Help me improve this English writing for [AUDIENCE] and [PURPOSE]. Here is the text or source notes: [TEXT OR NOTES]. I need the tone to be [TONE] and the English level to be [ENGLISH LEVEL OR STYLE PREFERENCE]. Preserve these terms, facts, names, quotations, and wording choices exactly unless I explicitly approve a change: [NON-NEGOTIABLE DETAILS]. If I supplied a draft, first infer its intended meaning and then edit it without changing claims, commitments, dates, quantities, or the level of certainty. If I supplied notes, write a fresh draft using only those notes. Produce: 1. A polished version in English, with a clear structure appropriate to the purpose.
2. A short change log with the 5-10 most meaningful edits, explaining only changes that affect tone, clarity, grammar, logic, or possible ambiguity. 3. A "meaning or fact questions" list for anything that cannot be safely inferred. Do not fill those gaps with invented details. 4. An optional plainer alternative only if the selected audience would benefit from simpler wording. Use natural English, not inflated corporate language. Keep the original length within 15% unless the source is notes or I ask otherwise. Preserve a non-native writer's intended directness where it is appropriate; do not make the voice artificially formal. Ask up to 3 clarifying questions only if a required input is missing. Before answering, self-check sentence by sentence for changed facts, promises, numbers, or attribution. Also flag phrases that could be misunderstood by the stated audience instead of silently changing a high-stakes meaning.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [AUDIENCE] | Name who will read the writing and their relationship to you. | A procurement manager at a long-term client |
| [PURPOSE] | State what the writing needs to accomplish. | Explain a delayed delivery and request a revised acceptance date |
| [TEXT OR NOTES] | Paste the draft to edit or the factual notes for a new draft. | We have problem with supplier and the parts arrive next Tuesday. We are sorry and ask can move acceptance from 14 May to 21 May. |
| [TONE] | Describe the desired tone, such as warm and professional or concise and firm. | Direct, accountable, and respectful |
| [ENGLISH LEVEL OR STYLE PREFERENCE] | State the desired reading level, regional English, or style convention. | Plain US business English, around an eighth-grade reading level |
| [NON-NEGOTIABLE DETAILS] | List facts, terms, names, quotes, or phrasing that must remain unchanged. | The dates 14 May and 21 May; do not promise that the delay cannot recur |
How to use
- Paste the original text and state the reader, since the same sentence can need different wording for a client, colleague, or public audience.
- List fixed facts separately, especially dates, numbers, product names, and commitments.
- Read the change log for shifts in certainty such as may, will, must, or cannot.
- Follow up with: "Give me three subject lines that match this version without overstating the outcome."
Variations
Grammar only
Use this when wording and tone are already right.
Proofread this [TEXT] for grammar, punctuation, spelling, and obvious word-choice errors in [US OR UK ENGLISH]. Do not rewrite sentences for style, change the tone, alter facts, or add content. Return the corrected text first, then a compact list of changes that affect meaning or may be disputed. Preserve all names, numbers, dates, quotations, and technical terms. Ask up to 3 questions only when a correction depends on intended meaning. Self-check for unintentional factual changes.
Tone adjustment
Use this when the message needs a different interpersonal tone.
Rewrite this [TEXT] for [AUDIENCE] so it sounds [TARGET TONE] while preserving every factual claim, request, deadline, and commitment. Return one revised version and a brief note on any sentence whose original meaning could support more than one interpretation. Avoid adding apologies, promises, legal conclusions, or blame not present in the source. Keep it within [LENGTH LIMIT]. Self-check that strength of certainty and responsibility did not change.
Plain English version
Use this for readers who need simpler language.
Convert this [TEXT] into plain English for [AUDIENCE]. Keep all required facts, steps, dates, eligibility rules, and exceptions accurate. Use short sentences, defined terms, active verbs, and headings only where they help scanning. Return the revised text plus a list of terms that still need a definition from the source owner. Do not simplify away legal, medical, financial, or safety conditions. Self-check that every instruction remains actionable and complete.
Tips
- Keep a separate list of facts that may not change; edits often accidentally strengthen a promise or soften a condition.
- Choose US or UK English at the outset, especially for spelling, date formats, quotation marks, and punctuation conventions.
- For sensitive messages, ask for an ambiguity list before accepting a rewrite; a fluent sentence can still alter responsibility or timing.
- If the text contains technical or legal terms, require the model to preserve them and identify unclear terms rather than replacing them casually.
FAQ
Will AI change my meaning when it corrects my English?
It can, especially when a sentence is ambiguous. Use fixed details and ask for a change log to catch meaningful changes.
Can I use this for academic writing?
Yes, but preserve citations and technical terms, and verify that the revised wording does not overstate what your evidence supports.
Should I ask for formal English?
Only when the audience expects it. Plain, direct English is often clearer for workplace and customer writing.