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Free template
Write your company voice down
An AI writing tool can only sound like your company if someone wrote down how your company sounds. This blank template walks your team through it, one section at a time.
What it is
A fill-in template for your voice and tone rules. Each section has a short prompt and space for your answers. Nothing is filled in for you, because the rules have to come from your own team and your own best writing.
When it is done, the same file guides the people who write for you and the AI tools they use.
What is inside
- Who we are. What the company does, for whom, and what makes it different, in three to five sentences.
- Who we write for. Each main reader: what they know, what they want, and what makes them stop reading.
- Voice in three to five traits. Each trait with what it means, what you do and what you do not do, so the AI cannot overdo it.
- Tone by situation. The feel and length of each type of writing, including the message after something went wrong.
- Words. Words you use, words you never use, and names spelled exactly.
- Grammar and format. Twelve quick answers, from contractions and headings to dates, numbers and emojis.
- Claims we never make. Promises and numbers you cannot back up, and anything legal has asked for.
- Facts the AI may use. Approved facts with a source and a date, plus the facts a person checks every time.
- Samples. Passages that sound like you and passages that miss, with one line on why.
- Checks before anything goes out. The short list a person runs before publishing or sending.
- Who to ask. Who decides when the rules do not cover something.
Who it is for
Marketing leads, founders and communications teams who use AI to draft posts, emails and pages, and spend too long fixing drafts that do not sound like the company.
How to use it
- Download the zip and open the template in any text editor, or paste it into a shared document.
- Fill in every part in square brackets. Delete the prompts in italics as you go.
- Paste three to ten real passages your team is proud of into the samples section. Real samples teach an AI more than any list of adjectives.
- Give the finished file to your AI tool as standing instructions, such as custom instructions or a project file.
- When a draft breaks a rule, add the fix to the file as well as to that one chat. Review it every quarter.
Licence
The template is released by Unicorn Flames LLC under the MIT licence. You can use it, copy it, change it and share it, including at work. The licence file is in the zip.
Frequently asked questions
Is it free?
Yes. The template is free to download, use, copy and change under the MIT licence.
Which AI writing tools does it work with?
Any tool that accepts standing instructions or reference files, such as custom instructions, project instructions or a knowledge file. The template ends with the steps.
Does it come filled in?
No. It is a blank template with a short prompt in each section. Every answer comes from your team.
How long should the finished file be?
About two pages. A short file the AI follows beats a long one it skims.
What file type is it?
A plain text Markdown file. It opens in any text editor and pastes cleanly into Google Docs, Word or Notion.
Want help getting your team's AI to sound like you?
We teach marketing and communications teams to use Claude well, no developer required. A written voice is one of the first things we set up with teams.