How do I make AI writing sound like me? Give it a short, written etiquette guide.

To make AI writing sound like you, write a one-page etiquette guide and give it to every AI helper you use. The guide tells the helper how you greet people, how you stay specific, and how you close with a clear next step. AI learns your manners the same way a new team member does: from clear examples and steady feedback.

A guide like this helps a caterer, a museum, a mortgage office, an electrician, or a family-run inn. Every business has a voice. Writing it down is how you keep it.

Why “sound like me” needs to be written down

If you ask a helper to “sound friendly,” it has to guess what friendly means to you. To one person it means exclamation points. To another it means calm, short sentences. Guessing leads to messages that feel almost right, which can be worse than plainly wrong because they feel fake.

A written guide removes the guessing. It is also fair to your team. People and AI helpers both do better when the rules are clear and the same for everyone.

Part 1: Open warm

The first line sets the tone. Decide how you like to begin. Do you use first names? Do you thank people for reaching out? Do you mention the last time you spoke?

Write two or three sample openings you like. For example: “Hi Maria, thank you for asking about our Saturday class.” Also list openings you never want, such as “To whom it may concern” or “Hope this email finds you well” if that phrase is not you.

Part 2: Stay specific

Vague messages waste the reader’s time. A good message names the exact thing: the date, the item, the room, the price that was already agreed. Add this rule to your guide: “Always use the real details. Never fill in a detail you do not know. Ask instead.”

This is also where you list your word choices. Do you say “guests,” “clients,” “members,” or “customers”? A spa might say guests. A bank might say members. A nonprofit might say neighbors. Small words carry your values.

Part 3: End with a clear next step

Every message should end by telling the reader what happens next. “Reply yes and we will hold the table.” “I will call you Thursday morning.” “Here is the link to pick a time.” A clear next step respects the reader. It also keeps work moving without a long chain of back-and-forth.

Add your sign-off too. Your name, your title if you use one, and the way you like to close, such as “Warmly” or “With thanks.”

Part 4: The “never” list

Every guide needs a short list of things to avoid. Examples might include:

• Never promise a date or price that has not been confirmed.
• Never use slang or jokes with a new customer.
• Never blame the customer, even gently.
• Never share one customer’s details with another.

Keep the list short so it is easy to follow. Five clear rules beat thirty fuzzy ones.

What this looks like in different businesses

• Food truck: Short, upbeat, first names, always ends with the day’s location.
• Art gallery: Calm and thoughtful, names the artist and the piece, ends with an invitation to visit.
• Insurance or banking office: Clear and careful, no guesses about numbers, ends with a phone number and a time to call.
• HVAC company: Plain words, the exact arrival window, ends with what the homeowner should do to prepare.
• Fourth-generation family bakery: Warm and personal, mentions family tradition when it fits, ends with a thank-you.

Keep improving the guide

Your guide is a living page. When you edit an AI draft, ask yourself why. If you keep making the same change, add it to the guide. Review the guide every few months. Ask your team which messages felt most like you and which did not.

Service before Self in your words

Good manners are a form of service. When you put the reader first, you choose words that are clear, warm, and useful to them. Service before Self means your messages are not about sounding impressive. They are about helping the person on the other side feel respected and know exactly what to do.

Your Next Step This Week

1. Pull up five emails you wrote yourself that you are proud of. Circle your favorite openings, phrases, and sign-offs.
2. Write a one-page guide with four parts: open warm, stay specific, end with a next step, and the “never” list.
3. Give the guide to every AI helper and team member who writes for you, and review their next ten drafts against it.

Frequently Asked Questions

How long should an AI etiquette guide be?

One page is a good target. Include sample openings, word choices, a sign-off, and a short “never” list. Longer guides are harder for people and helpers to follow.

Can I use the same guide for every AI tool?

Yes. One guide for all helpers keeps your voice the same everywhere, from email to text reminders to social media drafts.

What if the AI still does not sound like me?

Compare a few drafts to messages you wrote yourself. Find the differences and add them to the guide as clear rules or examples. Small, steady fixes work best.