Quick check
Guess first, no penalty. An AI draft tells a customer their warranty lasts two years. What do you do before you send it?
QA (quality assurance) means checking work before it goes out. Run this five-point QA check on every AI draft. With practice it gets quick.
| Check | What you do |
|---|---|
| 1. Policy facts | Open the help center or internal docs and confirm every rule, date, price, and timeframe in the draft |
| 2. Names and numbers | Match the customer name, order number, and amounts against the real record |
| 3. Read it as the customer | Ask how the reply lands when you are upset, rushed, or worried |
| 4. Cut promises | Remove any refund, date, or outcome you cannot personally guarantee |
| 5. Decide on escalation | Ask whether this needs a human, a specialist, or the bot switched off |
A prompt is the message you send to the AI tool. This one makes the tool list what you need to check. You still do the checking.
Here is a draft reply and our policy. Don't rewrite the draft. List every rule, date, price, timeframe and promise it states. For each one, quote the policy line that supports it, or write "not in the policy".
Draft: [paste it]
Policy: [paste the help center text]Fill the gaps
Fill the gaps so the tool gives you a checklist, not a new draft.
Prompt
Here is a draft reply and our policy. . List every it states. For each one, .
Try it
Your steps, about 2 minutes
- 1.Run the five checks on one AI draft, or on one you make from a past ticket with names and numbers removed. Mark what passes and what fails.1 min
- 2.Write your team's own five-point checklist, one line per point, and send it to one colleague for feedback.1 min