How to stop email overwhelm: 4 scripts to protect your focus and get results

You’ve been buried in a big project for weeks.

You finally cross the finish line, take a deep breath, and open your inbox…

Only to see 94 unread emails staring back at you.

Your heart sinks. Your brain starts spiralling.

“I’ll never catch up.”

“I have to reply to everyone.”

“If I don’t answer quickly, they’ll think I’m slacking.”

Been there? Yep, me too.

So let’s fix it.

The Problem

Most of us treat email like a 24/7 to-do list that we have to constantly check, clear, and respond to ASAP.

We’re reactive instead of proactive.

And we let email dictate our priorities.

The Big Small Thing

Use these 4 scripts to set clear email boundaries – and stick to them.

1. Set expectations on daily response times.

Script:

To stay focused on my most important goals, I do my best to only check email at 9 AM and 1 PM. If your response is time-sensitive, feel free to call or text (555-555-5555), and I’ll get back to you as soon as possible.

Pro Tip:

No one will text you unless it’s truly urgent. And even then they probably won’t. You’re sending a strong signal that you value focused work. And if you don’t want to give out your number, just delete that line – it works just as well.

2. Set expectations on post-vacation responses.

Script:

Thanks for your email! I’m currently out of the office on vacation and will be back next Monday. When I return, I plan to archive all emails that arrived while I was away. If you’d like to ensure I read this email, please reply with “please read” in the subject line.

Pro Tip:

Before one vacation, I estimated that 10% of my emails would get the “please read” treatment. Out of 900 emails, only four did. 

Shows you how “urgent” most emails really are. Why take a week off only to spend the next one drowning in your inbox?

3. Set expectations when you’re deep on a project.

Script:

Thank you for your email! I’m currently working on my manuscript and fully focused on that until December 2025. Thanks for your patience while I get back to you. This project is exciting and important, and I’m proud of the work I’ll be able to put into the world by being mindful of my email time vs. my creative time.

Pro Tip:

This might feel bold – or even rude – but it’s becoming more common. And trust me, people respect it.

Most will think, I wish I had that focus and discipline. You’re owning your time and that’s empowering.

4. Set expectations when others can help.

Script:

Thanks for emailing! I’m limiting my email time this month to focus on large projects. Below are some folks who can help with specific topics:

• Scheduling: Carlina@itsjennywood.com
• Partnership deals: Marta@itsjennywood.com
• Media inquiries: Pamela@cavehenricks.com
• Speaking engagements: itsjennywood.com/speaking

For everything else, I’ll get back to you during my intentional email time.

Pro Tip:

This script is gold for anyone who feels like the go-to person for everything. Delegate where you can.

And for the rest? Handle it on your timeline.

How This Helps You Get What You Want

When you set clear boundaries around your email:

• You protect your time and energy for your most important work.
• You train others to respect your boundaries – without burning bridges.
• You reduce the overwhelm that comes with constantly checking your inbox.

Your inbox should work for you – not the other way around.

Use these scripts to take control of your email time.

And don’t apologize for protecting your focus.

Let’s do this,