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Before sending an AI-drafted email, check that it serves your actual purpose, verify its claims against reliable records, review its tone and commitments, and inspect the recipients and attachments. Fluent wording is not evidence that a statement is true. The final decision—and responsibility for what the email says—belongs to the person sending it.
1. Check what you intend the email to do
Before editing sentences, state the email’s goal in your own words: for example, ask for a decision, confirm a meeting, or explain a delay. Then compare each paragraph with that goal. Remove background the recipient does not need, details the draft introduced without support, and requests or offers you did not intend to make.
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This first check catches a different kind of error from fact-checking: an email can contain accurate information and still misrepresent your purpose.
2. Verify facts against reliable sources
Check every specific claim against the records or source material that should establish it. Review names and titles, dates, numbers, quotations, links, policy references, and statements about people. Open links rather than assuming the displayed text points to the right place. If you cannot verify a claim, remove it, qualify it, or confirm it with someone who can.
#1 Best Overall
The UK Information Commissioner’s Office (ICO), in guidance about using AI for freedom of information requests, advises readers to review AI-generated text and not assume it is right. That advice is useful beyond FOI, but the cited page is specific to that context: ICO guidance on FOI and artificial intelligence.
Do not let polished phrasing, confident wording, or a plausible explanation substitute for evidence. For personal data, the ICO’s UK GDPR guidance distinguishes verified facts from statistical estimates or inferences; it says records should make clear when personal data represents a statistically informed guess. Check that a statement about a person is supported, current, and appropriate for this email’s purpose. The guidance page was retrieved on October 7, 2026, and notes that it may be under review, so it should not be treated as universal legal advice: ICO guidance on accuracy and statistical accuracy.
Rank #2
3. Check clarity, tone, and the requested next step
Read the email as its recipient. Is the request or next step easy to identify? Is the message concise and focused? Could a sentence sound abrupt, overconfident, or insensitive in this relationship or situation? Revise wording that could be misunderstood, even if its facts are correct.
The ICO’s human-review guidance says AI-generated content can sound abrupt or otherwise inappropriate and advises checking tone before sending. That guidance is under review and arises in a UK data-protection context; here, it supports a practical review habit rather than universal legal advice: ICO guidance on human review.
4. Remove unapproved commitments and disclosures
Look for promises, admissions, deadlines, instructions, or disclosures that the draft may have added or phrased more strongly than you intended. Confirm that you are authorized to make each commitment. Check whether confidential or personal information is necessary and intended for everyone who will receive the message. Delete anything that does not belong in the email.
5. Verify the sending details, then read the final version
- Check recipients: review the To, Cc, and Bcc fields. Confirm that each address is correct and that recipients should see one another.
- Inspect attachments: open each file and confirm it is the intended version, contains no unintended information, and is appropriate for the recipients.
- Test important links: open them and confirm they lead to the intended destination and that the recipient can access it if access matters.
- Read the exact final message: after edits, read the subject, body, recipients, and any attachment names once more before sending.
These are practical pre-send safeguards, not a checklist quoted from a regulator. They put human review into the context that matters: the complete message you are about to send.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Can AI tools or provenance signals do this review for you?
No single indicator establishes that an email is accurate and appropriate. Use each source for what it can actually show:
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- Source records can support or contradict factual claims.
- Your human review can assess whether the message matches your intent, is clear, and suits the recipient and situation.
- Provenance signals may provide information about origin, but they do not guarantee accuracy, lack of editing, legal ownership, or correct context. A missing signal also does not prove that OpenAI did not generate content; signals may be unavailable, unsupported, stripped, or degraded. This is OpenAI product guidance, not an independent guarantee: OpenAI’s explanation of provenance signals.
- ChatGPT authorship guesses are not a reliable way to establish whether it wrote a passage or whether another passage was AI-generated. OpenAI says ChatGPT may make up answers to those questions: OpenAI guidance on asking ChatGPT whether it wrote something.
Detector claims also need context. In a 2025 US enforcement announcement about Workado, the Federal Trade Commission said independent testing found the company’s AI detector had 53% accuracy on general-purpose content, although Workado had advertised 98%. That figure describes the detector and test context in the FTC matter; it is not a general accuracy rate for AI systems or a way to determine whether a particular email is correct. The announcement concerned a proposed order: FTC announcement on Workado’s AI detection claims.
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