When you run a business, every letter you send, every proposal you write, and every explanation you give to a customer reflects who you are. No matter how modern the tools become, that principle doesn’t change. Good documentation has always relied on knowledge, care and accuracy. That’s why, if you’re using ChatGPT to help with your paperwork, it makes sense to treat it the way you would a new member of staff: you need to teach it how your business works.

Why ChatGPT Needs to Learn Your Business

ChatGPT can write quickly, but it only works with the information it’s been given. If it doesn’t know what you do, who you serve, or how you operate, then the results are likely to be vague or inconsistent. That’s no different from asking a brand-new employee to draft a customer letter without explaining your services or your tone.

By sharing the essential details — the way you work, your prices, your products, your values, your local area, even your partnerships — you give ChatGPT what it needs to produce accurate, tailored content. It becomes an extension of the business rather than a generic tool.

What to Teach ChatGPT

You don’t need to reveal anything sensitive, but you should help it understand what defines your business. Useful information includes:

• What you sell and who you sell it to
• Your location and the areas you serve
• How long you’ve been in business
• A short description of your services
• Any partners or suppliers you work with
• Your preferred tone of voice when communicating

Once ChatGPT understands your world, it can produce materials that are true to your identity: customer emails, price lists, website wording, newsletters, and more.

The Benefits of Doing It Properly

When ChatGPT understands your business:

• Documents stay consistent across all channels
• Responses to customers become clearer and quicker
• Marketing material sounds like it was written by you
• Errors and misunderstandings are reduced
• You save time without losing your character or standards

In other words, the technology helps you uphold the professionalism that customers expect, instead of replacing it.

A Modern Tool, Guided by Traditional Principles

Technology may move quickly, but business values don’t go out of fashion. Taking the time to teach ChatGPT about your company is no different from training someone in the office. You invest a little effort at the start so the work produced later is reliable, consistent and worth your name being on it.

Used properly, ChatGPT doesn’t replace your judgement — it supports it. It simply becomes another tool to help you present your business in the best possible light, while keeping hold of the standards that got you this far.