Using AI to explain a government letter in plain English
You will be able to use an AI tool to get a plain language explanation of an official document. You will learn how to ask the tool to map the information to your situation. You will also learn how to check the information and understand its limits.
Official documents, like letters from government departments, often use complex language, technical terms, and legal jargon. This can make them hard to understand, especially when the information is important to your life. When you need to explain a government letter in plain English, an AI tool can help you get a clearer picture of what the document means for you. This can help you make informed decisions or take the right next steps.
What to prepare before you start
Before you use an AI tool, gather the official document you want to understand. Make sure you have the full text of the document. You might also want to have some notes about your specific situation. For example, if the letter is about a payment, you might note down your current payment details or any recent changes to your circumstances. This information will help you ask the AI tool for a more personalised explanation.
How to get a plain language explanation
First, copy the text from your official document. Then, paste it into the AI tool. Next, ask the AI tool to explain the document in plain language. You might ask the tool to summarise the main points in easy-to-understand words. You can also ask it to explain specific sections that are particularly confusing. Remember to be clear about what you want the tool to do.
Mapping the explanation to your situation
Once you have a general explanation, you can ask the AI tool to relate the information to your specific situation. For instance, if the letter is about eligibility for a service, you could tell the AI tool about your circumstances and ask how they fit the eligibility criteria. You might ask what the letter means for you, given the benefits you receive, or how it applies to your housing situation at your address. This helps you get a more relevant and useful explanation. You can also ask the tool to list the sources it used to explain the document, if it refers to other rules or laws.
Understanding that it is not legal advice
It is important to remember that an AI tool does not give legal advice. It provides general information and explanations based on the text you provide. If your official document has legal implications, or if you need advice about your rights and obligations, you should always consult a qualified lawyer or a relevant professional. The AI tool can help you understand the document, but it cannot replace professional legal guidance.
Checking the result and flagging uncertainty
After the AI tool gives you an explanation, always check it carefully. Does it make sense? Does it match what you already know? If you are unsure about any part of the explanation, ask the AI tool to clarify. You can ask it to explain a part again in a different way, or to define a specific term in the context of the document. If the AI tool expresses uncertainty, or if you still feel unsure, it is a good idea to seek further information from the official source or a professional.
Next steps for you
Practise using AI tools with different types of documents. The more you use them, the better you will become at asking for clear and helpful explanations. You can also explore how AI can help you with other tasks, such as turning messages into a task list or writing difficult emails. For more tips, see our posts on how to turn messages into a task list with AI and AI to write a difficult email.
If you would like support to build this skill, AI mentoring is aXai's program for people with disability who want to learn AI tools for their own goals, at their own pace. You can register your interest on the page.
aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work: skilled people with disability in real, properly paid roles, with AI removing the barriers. Read how AI-supported work works.
Easy Read version
Why explain a letter?
Official letters can be hard to understand.
They use big words.
An AI tool can help you understand the letter.
It can make the words simple.
This helps you know what to do.
Get ready
Find the letter you want to understand.
Have the whole letter ready.
Think about your situation.
For example, if the letter is about money, think about your money details.
This helps the AI tool explain it for you.
How to get help from AI
Copy the words from your letter.
Put the words into the AI tool.
Ask the AI tool to explain the letter in simple words.
You can ask it to explain parts that are confusing.
Tell the AI tool what you want it to do.
Make it about you
After the AI tool explains the letter, you can ask it to make it about you.
Tell the AI tool about your situation.
Ask how the letter applies to you.
For example, ask what the letter means for your payments.
This helps you get a useful explanation.
You can also ask where the AI tool got its information.
It is not legal advice
AI tools do not give legal advice.
They give you general information.
If your letter is about legal things, get help from a lawyer.
An AI tool cannot replace a lawyer.
Check the answer
Always check what the AI tool tells you.
Does it make sense?
Is it correct?
If you are not sure, ask the AI tool to explain it again.
You can ask it to explain a word you do not know.
If you are still not sure, ask the people who sent the letter.
Or ask a professional for help.
What to do next
Practise using AI tools.
Try them with different letters.
This will help you get better at it.
AI can also help you with other things.
For example, it can help you make a list of tasks.
It can also help you write hard emails.
AI mentoring is aXai's program for people with disability.
You learn to use AI tools for your own goals, at your own pace.
You can register your interest on the page.
aXai is a company led by people with disability.
Skilled people with disability do the work.
They have real jobs with proper pay.
AI removes the barriers.