Sensitive data

Before You Paste a Work Email into AI

Remove sensitive details without stripping away the context an AI needs to draft a useful work email.

Use fictional placeholders while practising. Follow your workplace's approved tools and data rules.

Start with a fictional version of the situation

You usually do not need a real name, email address, order number, customer record, or internal project name to draft the wording of an email. Replace those details first, while you are still looking at the original source.

Replace this

Ms. Taylor at Bright North Ltd asked about order 83492.

With this

Customer A at Company B asked about Order C.

Keep the useful context

Removing sensitive details does not mean removing every detail. Keep the communication goal, the confirmed facts, the tone, and the next step that a person has approved.

Why you are writing
What has been confirmed
What is still undecided
What action you may actually promise
When a person needs to check the final draft

Keep out of an external AI tool: passwords, access links, payment details, health information, personnel records, full contracts, unreleased plans, and any material your workplace has not approved for that tool.

A copy-ready prompt

Using only the fictional notes below, draft a short work email. Do not add facts, causes, decisions, deadlines, prices, or promises that are not in the notes. Mark anything undecided as “To be confirmed.” End with a short list of details a person should check before sending.

Check the real email, not only the AI text

After drafting, return to the actual email screen and the original source. Check the recipient, attachment, names, dates, amounts, permissions, and the strength of every promise. Fluent wording is not proof that the message is correct.