Your logo tells people who you are. Your words tell them whether they like you. When five people on a team write emails, posts and quotes, the business can sound like five different companies.
A one-page voice guide fixes that, and it has a second use now: paste it at the top of any AI prompt and the AI writes like you instead of like a robot.
How to use it
- Collect 5 to 10 pieces of writing you are proud of: emails, posts, a page of your website, replies customers loved. Add a few reviews, because customers describe you better than you do.
- Run the prompt and edit the result until it sounds right.
- Share it with everyone who writes for the business, and save it to paste into AI tools.
brand-voice.txt
Create a one-page brand voice guide from the samples below. Business: [name], [what we do], [who our customers are] How we want to come across: [e.g. expert but approachable, local, no-nonsense] How we never want to sound: [e.g. corporate, pushy, cutesy] Samples of our writing and customer reviews: [paste 5 to 10 samples] Write: 1. Our voice in one paragraph (to paste at the top of any AI prompt). 2. Four voice traits, each with "we are / we are not" and a short example sentence. 3. Words and phrases we use, and words we avoid (with better alternatives). 4. Formatting habits: sentence length, emojis, exclamation marks, how we greet and sign off. 5. The same message written three ways: a text to a customer, a social post, an email. Base everything on the samples; point out any inconsistencies you see. Canadian English.
Use it everywhere
- Every AI prompt: paste the "voice in one paragraph" section first.
- New staff: part of onboarding, with the word list.
- Agencies and freelancers: send it with every brief.