To: [ALL STAFF EMAIL OR LIST]
Subject: Our new AI Use Policy: please read and sign by [DATE]

Hi everyone,

Lots of us are already using AI tools to write emails, plan social posts and get through paperwork faster, and that's great. Starting [EFFECTIVE DATE], [COMPANY NAME] has a short AI Use Policy so we all follow the same rules and keep our customers' and each other's information safe.

The short version:

- Use only the AI tools on our approved list, signed in with the company account: [LINK OR LOCATION OF THE REGISTER]
- Never paste passwords, payment or bank details, ID numbers, customer records, health information, staff records or anything confidential into an AI tool.
- Read and check everything AI writes before you send or publish it. You're responsible for what goes out.
- Be honest with customers about AI. If someone asks whether they're talking to a person, tell the truth.
- If something goes wrong, tell me right away. Nobody will get in trouble for reporting a mistake quickly.

What I need from you:

1. Read the attached policy (about [10] minutes) and the one-page poster.
2. Sign the attached acknowledgment form and return it to [NAME / LOCATION] by [DATE].
3. Want to use an AI tool that isn't on the list? Ask [NAME] first.

We'll go over it together for 10 minutes at [MEETING OR SHIFT, DAY AND TIME]. Bring your questions, or reply to this email any time.

Thanks for helping keep [COMPANY NAME] and our customers safe.

[YOUR NAME]
[JOB TITLE], [COMPANY NAME]
[PHONE]
