Writing and editing with AI
Using AI to draft, rewrite, shorten, proofread and adjust the tone of text.
What is it?
Language models are good at working with text. They can draft an email, turn notes into a report, rewrite a paragraph in a friendlier or more formal tone, shorten long text, or fix grammar and spelling.
The best results come when you treat the AI as an assistant, not the author. You bring the facts, the purpose and the final judgement; the AI helps with structure and wording. Because models can state wrong facts confidently and can sound generic, you should always read, edit and fact-check before you send or publish.
Which models use it?
- Chat assistants such as ChatGPT, Claude and Gemini are widely used for drafting and editing.
- Grammarly uses AI for grammar, clarity and tone suggestions.
- Microsoft Copilot and Gemini in Google Workspace add writing help to documents and email.
- Many note-taking and email apps now include built-in AI writing features.
How to use it
- State the goal, audience and format, for example a short email to a client.
- Give the key facts and points yourself; do not let the AI make them up.
- Ask for one draft, then request specific changes: shorter, warmer, clearer.
- Paste your own text and ask for edits with an explanation of what changed.
- Read the final version carefully, check facts and names, and make it sound like you.
Benefits
- Beats the blank page with a fast first draft.
- Improves clarity, grammar and structure.
- Adapts the same message for different audiences and lengths.
- Helps non-native writers express ideas confidently.
Limits and risks
- Can add false facts, quotes or sources.
- Text can sound generic or repetitive without your edits.
- Schools, publishers and employers may have rules on AI-written work; follow them and disclose when required.
- Avoid pasting confidential or personal information into tools that are not approved for it.
Prompt template
Copy it, replace the parts in [brackets] and paste it into any AI chat.
Help me write a [type of text, e.g. email / announcement / cover note] for [audience]. Purpose: [what the reader should know or do]. Key points (use only these facts): - [point 1] - [point 2] - [point 3] Tone: [friendly / formal / direct]. Length: about [number] words. Do not add facts, numbers or promises that are not listed above. After the draft, list anything you think is missing.
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