Give the writing tool facts before asking for a draft: your services, customers, delivery area, prices you are happy to publish and the questions customers ask. Include examples of language you would actually use. Do not ask it to invent the reasons people choose your business.
Read the draft against that information. Check qualifications, named clients, statistics, years of experience and promises about results. Remove anything you cannot support. Replace phrases such as “tailored solutions” with a description of what you will do: audit the account, rebuild a service page or prepare a monthly content plan.
Ask the person who delivers the service to review the final version. Would they be comfortable explaining every sentence to a customer? If a paragraph adds no useful information, cut it. Keep private customer information out of prompts unless you have an approved way to handle it.
At a glance
- Build a short fact pack before the prompt
- Ask for structure before finished copy
- Check every claim that could influence a purchase
- Replace polished filler with operational detail
- Have a service owner sign off the final version
Build a short fact pack before the prompt
Collect service descriptions, customer questions, delivery areas, approved prices and factual evidence. Add words the team uses and words it avoids. Give the tool a specific job, such as drafting a service introduction for facilities managers, rather than asking it to make your company sound impressive.
Keep confidential briefs, personal data and unpublished customer information out of a general writing tool. Use your organisation’s approved arrangements where such information is genuinely necessary.
Ask for structure before finished copy
Request a proposed outline and the questions each section will answer. Compare that outline with the information a customer needs. Remove repeated sections before generating several pages of text.
A useful prompt is: “Using only the facts below, outline a page for this service. Flag missing information instead of filling it in.” This makes uncertainty visible. A fluent answer is not evidence that the underlying detail is correct.
Check every claim that could influence a purchase
Highlight qualifications, named customers, locations, prices, guarantees and performance claims. Check each against a source your business controls or a reliable reference. Watch for subtle inflation: “experience working on projects” is not the same as “the company has traded for ten years”.
Give examples a label if they are hypothetical. Never turn an invented quotation into a testimonial. Where the tool provides a citation, open it and confirm it supports the actual sentence.
Replace polished filler with operational detail
Try deleting adjectives first. “Our innovative, bespoke approach delivers exceptional solutions” does not explain what anyone receives. “We review the account, agree the changes and report on suitable enquiries each month” gives the reader something to assess.
Read the page aloud. Keep sentences your team would use in conversation. Vary their length where it helps comprehension, but do not manufacture an informal personality that conflicts with how the business actually works.
Have a service owner sign off the final version
The person delivering the service should check scope, practical constraints and expectations. An editor should then check consistency, links and duplication. Save the approved version and note who will update it when the offer changes.
AI can help organise material and produce alternatives. It does not take responsibility for the published promise. Stop generating once the page answers the customer’s questions clearly; extra paragraphs are not automatically extra value.
Common questions
Should we mention that AI helped with the draft?
Use any disclosure required by your publishing policy or the context. More importantly, ensure the finished page is accurate and accountable to a named owner.
Can AI create a customer story from our notes?
It can help organise approved notes. Check the facts and permissions, and obtain approval for any attributed quotation before publishing.
