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Do not send an AI answer as if it were verified. Treat it as a draft and check four things first: Source (can each important claim be traced to an original or authoritative record?), Verified (has someone independently confirmed the details?), Context (are assumptions, limits and exceptions included?), and Resilient (will the wording remain accurate for this recipient and the likely edge cases?).
That standard matters because fluent systems can invent quotations, studies, citations, dates and numbers while sounding certain. OpenAI describes ChatGPT as useful but not always right; Google Search Central says all AI-generated content must be manually checked for accuracy and trustworthiness. The person who sends the email remains responsible for what it asks others to believe or do.
Why does an AI-written email need a fact-check?
Generative AI predicts plausible sequences of words. It may produce a correct answer, but its confidence and polish are not evidence. A response can combine a real source with an unsupported conclusion, attach a genuine-looking URL to a page that does not say what the text claims, or state an old policy as if it were current.
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Microsoft Support summarizes the principle as: “Validation is the step between getting a response and trusting it.” The UK House of Commons Library similarly says AI should be treated as an assistant, not an authority. Use the model to accelerate drafting, not to transfer accountability.
What are the four checks before I send?
Run the checks in this order. A failure at any stage means the sentence should be corrected, qualified, removed or held for review.
Source: where did the claim come from?
Every consequential factual sentence should point to an identifiable original file, official record, current policy page, primary study or other authoritative source. “The AI said so” is not a source. A citation that merely looks plausible is not a source either.
Verified: has another check confirmed it?
Open the source and compare the exact wording, names, dates, quantities, units, versions and scope. For high-consequence claims, confirm the result independently rather than relying on one unverified page or on the same AI system that generated the draft.
Context: what could the sentence leave out?
Check assumptions, exceptions, dependencies, jurisdiction, audience, uncertainty and the date on which the information was true. A sentence can contain individually accurate words and still mislead by omitting a qualification.
Resilient: will it survive the real email scenario?
Test the message against this recipient, requested action and plausible edge cases. Confirm that urgency, certainty and instructions are supported by the evidence, and that the wording will not become wrong when forwarded to someone with a different role or in a different location.
How do I mark every claim in the draft?
Start with the entire AI response, not just the paragraph you plan to copy. Highlight anything a reasonable recipient could treat as a fact or instruction.
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- Names of people, organizations, products, laws, policies and places.
- Dates, deadlines, durations, prices, amounts, percentages, measurements and calculations.
- Quotations, attributed opinions, study findings and citations.
- Claims about legal, regulatory, medical, financial, security or workplace requirements.
- Statements about capabilities, compatibility, availability, guarantees or causal relationships.
- Requests that tell the recipient to approve, pay, disclose, delete, install, publish or otherwise act.
Separate factual claims from opinions, recommendations and connective wording. “We should delay the launch” is a judgment; “the regulator requires a delay” is a factual claim that needs authoritative support. A sentence written only to make the email sound complete may have no evidence at all.
Make a claim list
For a short message, write each checkable claim on its own line. Add the source you expect to support it and a status such as verified, needs confirmation or remove. This exposes a common failure: a paragraph may have one citation while containing five independent assertions.
How do I trace an AI citation to the real source?
Open every link and locate the passage that supports the sentence. Confirm that the page exists, is from the claimed publisher and covers the same subject, date, jurisdiction and version. Do not accept a title-and-URL combination simply because it looks professional.
- Open the cited item directly. Follow the link rather than searching only for its title. Check the domain, publication date, revision date and document version.
- Find the supporting passage. Use the page’s search function for the name, number or phrase in the draft. Read the surrounding paragraphs, footnotes, definitions and exceptions.
- Compare scope. A source about one country, customer tier, software edition or time period cannot automatically support a broader statement.
- Check the original. Prefer the issuing agency, publisher, contract, dataset, study or policy record over a secondary summary.
- Record the result. Keep the exact source title and location in your working notes so another reviewer can repeat the check.
