How to keep a client's rules, facts and voice consistent across ChatGPT and Claude
When several people use ChatGPT or Claude for the same client, each one ends up with slightly different tone and rules. Nobody notices until the client does. A single shared guide per client fixes most of it. Here is a one-page template you can copy.
Free template
The Client Voice Guide.
CLIENT VOICE GUIDE: [Client name] 1. Who they are (2 sentences): What the business does and who it serves. 2. Tone in three words: For example, warm, plain, confident. For each word, add what it is not (warm, not casual). 3. Always do: Three habits every piece of writing should follow (for example short sentences, use the customer's words, lead with the benefit). 4. Never say: Five words, phrases or claims to avoid (for example "cheap", guarantees, competitor names). 5. Key facts (approved): Prices, offers, dates, locations and product names that are correct right now, each with the date last checked. 6. Examples: One paragraph that sounds right and one that sounds wrong, with a line on why. 7. Approval rules: Who approves new rules or facts, and what must be approved before anything goes to the client. 8. Last updated and by whom: Date and name.
How to use it
Three habits that keep it working.
- 01
Keep one guide for each client
A separate guide for each client, so rules and facts never leak from one to another.
- 02
Put it where the AI will read it
Paste it at the start of a chat, or keep it somewhere every person's AI reads from.
- 03
Change it only when a person approves
Update the guide when someone with the authority to decide has agreed, and note the date and who approved it.
Want it shared automatically?
In Krewbill, each client has a space of approved notes that Claude, ChatGPT and Cursor can read. AI can only suggest changes. A person approves them. Free during early access until December 30, 2026.