AI-Assisted Writing Governance

AI Use Disclosure Statement Template

Create a plain-language statement describing how AI assisted with content, what a human reviewed, and who accepts responsibility for the final version.

Free editable Markdown · Publishers, editors, and communications teams · Updated July 30, 2026

Download Markdown

Accessible HTML preview

Blank template

The downloaded file contains the same fields in editable Markdown.

Disclosure record

Content title: [Enter title]
Publication: [Enter site, journal, course, or organization]
Publication or update date: [YYYY-MM-DD]
Responsible editor: [Enter name or accountable team]
AI-assisted tasks: [Describe the actual tasks]
Human-reviewed elements: [Describe the review scope]
Verification performed: [List checks and sources]
Material not submitted to AI tools: [Record exclusions if relevant]
Contact for questions: [Enter an appropriate contact]

Short public disclosure

Statement: AI tools assisted with [tasks]. [Person or team] reviewed the final content for [checks] and accepts responsibility for the published version.

Detailed public disclosure

Statement: AI tools supported [tasks] for this [content type]. A human editor reviewed [scope], checked [claims or sources], and approved the final version on [date]. AI output was not treated as an authoritative source. Questions or correction requests can be sent to [contact].

Disclosure quality check

The statement describes actual use rather than a generic policy.
It distinguishes AI assistance from human responsibility.
It does not imply that unverified output was independently verified.
It avoids unsupported privacy, security, and accuracy assurances.
It includes an accountable contact or update date when appropriate.

How to use this template

Identify the parts of the workflow where AI was actually used.
Describe that assistance in specific, plain language.
Record the human review and factual verification performed.
Remove privacy, security, or accuracy assurances that cannot be confirmed.
Place the disclosure where the intended reader can reasonably find it.

Use disclosure to give readers relevant context

An AI use disclosure is useful when knowing how content was produced could affect a reader's trust, interpretation, consent, or ability to reproduce the work. It can accompany research, educational material, journalism, client deliverables, creative work, or an editorial policy. The statement should describe actual assistance rather than imply that every use is equivalent. Brainstorming headings is different from generating analysis, translating interviews, or creating an image. Start with the rules that govern the work, then use this template to record the scope accurately. The template helps communication; it does not decide whether a particular disclosure is legally sufficient.

Keep an internal record before writing the public statement

A strong workflow separates the detailed production record from the concise note readers see. Internally, record the tasks, responsible person, verification performed, excluded material, tool identity when relevant, and approval date. Then select the facts a reasonable reader needs to understand the role of AI and the role of human judgment. Describe checks specifically—such as reviewing quotations against transcripts—instead of saying the content was fully verified. If the process changes during revision, update both records. Naming a correction contact gives the disclosure an ongoing purpose rather than treating transparency as a one-time label.

Do not turn transparency into a guarantee

Avoid vague statements such as “AI was used” when the type of assistance is known, but do not bury readers in technical detail that does not affect the work. Never claim that human review guarantees accuracy, that a provider retains nothing, or that a workflow is secure unless those statements have been verified for the specific system and configuration. A disclosure also fails when it names an editor who did not perform the stated review, omits a material generated element, or functions as a liability waiver. Reassess the statement whenever tools, methods, sources, or accountable reviewers change.

See the fields in context

Fictional example: editorial methods note

The publication, editor, and contact below are fictional and included only to show how the blank statement can be completed.

AI tools helped brainstorm headings and identify sentences that could be clearer.
Editor Maya Chen checked the cited sources, rewrote the final copy, and approved the guide on July 30, 2026.
AI output was not used as a factual source.
Correction requests can be sent to editorial@example.org.

Frequently asked questions

Is an AI disclosure always legally required?

Requirements depend on the jurisdiction, contract, platform, institution, and type of content. This template helps describe actual use but does not provide a legal conclusion.

Should the disclosure name the AI tool?

Name it when the identity or version is material and can be stated accurately. The more important requirement is to describe the task performed and the human review.

Where should an AI disclosure appear?

Choose a location readers can reasonably find, such as an author note, methodology section, caption, footer note, or accompanying documentation.

Does human review guarantee accuracy?

No. Explain what was checked without turning the review into a guarantee. Provide a correction path when mistakes could matter.