If you cannot find the source or the passage does not support the claim, Microsoft’s guidance is direct: “If a statement can’t be traced to a source, treat it as unconfirmed until verified.” Remove it, rewrite it as a question or tell the recipient that confirmation is pending. Never leave a fabricated citation in place to make the email look researched.
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Which details require independent verification?
Recheck details whose error could change a decision, create a liability or make the recipient act incorrectly. Use the original publisher, an official record, current policy page, primary research or a qualified subject-matter reviewer.
Recalculate and reconcile
Perform arithmetic yourself, including totals, percentages, date intervals, unit conversions and tax or currency calculations. Compare names letter by letter, check time zones and make sure a version number belongs to the product or document being discussed. An answer that gets the arithmetic right can still apply the wrong rate, period or population.
Use a second source when the stakes justify it
For legal, financial, medical, policy, customer-impacting or irreversible decisions, seek independent confirmation from a second authoritative source or a qualified reviewer. Two copies of the same AI-generated claim are not independent evidence. If sources disagree, preserve the disagreement in the email or pause until someone with relevant expertise resolves it.
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Handle quotations and attributions carefully
Search for the original speech, document, transcript or publication. Confirm that the wording is exact, that the speaker actually said it and that the quotation has not been shortened in a way that changes its meaning. If you cannot locate the original, do not use quotation marks; paraphrase only what you can support or omit the attribution.
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After checking individual facts, read the draft for what it leaves out. Ask the following questions:
- Scope: Does the statement apply to every case, or only to a plan, edition, department, country or customer group?
- Assumptions: What must be true for the recommendation or calculation to work?
- Exceptions: Are there exemptions, thresholds, edge cases or conflicting rules?
- Time: On what date was the information checked, and could a deadline, policy or software version have changed?
- Uncertainty: Are the evidence and sources definitive, disputed or incomplete?
- Dependencies: Does the action require approval, access, a contract, a particular configuration or another team?
- Jurisdiction: Is the rule tied to a state, country, regulator, industry or organization?
Replace broad certainty with bounded language when the evidence is bounded. “The policy requires this in all cases” may need to become “The current policy page requires this for the listed customer tier; the exception for nonprofit accounts still needs confirmation.” That is not needless hedging; it tells the recipient exactly what has and has not been established.
How do I check the recipient, action and attachments?
A factually correct sentence can still create harm if it goes to the wrong person or asks for an unsupported action.
- Confirm the addressee, “To,” “Cc” and distribution list. Remove people who do not need the information.
- Check every attachment, link, filename and permission. Make sure the attachment is the final, correct version and does not expose hidden comments or metadata.
- Compare the requested action with the evidence. A source may support “review by Friday” but not “approve payment today.”
- Verify deadlines, time zones and meeting details independently, especially when the AI created them from scattered notes.
- For an unusual or sensitive request, verify the requester through a separate trusted channel. Do not let a fluent draft manufacture urgency.
Read the completed message once from the recipient’s perspective. They should be able to distinguish what is known, what is uncertain, what source supports it and what they are being asked to do.
What privacy and security checks belong in the review?
Fact-checking does not make it safe to disclose unnecessary personal or confidential information. Before sending, remove data that the recipient does not need: personal identifiers, credentials, private customer details, internal secrets and irrelevant case history.
Review the AI workflow as well as the final email. Government guidance says not to consider generated content authoritative and to confirm quality before use. Cybersecurity guidance likewise warns that AI output can be incorrect, incomplete or biased and should be checked against credible sources. Do not paste confidential material into a service unless your organization’s policy permits that use, and do not repeat sensitive data in an email merely because the model included it.
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How much review does an email need?
Choose the review level by consequence, time sensitivity, source quality, uncertainty, data sensitivity, audience size, reversibility and available expertise. A quick note may need a short source-and-recipient check; an irreversible decision deserves independent verification and expert review.
| Situation | Minimum review | Escalate when |
|---|---|---|
| Routine, low-stakes internal note | Check names, dates, links, attachments and the main factual claims against their sources. | The note contains personal data, a new policy interpretation or an instruction someone may act on. |
| Customer, operational or time-sensitive message | Trace every consequential claim, verify calculations and versions, restore scope and have a second person read the final wording. | The audience is large, the deadline is close, the source is disputed or the action is difficult to reverse. |
| Legal, financial, medical, security, regulatory or irreversible decision | Use primary or official sources, obtain independent confirmation and involve a qualified subject-matter reviewer; document what was checked and when. | Sources conflict, the facts are incomplete, the data is sensitive or no qualified reviewer is available. Pause rather than guess. |
What is the fastest reliable fact-check workflow?
