A factual and cautious letter

How can you use AI to prepare a clear letter without inventing facts or asserting unverified rights?

1250 € per session, excl. VAT

In short

This half-day session of 3 hours offers a guided introduction to generative AI for preparing a letter with limited legal implications. Working on a fictitious complaint, participants organise the facts, draft an explicit request and check the draft before it is approved by a qualified professional.

Why this training?

A poorly worded complaint can obscure the facts, invite an imprecise response or unnecessarily strain a business relationship. Separating what is established, assumed and requested helps you prepare a clear letter without giving it implications you cannot control. AI can suggest a structure and rephrase a passage, but it can also invent a reference or unjustifiably strengthen an accusation. The training teaches you to treat its response as a draft, never as legal advice or permission to send the letter. Running case study: The fictitious organisation « Orvélis Papeterie » has received a delivery of binders, some of which do not match the order. The training file includes a purchase order, a delivery note and business correspondence. The task is to request an amicable solution without legally characterising the dispute. Application at work: For your next simple letter, reuse the template with an anonymised file, check each assertion against the available documents and submit the draft to the designated qualified professional before sending anything. Do not automatically transfer the wording to litigation.

Objectives of this training

  • Distinguish documented facts, assumptions and missing information.
  • Structure a letter around the context, facts and request.
  • Formulate a drafting prompt limited to the documents provided.
  • Identify invented additions and excessive wording.
  • Correct a draft and identify the points requiring approval.

Who is it for and what are the prerequisites?

Roles and tasks concerned

  • Administrative assistants preparing complaints or requests to rectify a situation.
  • Managers of small teams who need to submit a draft letter to the legal department.

Prior skills

  • No prior AI knowledge required.
  • Ability to write a routine professional message and read a purchase order.

What you will work on

  1. Defining the scope of a request for an amicable solution

    Objective: Recognise the limits of the intended letter. Difference between setting out a problem, requesting a solution and initiating litigation; the limited role of AI and confidentiality.

  2. Extracting the relevant facts

    Objective: Build a verifiable factual basis. Chronology, document references, discrepancy identified, missing information; distinction between observation and interpretation.

  3. Guiding a first draft

    Objective: Obtain a restrained proposal that stays faithful to the file. Prompt specifying the recipient, objective, permitted facts, tone and structure; prohibition on adding obligations, statutory deadlines or references that have not been provided.

  4. Checking before approval

    Objective: Evaluate and then correct the draft. Check the facts, tone, request, attachments and recipient; sending arrangements and legal implications to be checked with your legal department.

What you take away

  • Table of facts, supporting documents and uncertainties.
  • Annotated, reusable drafting prompt.
  • Corrected draft of an amicable complaint, to be submitted for approval.
  • Completed checklist with escalation points.

Method and assessment

  • Short teaching segments followed by immediate practice on the running case study.
  • Individual work followed by work in pairs, with participants reviewing each other's work.
  • Guided group discussion: what works, what needs correcting and what remains a human decision.
  • Preparation: Arrange access to a generative AI tool authorised by the organisation; no confidential documents will be imported. Consult the fictitious file provided and identify the people authorised to approve letters within your organisation.

Observable criteria: Every factual assertion in the letter refers to a document in the file. ; The request specifies the expected action without threats or unsubstantiated accusations. ; The text contains no invented or unverified legal references. ; Missing information remains flagged rather than being filled in through assumptions. ; The checklist distinguishes between corrections made and questions reserved for the qualified professional..

Frequently asked questions

Can we work on a real letter?

Only after anonymisation and internal authorisation; the fictitious file remains available.

Can the letter be sent straight away?

No. Approval by a qualified professional is required before actual use.

Does AI choose the legal course of action?

No. No sensitive decisions are automated; any follow-up is the responsibility of authorised individuals.

Will we learn to draft a formal notice of default?

No. The exercise remains an amicable complaint; any step with greater implications requires legal support.

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