A client asks, "Do you use AI for this?" and you have about ten seconds to decide whether to be vague. Don't be. The short answer: say what you use it for, what data goes in, and who checks the output, in two or three plain sentences. Below are copyable wordings for six situations, at three levels of detail, plus a rule for choosing between them. This is not legal advice. Your contract, your client's rules and your regulator come first.
What should an AI disclosure say?
Four ingredients, in this order:
- What AI does here. A task, not a brand name: "first-draft summaries", "transcription", "image variations".
- What data it sees. "Only public information", "your documents with names removed", "none of your data".
- Who is accountable. A named person reads and approves everything delivered.
- How to opt out or ask. One sentence the client can act on.
Leave out apologies and excuses. "We use AI responsibly" says nothing a client can check. "A person reviews every figure against your source files" does.
Which level of detail do I need?
Pick by how much the client's data and trust are at stake, not by how much AI you used.
| Level | Use when | Length |
|---|---|---|
| 1. One line | Low-stakes work, no client data goes in | One sentence |
| 2. Paragraph | Client data may be processed, or AI shapes the deliverable | 3 to 5 sentences |
| 3. Clause | Regulated or confidential work, or the client asks for it in writing | Short contract clause, to be reviewed by your lawyer |
Copyable wording for proposals and websites
Level 1, one line (untested wording, adapt it):
We use AI tools for [first drafts / research notes / image variations].
A named person on our team reviews everything we deliver, and none of
your confidential material goes into them.
Level 2, paragraph:
How we use AI on this project
We use generative AI for [TASKS, e.g. transcribing calls and drafting
first versions of reports]. The tools are [TOOL CATEGORY, e.g. business
accounts of a mainstream chatbot] and they may see [DATA: e.g. your
documents with names and account numbers removed]. They do not see
[EXCLUDED: e.g. passwords, payment details, personal data of your
customers]. [NAME] reads and takes responsibility for everything we send
you, and checks every figure and quote against your source files. If you
would like us not to use AI on this project, tell us and we will agree
that in writing.
Wording for contracts and statements of work
Contract text is where a lawyer should have the last word. Treat these as discussion starters to bring to one, not clauses to paste.
Option A, AI permitted with conditions:
The Supplier may use generative AI tools in producing the Deliverables,
provided that (a) Client Confidential Information is not entered into
any tool unless the Client has approved that tool in writing, (b) the
Supplier reviews all Deliverables before delivery, and (c) the Supplier
remains responsible for the Deliverables as if produced without AI.
Option B, AI restricted:
The Supplier shall not use generative AI tools to produce the
Deliverables or to process Client Data, except for the following listed
tools and purposes: [LIST]. The Supplier shall notify the Client before
adding any tool to the list.
Option C, client-side question list (useful when you are the client):
Please tell us: which AI tools you use on our work; whether our content
or data is entered into them; which account type and settings apply
(for example, whether content is used for training); who reviews the
output; and how you handle a request to delete our data.
Wording for invoices, reports and deliverables
Often a footer is enough. Pick the one that matches reality.
| Situation | Wording |
|---|---|
| Written report, AI drafted sections | "Sections [X] were drafted with AI assistance and reviewed and edited by [NAME]." |
| Data analysis | "Calculations were produced by [TOOL/METHOD] and verified by [NAME] against [SOURCE]." |
| Transcripts | "Transcribed automatically and corrected by [NAME] where marked. Check quotes against the audio before use." |
| Images or video | "Includes AI-generated imagery. Licence and usage terms for each tool are on file and available on request." |
| No AI used | "No generative AI was used to produce this deliverable." Say this only if it is true. |
The image row hides a real question, which is whether the output can be used commercially under the tool's terms. Check the specific tool's terms for the plan you used and keep a copy of what you read, with the date. I did not verify any tool's licence terms for this post.
How do I answer "Do you use AI?" live?
A spoken version of level 2:
Yes, for [TASK]. It sees [DATA]. It doesn't see [EXCLUDED]. I review
everything before it reaches you. If you'd rather I didn't, I can work
without it, and I'll tell you if that changes the price or timeline.
Three failure patterns to avoid:
- The deflection. "We use a mix of tools and human expertise." A careful client hears evasion.
- The overclaim. "All work is 100% human." Only say it if even spell-check, translation and transcription tools are accounted for.
- The blame shift. "The AI made a mistake." You delivered it. You own it.
What if a client's data went into a tool they didn't approve?
Tell them quickly, before they find out. A sensible order, which I'd treat as a draft to adapt:
- Stop using that tool for their data.
- Work out what went in, and when.
- Check the vendor's own page for the account type you used: is it used for training by default, how long is it kept, and can you request deletion? Write down the date of what you read. The vendor retention table shows where to look for six vendors.
- Tell the client what happened, what you've done, and what you're changing.
Your internal rule for this should already exist. If it doesn't, the AI use policy template has a same-day reporting section, and the what not to paste guide explains which data to keep out in the first place. If the client's data genuinely can't go to a cloud vendor, use the local vs cloud decision guide.
What not to write
- Invented compliance. Don't write that you are "GDPR compliant", "SOC 2 certified" or "fully secure" unless an audit or a lawyer says so. Describe what you do instead.
- Vendor promises as your own. "The vendor doesn't train on your data" is a statement about their terms for a particular plan at a particular date. Say "per [vendor]'s terms as of [date]" and keep the link.
- Precision you don't have. If you can't say where a tool stores data, say you are checking, and then check.
A rollout checklist
- Choose a level for proposals, one for contracts, one for deliverables.
- Fill brackets from your real tool register, not from memory.
- Have a lawyer read the contract versions.
- Try your level 2 wording on one friendly client and note their questions.
- Put a review date in your calendar. Tools and terms change.
Clients mostly want two things: to know someone is accountable, and to know their material is handled with care. Wording that says both, specifically, does more than any badge.