When time is limited, do not skip verification; narrow the scope to the claims that could change the recipient’s decision.
- Minute 1: mark risk. Highlight every number, date, name, quote, citation, requirement and requested action.
- Minutes 2–3: open sources. Follow links and locate the exact supporting passages. Delete unsupported claims immediately.
- Minute 4: test context. Check jurisdiction, date, assumptions, exceptions and whether the recommendation exceeds what the source supports.
- Minute 5: test delivery. Confirm recipients, attachments, links, privacy, deadline and the wording of the requested action.
If the message is high consequence, this quick pass is only triage. Escalate to independent verification and expert review instead of treating five minutes as a universal approval.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What should I do when a claim fails?
The source is missing
Mark the claim unconfirmed. Remove it, ask the sender or subject-matter owner for evidence, or rewrite it as an explicit question. Do not invent a citation or retain a precise number that cannot be checked.
The source exists but does not support the wording
Rewrite the sentence to match the source’s actual scope, date and certainty. If the source supports only a possibility, do not turn it into a requirement or guarantee.
Two credible sources disagree
State the disagreement and its practical effect, then ask a qualified reviewer to resolve it. Include the relevant jurisdiction and dates so the recipient understands why the answers differ.
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Send a prompt correction that identifies the affected statement, supplies the verified information and explains any action the recipient should stop or take. Preserve the original and correction according to your organization’s recordkeeping rules.
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How can I make the final wording safer?
Use language that separates evidence from interpretation. Name the source and checking date when that information matters: “The agency’s current guidance, checked 26 October 2026, says…” Distinguish a recommendation from a requirement: “I recommend…” is not the same as “We must…”. State unresolved items plainly rather than burying them in a confident paragraph.
A useful final pass asks three questions: What does the recipient need to know? What do they need to do? What could they reasonably misunderstand? Remove decorative certainty, unsupported urgency and claims included only because the AI made the prose sound complete.
Pre-send checklist
- Every consequential factual claim has a traceable, appropriate source.
- Names, dates, numbers, units, versions, quotations and calculations have been independently checked when their error matters.
- Scope, assumptions, exceptions, jurisdiction, uncertainty and effective date are visible.
- The requested action, deadline and level of urgency are supported by the evidence.
- Recipients, copied addresses, attachments, links and permissions are correct.
- Unnecessary personal, confidential and security-sensitive information has been removed.
- A human reviewer is accountable for the final message, with expert review for high-consequence decisions.
OpenAI’s Help Center puts the practical rule simply: “Use ChatGPT as a first draft, not a final source. Please check important information.” Apply that rule before the Send button, not after a recipient discovers the error.
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Frequently Asked Questions
Should I tell the recipient that AI helped write the email?
Disclosure depends on your organization’s policy, the recipient’s expectations and the nature of the message. Regardless of disclosure, you remain responsible for checking the content; mentioning AI does not excuse unsupported claims or privacy mistakes.
What if an AI-generated citation leads to a dead link?
Treat the underlying claim as unconfirmed. Look for the publisher’s current archive or official record, and if you cannot locate the original evidence, remove the citation and qualify or delete the claim.
Can a grammar or email-polishing tool change factual meaning?
Yes. Rewriting can alter numbers, negations, certainty, dates or who is responsible for an action. Compare the polished version with the verified draft, especially after accepting an automatic rewrite.
How should a team document an important fact-check?
Keep the final source links or document identifiers, the date checked, material assumptions and the reviewer’s name in the project record. Store that audit note where an authorized colleague can reproduce the decision without relying on the AI conversation.
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