What can I delegate to AI when writing texts, and what should I review?

AI tools have made it easy to produce text in seconds, and many companies already use them for posts, emails and descriptions. Used with judgement, they save time. Used without review, they put errors and promises in the company's name, and the mistake stays with whoever publishes. The key is knowing what to hand over and what to keep for yourself.

What you can delegate

• First drafts from points you already have, so you do not start from a blank page.
• Variations of a text you have already approved, for example shorter versions for social media.
• Summaries of documents you already control.
• Structures: headings, outlines, the order of topics.
• Style checks: shortening, simplifying, pointing out confusing sentences.
• First-pass translations, which someone who knows the language then reviews.

What you should keep

• Facts: names, dates, amounts, addresses, product features. AI can invent data that looks certain.
• Promises and guarantees: what the company commits to do is your decision, and may have legal consequences.
• The tone: AI leans towards a generic voice. Readers recognise texts with no personality.
• Personal and confidential data: do not paste them into tools without knowing what happens to them.
• Sensitive subjects: health, money, law. There, the text must be checked by someone who knows.

A review checklist for any text

1. Is every fact right? Check at the source, not with the AI itself.
2. Is there any promise or guarantee the company cannot keep?
3. Are there quotes, studies or numbers? If you cannot point to the source, remove them.
4. Does it sound like the company? Read it aloud and fix the sentences nobody would say.
5. Is there customer or staff data that should not be there?
6. Is it original? Avoid publishing a text identical to what another company could have generated.

A simple process

Write a short brief (for whom, goal, three points, tone), ask for a draft, review with the list above and approve. Whoever approves is always a person, with a name. If several people use AI in the company, write a one-page rule together: what can be asked, what is never pasted, who reviews. Also keep the briefs that worked: over time you build a small archive of good requests that anyone on the team can reuse.

In legal terms, advertising and data protection have rules of their own; this article is general guidance and does not replace legal advice. For customer data, read can I use ChatGPT with customer data?. For the overview of tools, AI tools for SMEs. And our process automation area always starts from a concrete task like this one.

A test with a real text

Pick a text the company writes often, such as the reply to a quote request or the description of a service. Ask the AI for a draft with a five-line brief, then run the review checklist. Count how much time you spent in total and compare it with the time it takes to write from scratch. If you saved time and the text came out up to standard, you have a good task to delegate. If you spent more time correcting than writing, that task stays with you for now.

In short

• Delegate drafts, variations, summaries and structures.
• Keep the facts, the promises, the final tone and customer data.
• Always review with a checklist; a person approves.
• A one-page rule avoids improvising across the team.

Quick questions

Do I have to say a text was written with AI?

It depends on the context and on the rules of the channel or sector. In general, what matters is that the text is true and that you take authorship. If in doubt, check the applicable rules.

Does AI write well in European Portuguese?

It writes correctly, but often with Brazilian expressions or very generic sentences. Ask explicitly for European Portuguese and review the result.

Can I publish without reviewing if the text is short?

We would not advise it. A short text with a wrong fact or one promise too many can cost as much as a long one. The review is quick.