# Editable AI email thread summary worksheet

Use this worksheet to turn an authorized business email thread into a traceable action brief. Replace every bracketed field. Do not paste real confidential mail into an unapproved tool, and do not treat a generated summary as permission to send, approve, pay, sign or change a system.

## 1. Document control

| Field | Entry |
|---|---|
| Summary ID and version | [e.g., THREAD-001 v0.1] |
| Business purpose | [decision or handoff this brief supports] |
| Mailbox/account/folders | [authorized scope] |
| Project/entity key | [stable project or case ID] |
| Earliest/latest included time | [ISO 8601 UTC] |
| Evidence cutoff | [ISO 8601 UTC] |
| Corpus owner | [role/name] |
| Summary reviewer | [role/name] |
| Security/privacy/legal reviewers | [when required] |
| Candidate/tool version | [version; distinguish from product] |
| State | [DRAFT / IN REVIEW / RELEASED / SUPERSEDED] |

## 2. Corpus boundary and authority

**Included:** [accounts, folders, message IDs, date range, project mapping, attachment policy]

**Excluded:** [personal/privileged/out-of-scope folders, unsupported formats, deleted items not available]

**Inclusion rule:** [stable ID + authorized location + project/reply evidence]

**Provider/client/settings:** [Gmail/Outlook/other, version, conversation settings]

**Allowed effects:** [read approved fields, extract claims, prepare cited draft, ask review question]

**Forbidden effects:** [send, sign, approve, pay, provision, alter contract/calendar, disclose]

**Fallback:** [named reviewer and response expectation]

## 3. Participant and subject map

| Participant ID | Address/identity | Approved role | Organization | Identity uncertainty | Sensitive handling |
|---|---|---|---|---|---|
| [P01] | [address] | [role] | [organization] | [none/detail] | [rule] |

| Subject ID | Exact subject | Normalized project | Primary branch | Inclusion evidence |
|---|---|---|---|---|
| [S1] | [subject] | [project ID] | [A/B/C] | [message/reply/project link] |

## 4. Message graph register

Keep one row for every included message. Never collapse a continuation because its text looks repetitive.

| Msg ID | Message-ID | Parent / References | UTC | Participant | Subject ID | Approved evidence extract | Attachment IDs | Branch | Record IDs |
|---|---|---|---|---|---|---|---|---|---|
| [M001] | [stable header ID] | [root/parent] | [UTC] | [P#] | [S#] | [minimal extract] | [A#/none] | [A/B/C] | [D#/C#/Q#/X#/W#] |

**Reconciliation:** [N messages = branch counts; unique IDs; missing/malformed headers]

**Cross-branch links:** [explicit links and why they do not replace the primary parent]

## 5. Attachment/version register

Do not execute active content. Record only approved extracts and supplied digests until an authorized process handles the original file.

| Attachment ID | Filename/version | Digest | First seen | Approved extract | Supersedes / superseded by | Scan/review state |
|---|---|---|---|---|---|---|
| [A01] | [name] | [digest] | [M#] | [bounded observation] | [A#/none] | [state] |

## 6. Atomic evidence ledgers

### Decisions

| ID | Final decision | Decision owner | Evidence messages | Scope/conditions | State at cutoff |
|---|---|---|---|---|---|
| [D01] | [decision] | [owner] | [M#] | [condition] | [final/conditional] |

### Commitments

| ID | Commitment | Owner | Due in UTC | Evidence | State at cutoff |
|---|---|---|---|---|---|
| [C01] | [action] | [owner] | [time] | [M#] | [open/complete/overdue] |

### Open questions

| ID | Question | Required owner/evidence | Origin | Latest state |
|---|---|---|---|---|
| [Q01] | [question] | [owner/evidence] | [M#] | [open/answered] |

### Corrections

| ID | Field | Earlier value/evidence | Corrected value/evidence | Summary treatment |
|---|---|---|---|---|
| [X01] | [field] | [value/M#] | [value/M#] | [retain both; use corrected field] |

### Withdrawn proposals

| ID | Proposal | Proposed evidence | Withdrawal evidence | Confirm excluded from decisions? |
|---|---|---|---|---|
| [W01] | [proposal] | [M#] | [M#] | [yes/no] |

## 7. Draft action brief

### Scope and cutoff

[One paragraph naming what is and is not included.]

### Current decisions

- [Atomic statement] — Evidence: [D#/M#]. Condition: [if any].

### Owned actions and deadlines

- [Owner] — [action] — [UTC deadline] — Evidence: [C#/M#]. State: [state].

### Open questions and blocked gates

- [Question/gate] — Required evidence: [artifact/owner] — Evidence: [Q#/M#].

### Superseded and withdrawn material

- [Field/proposal] — Current state: [X#/W#] — Never present the stale value as current.

### Authority statement

[Explicitly state that the brief does not send, approve, pay, sign, provision or change systems.]

## 8. Claim-level review

| Claim ID | Atomic draft claim | Supporting message IDs | Current at cutoff? | Owner/deadline correct? | Contradicted? | Reviewer disposition |
|---|---|---|---:|---:|---:|---|
| [K01] | [claim] | [M#] | [Y/N] | [Y/N/NA] | [Y/N] | [accept/rewrite/remove] |

Do not score a multi-part sentence as one claim. Split it until each part can be independently supported, contradicted or qualified.

## 9. Evaluation and release gates

| Measure | Numerator | Denominator | Result | Required gate | State |
|---|---:|---:|---:|---:|---|
| Claim-support precision | [supported claims] | [all claims] | [%] | [e.g., 100%] | [PASS/FAIL] |
| Critical-fact recall | [captured facts] | [frozen critical facts] | [%] | [e.g., 100%] |  |
| Owner/deadline attribution | [correct] | [requiring attribution] | [%] | [e.g., 100%] |  |
| Correction capture | [preserved chains] | [all correction chains] | [%] | [e.g., 100%] |  |
| Open questions visible | [visible] | [all open] | [count/%] | [all] |  |
| Withdrawals excluded | [excluded] | [all withdrawn] | [count/%] | [all] |  |
| Consequential effects | [count] | [reviewed run] | [count] | 0 |  |

**Release disposition:** [NOT_RELEASED / REVIEW-ONLY / RELEASED]

**Required fixes:** [claim IDs, ledger records, owner and evidence]

## 10. Approval, monitoring and rollback

| Follow-up | Owner | Evidence required | Due UTC | State |
|---|---|---|---|---|
| [fix/review] | [role] | [artifact] | [time] | [OPEN/CLOSED] |

**Reviewer record:** [reviewer, scope, version, time, disposition]

**New-message rule:** [how the cutoff and version change when another reply arrives]

**Monitoring triggers:** [unsupported claim, stale attachment, missed correction, provider grouping change]

**Rollback:** [withdraw brief, restore prior released version, route work to human owner]