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Brand Voice Guide Template (for AI)

AI-drafted content reads generic when the brand voice guide is vague. This is the version that reads like a config file: rules, not adjectives.

60 to 90 minutesDifficulty: easyFree, no signup

Why this matters

1Telling an AI 'write in our voice' produces generic copy. Giving it specific rules produces brand-aligned copy.
2Most brand voice guides are written for human writers. AI needs different inputs: must-use phrases, must-avoid words, rhythm patterns, sentence length bands.
3A specific voice guide trims editing time by 60 to 80 percent.
4The same guide can be reused across PostWyse for content, OpsWyse for emails, and any custom integration.

The template, step by step

01
Voice descriptor in 3-5 words
Example: 'direct, no hype, occasional dry humor.' This is the top-line. Don't write paragraphs about the voice; write the descriptor that fits in a prompt.
02
Must-use phrases (5-10)
Specific phrasings that signal your brand. Examples: 'we ship, we don't promise' (Linear), 'magic, no superpowers required' (Notion). Make sure they're actually used in your own writing; copying competitor phrases reads false.
03
Must-avoid list (10-15 words/phrases)
Common offenders: 'leverage', 'unlock', 'in today's fast-paced world', 'crucial', 'paradigm shift', em-dashes, 'furthermore', 'utilize'. Add your industry-specific dead phrases.
04
Sentence length band
Tight voice: 10-18 words per sentence. Mid: 15-25. Long-form: 20-35. Pick the band that fits your brand and tell the AI. Most B2B SaaS voices land at 12-22.
05
Vocabulary level
Reading-grade-level target (6th-grade, 9th-grade, 12th-grade) plus permitted jargon. PostWyse defaults: 9th-grade reading level, jargon-friendly for technical posts, jargon-free for top-of-funnel.
06
Three example paragraphs annotated
Paste 3 paragraphs from your existing content that nail the voice. Annotate why each works: 'opens with a specific stat, not a generalization', 'second sentence reframes the implication', 'closes with the action'. AI learns from annotated examples.

Brand voice config

VOICE DESCRIPTOR (3-5 words)
  ____________

MUST-USE PHRASES (5-10)
  - ____________
  - ____________
  - ____________

MUST-AVOID (10-15)
  - leverage
  - unlock
  - in today's fast-paced world
  - crucial
  - paradigm shift
  - em-dashes
  - furthermore
  - utilize
  - ____________ (your additions)

SENTENCE LENGTH BAND
  Target: ____ to ____ words

VOCABULARY
  Reading grade: ____
  Jargon: [allowed / contextual / never]

ANNOTATED EXAMPLES (3)
  Example 1: ____________
    Why it works: ____________
  Example 2: ____________
    Why it works: ____________
  Example 3: ____________
    Why it works: ____________

PUNCTUATION RULES
  Em-dashes: [yes / no]
  Oxford comma: [yes / no]
  Exclamation points: [allowed in / never]

POV
  First person plural: [yes / no]
  Second person: [yes / no]
  Third person: [yes / no]

Common mistakes

Writing the voice guide as marketing copy about the brand. The guide is a config file, not a manifesto.
Including aspirational voice ('we want to sound bold and innovative'). AI needs the voice you actually have, not the one you wish you had.
Skipping the must-avoid list. The must-avoids prevent 80 percent of the AI tells.
Not updating quarterly. Voice evolves; the guide should evolve with it.
Sharing the guide only with content team. Sales, support, and product should all use the same voice config.

Skip the manual work

Let PostWyse run this template on autopilot.

Wyse drafts every input, every personalization, every follow-up in your brand voice. You approve before anything goes live.

Try PostWyse See pricing

Questions

How long should the voice guide be?

One page. Maybe two. If it's longer, it's not a config file; it's a manifesto, and AI will struggle to apply it consistently.

Do I need different voices for different surfaces?

Usually no, but you can split for tone (formal for sales, casual for content). PostWyse lets you save multiple voice profiles per workspace and apply per content type.

How does PostWyse use this guide?

PostWyse parses the config and injects relevant rules into every prompt: voice descriptor, must-avoid list, sentence band, examples. The AI doesn't see the whole guide; it sees the specific constraints for each task.