A statement is a short, provable sentence about your business, such as “We manufacture N-type solar modules” or “Our plant is ISO 9001 certified”. Emails can only say things you have approved as statements. This is the main safeguard against an AI saying something about your company that is not true.
Where statements come from
Statements are prepared from your own material after you check your facts. You cannot type in a new statement freehand. Every statement is traced back to something in your documents, which keeps the register grounded in evidence. If a claim you want to make is missing, add material that says it and re-read (see Keep your statements up to date).
The three grades
The AI grades each statement before you see it. The grade is a recommendation; your decision is what counts.
| Grade | What it means | Typical examples |
|---|---|---|
| Approved shown as “Looks fine to us” | Can be verified, or is a plain statement of what you do. | Your product range, where you are based, the markets you ship to. |
| Needs proof | Would be fine with a document on file. | A benchmark, a service level, a test result. |
| Blocked shown as “We’d withhold this” | Should not be said to a stranger in its current form. | Superlatives (“the leading…”), unsupported statistics, customer counts, unproven performance figures, comparisons with named competitors. |
Where a blocked statement contains something useful, the app may offer a narrower wording, shown as Usable as: ….
Approve statements in step 3
- Open step 3, Approve what emails can say.
- For each statement, select Approve or Don’t use. Approving at least three helps the AI write good emails.
- Approve all approves the straightforward ones. It deliberately skips anything that needs proof, is blocked or needs a document on file, so decide those one by one.
- Continue. If some statements are still undecided, you are asked whether to Go back and decide or Leave them out and continue. Statements left out are marked Don’t use; you can revisit them later.
After setup, statements live in Company profile → Statements, grouped as Waiting for approval, Approved, Needs proof and Not used.
Statements a buyer could check
Some statements are ones a buyer could verify and rely on: a certification, a listing, a date, a count, a financial figure or a named customer. Even after you approve one of these, it is marked Needs evidence and emails wait until you say what backs it.
- Select I can prove this.
- Describe the evidence: a certificate, a link, a report, or the name of a file you uploaded (for example, “ISO 9001 certificate 2024, uploaded as iso-cert.pdf”).
- Select Record it. The statement now shows Can be used.
If you do not have the proof yet, choose Not until I have proof. If it should never be said, choose Never use it.
Why emails only use approved statements
Drafts are written from your usable statements only, and every draft is then checked before it can send. That includes first messages, edited drafts and suggested replies. The checker compares the draft with your approved statements and flags any sentence that states or clearly implies something you have not approved.
Offers and next steps are not treated as claims. “May I send you our catalogue?” or “Would a price list be useful?” can appear without being a statement. If the check itself cannot be completed, the draft is held rather than passed.
A held draft shows Needs a recheck in Review drafts, with the sentence that caused it. You can choose Rewrite with latest facts, or, if you are satisfied it is accurate, It’s fine, keep it.
A first email is often the only thing a buyer knows about you. One overstated claim can end a conversation that the facts would have started.
Need help with something not covered here? Email wilson@communication21.com or use Help & glossary in the app.