One teammate drafts in ChatGPT. Another rewrites in Notion. Someone else runs edits in Grammarly. The tools are different, and the tone is too (plus there’s wrong data from an old report).

When every new message sounds like a different version of the same story, it’s not a writing problem—it’s a consistency problem. AI helps teams move fast. But speed can scatter your narrative.

I’ve done interviews with talking heads who hadn’t been briefed, and scavenged for notes to write last-minute speaking points. So I can tell you—when you have quality key messaging with a clear stance, a bit of context, some credible data, and a human face to pair with it, your story stands out because you’ve made it easy to tell.

Funders, partners, and readers rely on steady language. When the message shifts, trust slips. Strong key messaging closes that gap. 

What Are Key Messages?

A short set of clear, factual statements that define what you stand for and why it matters. 

Here’s what to consider when finalizing your key messaging:

1. Know Who You’re Talking To

AI doesn’t know your reader—you do. Decide who the message is for before you write or edit, ie., funders, clients, partners, or staff. Replace internal jargon with words people actually use.

Example:

“We help working parents find credible, time-saving wellness advice they can trust, because health shouldn’t depend on having hours to spare.”

If the sentence doesn’t speak to a specific audience, it’s not direct enough yet.

2. Keep One Main Idea

Each key message should do one job. That’s to to explain what you do, who you help, or why it matters.

Example:

“When our community shares stories together, people feel more connected and local engagement grows.”

Everything else becomes supporting detail, not the headline. AI loves to over-deliver. You might get multiple claims in one generated paragraph. Your job is to pick the strongest one that suits your end goal.

3. Make It True and Readable

AI can sound confident and still be wrong. Check facts, numbers, and outcomes against real sources before you hit publish. Then simplify the structure until it reads naturally out loud.

Example:

“In the past year, seven out of ten participants reported feeling more confident sharing cultural knowledge with youth.”

Keep the language plain and professional, using words that sound natural no matter who works with them next. Content that’s factually sound and easy to read wins every time.

If you’re ready to turn these ideas into a living document your team can use, grab the free Eve Edit Co. Key Message Builder Template below. It walks you through drafting and refining aligned messages, step by step.

4. Add a Human Touch

Add one small, real-world detail to your copy to evoke emotion or share an impact.

Example:

“Before joining our mentorship program, Anna didn’t think her story mattered. Now she leads sessions helping other women share theirs.”

If copy feels canned or robotic, a human experience will change that. Think of yourself when you’re reading the news, or scrolling on social. It’s faces and emotional phrasing that make you stop.

5. End with Direction

Don’t let your message trail off. Every piece of communication, whether it’s a post, email, or report, should pull your reader forward.

Replace vague prompts like “learn more” with something clear and useful: download a guide, join a session, share feedback, or sign up. 

Example:

“Join our Saturday team to sort donations and greet families. One short shift helps keep our food bank open every week.”

Strong communication doesn’t just explain, it leads. 

Where to Use Key Messages

Store your finished messages in one shared space so all staff drafts start from the same foundation.

Use them wherever consistency matters:

– Website copy and social posts

– Press releases and media kits

– Speeches and talking points

– Fundraising updates and proposals

– Onboarding or internal prep

Update key messaging quarterly or when priorities change. Always date your documents.

Final Word

AI can speed up writing processes. But engagement and trust are developed by you. Build your key messages once, and they’ll guide every draft that follows.

✏️ Get started by downloading Eve Edit Co.’s free Key Message Builder Template.