.txt · https://promptabide.com/agent-instructions.md
Sitemap: https://promptabide.com/sitemap.xml