Knowledge · assist
AI Texts for the Company: Writing Business Texts with AI
How to create emails, quotes and summaries with AI, what makes a good prompt, and why company context makes the difference.
AI texts for the company are business texts – emails, quote texts, summaries, documentation – that an AI creates as a draft and a human reviews and approves. Used well, this saves noticeable time; what's decisive for quality is a clear prompt and the context of your company.
Which texts are really worth it in everyday work
Not every text needs AI. The greatest effect comes from texts that occur frequently and follow a pattern:
- Email drafts: replies, rejections, appointment confirmations, follow-up emails
- Summaries: long emails, documents or meeting notes boiled down to the point
- Quote and explanatory texts: service descriptions phrased understandably
- Structuring aids: checklists, tables, outlines, documentation
The common denominator: the AI takes the rough draft off your hands – the part that many people spend the longest on.
The threefold structure of a good prompt
The most common cause of weak AI texts is a weak prompt. A simple threefold structure has proven effective:
- Goal: What should be created? ("Draft a rejection to Mr. Berg …")
- Context: What is it about, what happened? ("… he had asked about an appointment next week …")
- Form: How should it sound? ("… friendly, three sentences.")
With these three pieces of information, a generic draft becomes a usable one – often on the first attempt. And if not: sharpening it up in dialogue ("shorter", "more formal", "without technical terms") is usually faster than starting over yourself.
Why company context makes the difference
A chat that doesn't know your company inevitably writes in general terms. An assistant with access to your data basis writes more fittingly – and can do more than just write text: in webRichtung assist, tasks, deadlines and notes are created directly in your data basis right out of the conversation, and finished drafts are saved as artifacts – with title, type and tags, so you can find them again later and reuse them.
Recurring text types are worth it as a skill: you record once how your company writes quotes or answers complaints – after that, no one has to explain this anew in every prompt. The article AI Chat with Company Knowledge provides more background.
The limit: AI drafts, you approve
AI texts are drafts, not finished decisions. Three rules have proven effective:
- Check facts: you verify numbers, names, commitments and dates before sending.
- Check the tone: does the text sound like your company? Adjust what doesn't fit – and give the AI that as a guideline for next time.
- Keep responsibility: what goes out goes out through your approval. This principle applies generally on the webRichtung platform: AI prepares, you decide.
How to start pragmatically
Choose a text type that regularly costs you time – for example reply emails to inquiries. Formulate ten prompts following the threefold structure of goal, context, form, and compare the drafts with what you would otherwise have written. What proves effective, you record as a skill or template. This way, a reliable routine grows out of an experiment – without giving up the quality of your communication.
FAQ
What business texts can AI write?
Typical cases are email drafts, summaries, quote texts, checklists, documentation and tables. The AI delivers a draft that you review and adjust.
How do I formulate a good prompt for the AI?
Name three things: the goal (what should be created), the context (what it's about, who it's aimed at) and the form (tone, length, structure).
Why are AI texts often generic?
Because the AI lacks the company context. An assistant that is connected to your data and knows your specifications writes much more fittingly than a chat that starts from zero.
May I send AI texts without review?
That is not advisable. AI delivers drafts – the responsibility for content and tone remains with you. The proven principle is: AI drafts, the human approves.