Home · Business · Admin & Office · Documents & templates
As of 13 August 2026, AI can make your document easier to read.
Most people should do this themselves; the prompt is on this page.
Can you do it?
5 minutesto a draft.
15 minutesto something you’d act on.
Cost, all in£0
Skill needednone
Who has to check ityou
What the alternative costsThe supplied tool data lists Grammarly as an AI writing assistant, but gives no price for it or for human editing.
If this goes wrong: the document becomes clearer but changes an important meaning, and you need to restore the original wording before sending it.
What to actually do
Do it yourself
The route this page recommends
A chat interface, no skill needed, and roughly 15 minutes until you can act on the result.
How to actually do it
- Open the original document and save a separate copy so the source wording remains available.
- Write down the intended audience, purpose, required tone and any names, figures, dates, defined terms or quoted passages that must remain unchanged.
- Paste the document and those requirements into the prompt, replacing each bracketed slot before submitting it to an AI chatbot.
- Copy the revised document into the separate working copy and use headings, spacing and bullets only where they match the document's purpose.
- Compare the revised copy with the original paragraph by paragraph, checking every fact, number, date, obligation, qualification and quoted passage.
- Ask the document owner or relevant subject expert to check any meaning changes or ambiguities identified in the change log, then send or publish the checked version.
Prompt
Rewrite the document below so it is easier for [AUDIENCE] to read and act on. Its purpose is [PURPOSE]. Use plain UK English, shorter sentences, clear headings and bullets where they improve scanning. Keep every fact, number, date, qualification, obligation and level of certainty unchanged. Do not add information, remove necessary detail, invent examples or alter the intended meaning. Keep names, defined terms, quoted wording and text marked [MUST KEEP] exactly as written. Preserve the document's appropriate level of formality. First provide the revised document. Then provide a short change log listing any sentence where the original meaning was ambiguous or where you recommend a human subject expert check it. Document: [PASTE DOCUMENT HERE]
Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.
Use a tool built for this
Second choiceHand it to a person
The distant thirdA person who owns the outcome does this end to end, worth it when the failure is dear.
What it gets wrong
- It cannot know the organisation's preferred voice unless you provide examples or clear instructions.
- It can make a technical, policy or contractual sentence sound simpler while changing its meaning.
- It cannot decide reliably which internal context your reader already understands.
- It cannot take responsibility for the version you send, publish or rely on.
Even on a YES, the friction has a name: judgement under ambiguity, context depth and taste.
How we scored this
Five axes, each scored nought to two by hand: ten means AI carries the task cleanly, and the thresholds that turn a total into YES, PARTLY or NO are published in the methodology. Each axis name links to its definition.
| Axis | Score (0–2) |
|---|---|
| Output | 2 |
| Inputs | 2 |
| Verification | 1 |
| Liability | 1 |
| Effort delta | 2 |
| Total | 8 / 10 |
The methodology and its thresholds are published in full.
FAQ
- Can AI make my document easier to read?
- Yes. It can simplify sentences, improve structure and turn dense sections into clearer headings and bullets. Check the revised version against the original because clearer wording can still change a technical or contractual meaning.
- Can AI simplify a formal business document?
- Yes, if you specify the audience, purpose and level of formality. Tell it to preserve facts, obligations, qualifications and defined terms, then have the document owner check the result before it is sent.
- Will AI change the meaning of my document?
- It can, especially when the document contains specialist terms, conditions or ambiguous sentences. Ask it to flag uncertainty and compare the rewrite with the original paragraph by paragraph.
- Is it safe to use AI to rewrite a work document?
- It is usually suitable for a first rewrite of a low-risk document, but you remain responsible for the final wording. Do not paste confidential or personal information into a tool unless your organisation permits it, and get a subject expert to check high-stakes content.
Nearby answers
Assessed by gpt-5.6-luna (gpt-5.6-luna) on 2026-08-13, second-checked by an independent model. Wrong somewhere? Email [email protected] and it gets re-checked.
The newsletter
AI news, new answers and product picks, straight to your inbox.