Use AI to proofread and improve your writing

The problem

You've written a fundraising appeal, a report for trustees, or a page for your website, and you want a second pair of eyes before it goes out. But there's no one available to review it, or you need faster turnaround than asking a colleague. You know it could be tighter, clearer, or more engaging - but you've been staring at it too long to see the problems.

The solution

Use AI as an editor, not a writer. Paste your draft and ask it to critique, not rewrite. Get feedback on clarity, tone, structure, and errors while keeping your voice and message. The key distinction: you wrote it, the AI improves it. This avoids the generic, soulless quality of AI-generated content while catching issues you've gone blind to.

What you get

Your original text with specific, actionable feedback: grammar and spelling corrections, suggestions for clearer phrasing, notes on tone and audience fit, structural improvements, and any factual inconsistencies spotted. You decide what to accept and what to ignore. The result reads like you wrote it (because you did), just polished.

Before you start

• A draft of something you've written (email, report, web page, appeal, bid)
• An idea of who the audience is and what tone you want

When to use this

• You've written something important and want to improve it before sending
• You need a quick review and no colleague is available
• You want to check tone - does this sound right for the audience?
• English isn't your first language and you want a fluency check
• You're adapting writing for a different audience (e.g., trustees vs funders vs public)

When not to use this

• You want the AI to write from scratch (that's a different recipe - and usually produces worse results)
• The document contains identified personal data about beneficiaries or staff (anonymise first or use a paid tier)
• You need specialist editorial review (academic papers, legal documents)

Steps

1. 1

   Set the context

   Before pasting your text, tell the AI: who is the audience, what's the purpose, and what tone you're going for. Example: 'This is a fundraising appeal going to regular donors. It should be warm and personal, not corporate. The goal is to get them to donate to our winter campaign.'

2. 2

   Ask for critique, not rewriting

   This is the most important step. Don't say 'rewrite this'. Say: 'Review this text and give me specific feedback on: (1) clarity - any confusing sentences, (2) tone - does it match the audience, (3) structure - does it flow well, (4) grammar and spelling errors, (5) anything that weakens the message. Don't rewrite it - just tell me what to fix and why.'

3. 3

   Get a second opinion on specific concerns

   Follow up on anything you're unsure about: 'Is the opening strong enough to keep reading?' 'Does the call to action stand out?' 'Is this too long for a newsletter?' 'Would a trustee find this persuasive?' Ask targeted questions rather than vague ones.

4. 4

   Apply changes selectively

   Go through the feedback and apply what makes sense. Ignore suggestions that don't fit your voice or context - the AI doesn't know your organisation like you do. If a suggestion feels wrong, it probably is. If you're not sure, ask the AI to explain why it suggested the change.

5. 5

   Do a final read-through yourself

   Read the revised version aloud. Does it still sound like you? Have the edits improved it or made it generic? If any sentence now sounds like it was written by a machine, rewrite it in your own words. The goal is your voice, polished - not AI voice with your name on it.

Example code

## Fundraising appeal
"Review this donor appeal letter. Check: Is the emotional hook strong
enough? Is the ask clear and specific? Does it explain impact
concretely? Is the tone warm without being manipulative? Flag any
clichés or charity-speak that donors tune out."

## Trustee report
"Review this board paper. Check: Is the executive summary clear
enough for someone reading it 5 minutes before the meeting? Are
recommendations specific and actionable? Is anything buried that
should be upfront? Flag jargon that trustees outside our sector
might not understand."

## Grant application
"Review this funding bid. Check: Does the need statement use evidence
effectively? Is the methodology clear and credible? Are the outcomes
measurable and realistic? Does it answer the funder's criteria
specifically rather than generically? Flag any claims that aren't
backed up."

## Website content
"Review this web page for our services section. Check: Can someone
understand what we offer within 10 seconds of reading? Is the
language accessible (aim for reading age 12)? Are there clear next
steps for someone who wants help? Flag any insider language that a
member of the public wouldn't understand."

## Email to supporters
"Review this email update to our supporters. Check: Would you open
this based on the subject line? Is it scannable (short paragraphs,
clear sections)? Does it make supporters feel valued? Is the call
to action obvious? Flag anything that feels like a form letter."

Tools

Resources