AI-DRAFT-APPROVAL-QUEUE-READY
1) Copy/paste approval queue columns
Add these columns to a spreadsheet, Notion table, CRM task board, or shared doc before the team sends AI-assisted drafts.
- Draft ID: short label such as EMAIL-042, SOP-017, QUOTE-009.
- Draft type: customer email, proposal, review reply, SOP, social post, FAQ, internal note, sales follow-up.
- Requester / owner: the person accountable for facts and final quality.
- Audience: customer, prospect, employee, vendor, public website, social channel, internal only.
- Source material attached: ticket, call notes, estimate, policy, product page, prior email, transcript, meeting notes.
- Risk label: low, medium, high, or stop — based on money, policy, legal, safety, privacy, HR, medical, customer promise, or reputation risk.
- Facts checked: names, dates, prices, deadlines, measurements, policy wording, links, availability, promises, and prior customer history.
- Reviewer: owner, manager, specialist, bookkeeper, HR, legal/professional advisor, or no-send until assigned.
- Approval status: approved as-is, approved with edits, needs source proof, needs owner review, reject and rewrite, do not send.
- Final send location: email, CRM, website CMS, social scheduler, help desk, internal doc, or archive only.
2) STOP AUTOMATION rules
STOP AUTOMATION and require human owner review when the draft:
- mentions pricing, discounts, refunds, financing, guarantees, deadlines, warranties, legal terms, hiring decisions, or policy exceptions;
- uses customer data that was not explicitly included in the source notes;
- claims a result, credential, certification, case study, testimonial, availability, or approval that has not been verified;
- summarizes an angry customer, complaint, employee issue, safety concern, incident, or payment problem;
- would be public on a website, marketplace listing, profile, ad, or social channel; or
- contains “probably,” “assume,” “we can,” “guaranteed,” or a confident statement that the source material does not prove.
3) Review prompt for the owner
You are reviewing an AI-assisted draft before it is sent.
Source material:
[PASTE VERIFIED NOTES, POLICY, CUSTOMER THREAD, OR TASK DETAILS]
Draft:
[PASTE AI DRAFT]
Check the draft against the source material only. Return:
1. Claims that are fully supported.
2. Claims that need source proof.
3. Claims that should be removed or softened.
4. Any pricing, policy, legal, safety, HR, warranty, refund, or customer-promise risk.
5. A revised draft that does not invent facts.
6. Approval status: approved as-is, approved with edits, needs source proof, needs owner review, or do not send.
Do not invent customer history, pricing, deadlines, approvals, legal terms, guarantees, testimonials, availability, or policy exceptions.4) Example approval queue row
| Field | Example |
|---|---|
| Draft ID | EMAIL-042 |
| Draft type | Customer follow-up email |
| Source material attached | CRM note, original inquiry, current price sheet |
| Risk label | Medium — includes timeline and price range |
| Facts checked | Name, service request, price range, response deadline |
| Approval status | Approved with edits; remove unverified availability claim |
| Final send location | CRM email thread |
5) Weekly cleanup questions
- Which draft types keep needing owner review?
- Which prompts produce unsupported claims?
- Which source fields are missing most often?
- Which drafts were safe enough to templatize?
- Which categories should never be automated without specialist review?
NEEDS OWNER REVIEW: This checklist is a workflow guardrail, not legal, HR, tax, medical, or compliance advice. Use qualified professional review for regulated or high-risk decisions.
For more copy/paste prompts, review scorecards, and workflow rollout templates, use the Small Business AI Profit Kit.