10 tips for using AI to write like a human How to harness the efficiency and avoid the risks of tech-generated communication

5 min read

AI can write an email or executive brief in seconds. It will be grammatically correct, organized, and authoritative. The problem: Humans don’t communicate that way. We pause, emphasize, digress, and don’t always use proper grammar. We draw from experience and context.  Those distinct human qualities add meaning and value that technology can’t replicate.

Employees are adopting AI faster than organizations can support it. Microsoft’s 2026 Work Trend Index reports that three out of four employees now use AI for business tasks, often for writing or revising communication. Unlike humans, AI is predictable. It leans on filler words, repetitive transitions, and tidy three‑part phrases that make content sound generic. The more AI is used, the more easily people recognize it as such, and that recognition erodes trust. 

Employees need clarity on how and when to rely on AI. Without guidelines, communication becomes less personal and less valuable. This is especially true in customer-facing or leadership positions, where tone and nuance matter most.  

What follows are ten tips to make AI-generated writing sound as natural as possible. Here’s what to watch out for and how to strengthen the message.

1. Ban empty blather. AI loves polished phrases that don’t say anything. Avoid lines like “driving alignment across key stakeholders” or “leveraging cross-functional synergies.” If a phrase could appear in any company’s email, it should not appear in yours.
2. Get to the point. AI-generated content, especially emails, often defaults to overly formal and excessively polite language. Review and refine to sound natural, if for nothing else, to not waste the time of your reader.   
3. Add personal details. Mention something specific from your last conversation. Reference a shared project. Note a personal milestone. Specifics signal that a real person is paying attention.
4. Reduce the em dashes. Although it’s a correct form of punctuation, too many em dashes, or using them too often, can signal AI is the author of the piece, not a human.  
5. Break the rhythm. AI writes in smooth, even patterns, often in threes (e.g., faster, smarter, more efficient). Humans do not. Use a short sentence when you want emphasis. Ask a question. Drop in an aside. Varying sentence length and structure is an easy way to sound unmistakably human.
6. Be specific. Revise abstract statements like “we are committed to exceptional service.” Add details like “we rebuilt our response workflow so customer questions are answered in less than two hours.”
7. Don’t be perfect. Write the way you speak, or with a little more care. Humor, quirks, and even small imperfections make it personal and build trust.
8. Beware of transition words. Words like moreover, however, additionally, etc., can be overused in AI-generated content.  Be careful not to overuse them. 
9. Read it aloud. Hearing the message makes it easier to spot stiffness or inauthentic phrasing. If it doesn’t sound like you, revise it.
10. Don’t trust. Verify. Fact-check everything, especially data and quotes. Links may be broken, and details may be invented to satisfy your request.

AI is a revolutionary writing tool that simplifies everyday correspondence. And this is just the beginning. Let AI help with the draft but take a moment to make it your own so every message feels authentic to the person reading it.