Plain drafting note
We used an internal drafting tool to help organize this reply, and a team member reviewed it before sending.AI-CUSTOMER-DISCLOSURE-CHECKLIST-READY
1. Decide what kind of AI help was used
| AI use | Disclosure need | Review rule |
|---|---|---|
| Grammar, tone, or formatting of a human-written reply | Usually low; no special disclosure unless policy requires it. | Human reads final text before sending. |
| Drafted reply from customer notes, call transcript, ticket, or CRM record | Medium; consider a plain AI-assisted drafting note for sensitive topics. | Verify names, dates, amounts, policies, commitments, and next steps. |
| Summarized a customer issue or recommended a next action | Medium/high; state that a team member reviewed the summary before action. | Owner or manager approves the decision, not the model. |
| Pricing, refund, warranty, safety, legal, financing, account access, hiring, or emergency guidance | High; do not send as an automated AI decision. | STOP AUTOMATION and route to qualified human review. |
2. Copy/paste AI-use disclosure decision card
Customer message/task: [paste short description]
AI was used for: [grammar / first draft / summary / recommendation / other]
Customer-visible impact: [none / wording only / facts summarized / next step suggested / decision affected]
Sensitive category present: [pricing / refund / warranty / safety / legal / account access / private data / emergency / none]
Source facts checked: [CRM note / invoice / policy / transcript / owner approval / public page / none]
Disclosure choice: [no special note / plain AI-assisted drafting note / human-reviewed summary note / do not send]
Responsible reviewer: [name/role]
Approved final wording: [yes/no]
Next review date: [date]3. Customer-facing wording options
Summary reviewed by a human
We used your message and our internal notes to prepare this summary. A team member reviewed the details before deciding the next step.Not an automated decision
This is not an automated decision. We reviewed the relevant records and will have [owner/manager/team role] confirm [price/refund/warranty/schedule/account step] before we act.Hold for review
Thanks for the details. This needs a human review before we give an answer. We will check [source/policy/record] and follow up by [date/time].4. STOP AUTOMATION guardrails
- STOP AUTOMATION if the message changes price, scope, refund, warranty, contract, legal position, safety instruction, or account access.
- Do not invent customer consent, approval history, policy exceptions, timelines, discounts, guarantees, or prior staff decisions.
- Do not paste private customer data into AI tools unless the tool and data-use policy are approved.
- Do not imply “AI decided” anything. Assign a human owner for the final decision.
- If customers ask whether AI was used, answer plainly and route policy questions to the owner/manager.
5. Owner-review prompt
You are helping a small business review an AI-assisted customer message. Use only the source facts below. Do not invent customer history, consent, approvals, pricing, warranty coverage, legal advice, safety status, refunds, timelines, or policy exceptions.
Source facts:
[paste approved notes]
Draft message:
[paste draft]
Check:
1. What facts need verification before sending?
2. Does the message require an AI-use disclosure note?
3. Does it create any unsupported promise or decision?
4. Which sentence should be held for owner/manager review?
5. Rewrite the message in a clear, human, non-automated tone.Product fit
The Small Business AI Profit Kit expands this into prompt libraries, workflow templates, review rules, rollout planning, and owner-safe AI operating systems for non-technical businesses.