How to use free AI for client messages without it making things up

Free AI chat tools like ChatGPT, Gemini and Claude can write a client message in seconds. The risk is that they fill gaps with things you never said: a discount, a date, a policy. These five rules keep the AI honest.

1. Give it the facts, every time

Paste in the client’s name, the service, the price and the date yourself. The AI should be arranging your facts into a friendly message, not deciding what they are.

2. Tell it not to invent anything

Add one line to every request: “Use only the facts I gave you. Don’t invent prices, dates, discounts or policies.” It sounds simple, and it makes a big difference.

3. Ask it to flag what’s missing

Tell it: “If something is missing, write [ASK ME] instead of guessing.” Then you’ll see the gaps right away, instead of finding them after you hit send.

4. Read it before you send it

AI can still make mistakes. Read every message once, out loud if it helps. Ten seconds of checking is cheaper than an awkward follow-up.

5. Keep private details out

Never paste alarm codes, lockbox codes or card numbers into an AI chat. Write the message without them, and add sensitive details yourself, by hand.

Built into every kit

Every prompt in The AI Office Manager already follows these rules, so you can copy, paste and trust what comes back.