Retext

Reply-all email templates for group threads

Group threads in Gmail tend to split: three people ask three questions, someone replies to one, and the others get lost under "Re: Re: Re:". The fix is a single reply-all that answers every open question in a numbered list, then says where further discussion should go. This template gives you that structure. It's also the reply for closing a thread with a clear decision, which saves a meeting.

Template;gm-group
Hi all, Answering a few questions at once so this thread doesn't split: 1. First question: First answer 2. Second question: Second answer If anything's still open after this, reply to me directly and I'll bring it back to the group. [Your name]
Then type ;gm-group in any app.

Variations

The same message for a different channel or tone. Copy the one that fits.

When the group has talked it through and someone needs to say what happens now.

Recording a decision
Hi all, Thanks for the input. Decision: Decision. Owner owns it from here, and we'll check in on Date in 7 days. No need to reply unless something's wrong with this. [Your name]

When two people are debating details everyone else doesn't need.

Taking it to a smaller thread
Hi all, People continuing and I will sort out the details separately so we don't fill everyone's inbox. I'll post the outcome back here by Date in 3 days. [Your name]

When to use it

  • A thread with five or more people has several unanswered questions.
  • A discussion has gone on long enough that it needs a written decision.
  • Two people are going back and forth on details while everyone else watches.

What to avoid

  • Don't reply-all just to say thanks. That's the email everyone on a big thread dreads.
  • Don't record a decision you weren't authorised to make. Check with the owner first.
  • Avoid answering questions from memory on a long thread. Search the thread in Gmail first so you don't contradict an earlier reply.

The fields in this template

Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.

First question{fill:First question}
A short restatement of the question, so readers don't scroll up: "Can we move the launch?".
First answer{fill:First answer}
The answer, in one or two sentences.
Second question{fill:Second question}
The next open question.
Second answer{fill:Second answer}
Its answer.
Cursor{cursor}
Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
Decision{fill:Decision}
The decision in one plain sentence.
Owner{fill:Owner}
Who is responsible for doing it.
Date in 7 days{date+7}
Inserts the date 7 days from today, worked out when the snippet expands. Useful for deadlines and return dates.
People continuing{fill:People continuing}
Who you're taking the discussion offline with.
Date in 3 days{date+3}
Inserts the date 3 days from today, worked out when the snippet expands. Useful for deadlines and return dates.
More about dynamic fields

Tips

  • •Gmail's Default reply behavior setting (Settings, General) decides whether Reply or Reply all is the main button. If you send a lot of group replies, set it to Reply all.
  • •Numbered answers survive quoting. When people reply "re 2, yes", everyone still knows what they mean.
  • •The decision variant's {date+7} check-in works well with Gmail's snooze: snooze the thread to that day.

Works in Gmail, Outlook and every other app

Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.

Questions

When should I use reply all?

When everyone on the thread needs your answer: decisions, changes of plan, or answers to questions the group asked. A private thank-you or a question for one person should go to them alone.

How do I reply to several questions in one email?

Restate each question briefly in a numbered list and put the answer after it. People can then refer to the numbers when they reply.

How do I stop a reply-all thread getting out of hand?

Close it with a clear decision and an owner, or move the detailed discussion to a smaller thread and promise to report back. Both variants on this page do that.

Related templates

Meeting recap

;em-recap

Email & out of office

Hi all, Thanks for your time on [weekday]. Here's what we agreed on [Meeting topic]: Decisions - Actions - [Owner one]:…

Moving you to BCC

;gm-bcc

Gmail

Thanks for the intro, [Introducer name]. Moving you to BCC to spare your inbox. Hi [New contact name], great to meet you…

Forward with context

;gm-fwd

Gmail

Hi [Recipient name], Forwarding the thread below from [Original sender]. Short version: [One-line summary]. What I need…

All gmail templatesBrowse every snippet pack

Type ;gm-group, get the whole reply

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