How to make AI sound like your company
Updated October 21, 2026
Write a short voice standard: how you sound, the words you use, the words you never use, any lines that must appear, and two or three real examples. Then put it somewhere every chat sees it, not in one person's saved prompt. A brand guide PDF doesn't work, because the AI never reads it.
Why everyone's AI sounds different
Each person gives the AI their own instructions, or none. One person pasted the brand guide into a Custom GPT last spring. Another has a Claude Project per client. Most people just type the request. The AI fills the gap with its own default voice, which is polite, wordy and fond of words like "elevate".
What to write down
Keep it to about a page. Long voice documents get followed less, not more.
- How you sound, in three or four plain sentences. "Direct and warm. Short sentences. Answer first, then detail."
- Words you use, especially names for things: customers or members, account lead or account manager.
- Words you never use. The AI's favorites are a good place to start.
- Required lines, like a disclaimer or a sign-off format.
- Two or three examples of real writing you're proud of, and one you're not, with a note on what's wrong.
We're excited to share that we'll elevate your launch by moving it to the 14th, unlocking even more impact!
Moving the launch to the 14th works. It gives us time to finish the welcome flow. I'll send the new timeline by Thursday.
Where to put it
In Claude, Team and Enterprise organizations have Organization preferences: up to 3,000 characters applied to every chat, set by an admin. A short voice standard fits. Longer guidance and examples can go in a company skill.
In ChatGPT, there's no workspace-wide instruction setting, so the voice needs to be a skill that's installed for everyone, with a description broad enough that it's used for any outside-facing writing.
In every tool, department skills should repeat or reference the voice, so a Support reply and a Sales email follow the same rules.
Check that it's working
- Pick five everyday requests: a client reply, a post, a follow-up.
- Run each in a fresh chat in every tool your team uses.
- Check for banned words, required lines and length.
- Repeat after any change to the voice, and after model updates.
One voice, kept in every tool
Tekhnea keeps your company voice in one place, applies it in Claude and ChatGPT, and makes every department's skills follow it. Change a word once and every tool has it.
Sources: Claude Help Center, managing skills for your organization; OpenAI Help Center, plugins in ChatGPT.