Introduction
AI drafting is now a common practice in many workplaces. The risk is not the writing—it is the accuracy and the authority implied by the writing.
This page provides a workflow that fits the LetterKraft Editorial Constitution:
- no fabricated facts
- no invented citations
- clear distinction between official guidance and common practice
- neutral, government-appropriate tone
When to Use
Use AI assistance when you need:
- a first draft quickly
- consistent structure and tone across letters
- a clean rewrite for clarity
- a structured reply to an incoming letter (with verified facts)
Avoid AI-only drafting when:
- legal or disciplinary consequences are involved
- the matter depends on precise rules you cannot cite/verify
- you do not have the attachments/facts ready
Format / Structure
AI should help you produce a draft that still follows the same official structure:
- subject line
- purpose-first first paragraph
- factual body (context → facts → request/action)
- enclosures list
- neutral closing and signature block
Step-by-Step Guide (Safe AI Workflow)
Step 1: Define the outcome (one sentence)
Write: “I want the recipient to [approve/issue/confirm/clarify] …”
Step 2: Provide verified inputs only
Provide:
- recipient designation and office (verified)
- dates and identifiers (verified)
- list of enclosures (actual documents)
- the requested action (explicit)
Do not ask AI to “assume” missing facts.
Step 3: Generate a draft, then review line-by-line
Review for:
- subject line clarity
- purpose in first paragraph
- correct designation and routing
- consistent dates and facts
- enclosure list matches attachments
Step 4: Check authority and jurisdiction language
If you cannot cite a mandatory rule:
- avoid “must/shall”
- use conditional language (“typically”, “commonly”)
- recommend verification against your organisation’s manual
Step 5: Prepare the final version for dispatch
Ensure:
- letterhead/signature policy is followed
- attachments are named and listed clearly
- you keep a record copy for tracking
Examples (Illustrative)
Illustrative prompt input (facts only):
- Recipient: [Designation], [Office], [City]
- Purpose: Request approval for leave from [date] to [date]
- Reason (brief): [reason]
- Enclosures: [medical certificate] (if applicable)
- Tone: neutral, formal, concise
Common Mistakes
- letting AI invent details (reference numbers, designations, dates)
- copying AI text without verifying facts
- implying “mandatory” rules without a source
- overly confident language (“guaranteed approval”)
Best Practices
- Treat AI as a drafting assistant, not a source of truth.
- Use a checklist before dispatch.
- Keep examples clearly illustrative when jurisdiction is uncertain.
- Prefer short, direct sentences suitable for official records.
FAQs
Can AI invent reference numbers or circular numbers?
No. Do not invent official numbers. If you do not have a reference number, omit it or mark it as unavailable.
What is the biggest risk of AI drafts in official letters?
Inserting unverified facts or implying rules are mandatory without an official source. Always verify.
Related Articles
- Official Letter Writing Guide
- Official Letter Checklist (Before Sending)
- Common Mistakes in Official Letters
- Official Letter Format and Structure
Related Templates
Related Formats
Related Glossary
Try this in LetterKraft (CTA)
- Draft: AI Letter Generator
- Reply drafting: AI Reply Generator
- Consistent tone: Style Learning
- Office-ready output: Letterheads
Related Ecosystem (optional but recommended)
- Solution: Official Correspondence
- Industry: Government Employees
- Comparison: LetterKraft vs ChatGPT