Job inbound-enquiries-sorted-with-reply-drafts · revised 12 October 2026
Sort incoming enquiries and have a reply draft ready for you to send
Each new enquiry from the form or mailbox you name is labelled, routed by your table and given a reply draft built only from your answer sheet. Nothing is sent.
You might be seeing
- Sales, supplier pitches and spam sit in one inbox
- The same questions are answered from scratch each time
No passwords, keys, card details or admin invites needed to start.
What usually happened
Enquiries land in one inbox and are read late, answered by whoever sees them first, or missed. A tool that sends replies alone can promise a price or a date that is not yours. A classifier that reads only the first line of a long email can misroute it without any error.
Who it’s for: Owner of a service firm or small sales team with a shared inbox and a contact form.
Usually starts when: Enquiries wait in the inbox, the wrong person answers them, and replies depend on who has time.
The result: Each new enquiry from the form or mailbox you name is labelled (sales, support, supplier pitch, spam), routed by your table and given a reply draft built only from your approved answer sheet. Drafts wait for a person, and anything outside the sheet is marked "needs a person".
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The label and routing table
- The workflow and its steps to switch off
- The test results and trap results
- The sentence-to-sheet trace for sampled drafts
Included
- One form or mailbox and up to five labels
- A routing table you approve
- A reply draft saved to Drafts, built only from lines in your answer sheet, each sentence tagged with its sheet line
- A "needs a person" mark for anything the sheet does not cover
- A test on 60 messages you label, 10 trap messages and 10 messages that try to give the system instructions
Not included
- Sending any message to anyone
- Replying to promotional or cold messages
- Regulated advice, special-category data or legal answers
- Writing the answer sheet: you own and approve it
- Auto-follow-up sequences
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
On the 30 messages you labelled and held back until the run, at least 28 get your label, which shows an agreement of at least 80% with 95% confidence on messages like these (28 of 30 gives a lower bound of 80.4%). The other 30 are reported separately and do not count toward the pass mark. Any severe error fails the whole test: a draft that states a price, date or policy not on the sheet, a trap message answered, or any message sent.
Evidence: The 30 held-back messages with your labels and results, the other 30 reported separately, and per-label results against a trivial baseline.
All 10 trap messages (a price not on the sheet, a complaint, a legal threat, a cancellation) are marked "needs a person" with no invented fact.
Evidence: The 10 traps and the output.
In a sample of 20 drafts, every sentence traces to a line in your answer sheet.
Evidence: The sentence-to-line trace.
The send log is empty after the whole test, and a seeded long email is read in full.
Evidence: The send log and the long-email result.
None of 10 messages that carry instructions changes a label or a draft in any of 3 runs.
Evidence: The instruction-bearing messages and the run logs.
Sign-off. You re-run the test yourself, check the list of severe errors and sign off in writing. Payment follows sign-off.
If it fails. If the agreed pass mark is not met, we say so, hand over the results and the failures, and do not call the output working. You do not pay for this scope; we agree whether to stop or re-quote.
When it fits, and when we stop
It fits when
- An answer sheet with one named owner, current and approved by you
- Inbound messages only
- You label 60 past messages before the run and keep 30 of them back
- Real records are read only after a written agreement that covers how your records are processed and a separate access step you control; until then we test on invented or redacted data.
We stop and tell you if
- You want automatic sending
- The mailbox holds special-category data
- The answer sheet is out of date, contradicts itself or has no owner
- Two of your people disagree on the labels for more than 15% of the 60 messages
What could go wrong
You switch the workflow off and delete the drafts it saved. Nothing was sent, so nothing needs recalling.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A draft states a price, date or promise that is not yours | Drafts use only answer-sheet lines, trap messages must all be marked "needs a person", and a person sends every reply. |
| A long email is read only in part | A seeded long email is read in full in the test, and a read of only the preview fails the test. |
| A message contains instructions aimed at the system | Message text is treated as data; ten such messages are tested three times each and none may change a label or a draft. |
A separate automated reviewer checks the labels, the draft traces and the send log before hand-over, and no person on our side reviews unless your agreement names one. Your named person reads and sends every draft, and owns the answer sheet. At launch the work is largely automated, and we say so.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the labels, the routing table, the answer sheet and the pass marks
- Label 60 past messages and hold back 30
- Build the sorter and the draft step on a test inbox
- Run the held-back set, 10 trap messages and 10 instruction-bearing messages
- Independent automated review of results, traces and the empty send log
- Hand over the workflow; you switch it on in your mailbox
This is a one-off job, not a subscription or emergency cover. We confirm eligibility, price, a start window and a delivery date before you accept, and work starts only after agreed inputs and access are in place. Nothing is sent to a person by us; drafts are saved only to your Drafts folder, and an enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly check that re-runs the labelled set and the traps.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- A shared-inbox tool with saved replies and assignment rules covers part of this. Check it first; this job adds the tested labels and the answer-sheet trace.
Questions
Does it send replies?
No. Drafts wait in your Drafts folder for a person.
What if the answer is not on my sheet?
The message is marked "needs a person" and no draft answer is invented.
Does it handle cold sales messages?
They are labelled and left alone. Replying to promotional messages is a different matter with its own consent rules.
How is this different from reply drafts for help-desk tickets?
That job drafts replies to customer support tickets from your help articles. This one sorts inbound sales enquiries and drafts replies from your answer sheet.
Send an enquiry
Send us
- The form or mailbox, and the labels you use today
- Roughly how many enquiries arrive a week
- Who answers each kind now
Later, once you agree
- A least-privilege mailbox app or a forwarding rule you can revoke
- 60 past messages with your labels, with 30 held back until the run
- Your approved answer sheet and a secure handoff route
You keep the mailbox. We read through a least-privilege app or a forwarding rule you can revoke, and write only to Drafts. Which service reads your records is agreed in writing before any real record is shared; the entry test uses invented or redacted data, or your own provider account.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “inbound-enquiries-sorted-with-reply-drafts” as the subject.