A buyer asks whether your company uses AI

Does this sound familiar?

Sales receives a broad AI question during procurement. Staff use drafting assistants, while the buyer may actually mean AI embedded in the product. A single yes-or-no answer could describe the wrong scope.

Complete one useful task

1. Copy or summarize one buyer question without including confidential material.
2. Separate employee tool use from embedded product features and confirm which scope the buyer means.
3. Find an accountable owner and evidence for the proposed answer; keep assumptions and missing records visible.
4. Prepare a scoped draft and obtain the required technical or business review before sharing.

See a worked example

Cedar Cloud Software is fictional. This example shows a useful record with open work; it is not an approval, a customer case study or a ready-to-send response.

Buyer question and intended scope

“Do you use AI?” Scope clarification requested from procurement.

Employee use versus product functionality

Staff proposal drafting is in scope for this example. Product AI functionality requires a separate engineering response.

Answer owner and evidence references

Sales operations owns the draft; approved-use list and engineering feature statement requested.

Verified facts and unknowns

Staff drafting is documented. Engineering confirmation is still outstanding.

Scoped draft and required review

Draft: staff use reviewed tools for specified internal tasks. Product functionality is being confirmed separately; do not send this as a complete answer yet.

Follow-up owner and date

Sales operations to obtain engineering review before responding.

Your turn

Use short descriptions and evidence references. Keep confidential records in your approved systems. Your entries stay in this page; download your notes before closing it.

What counts as done?

The draft states its scope, separates supported facts from open items, and has an assigned reviewer. It does not imply that staff-use records establish the safety of a product AI system.

Staff AI use is recorded in the Shadow AI, Policy and Toolkit kits. Customer-facing AI features are recorded in the AI Feature Record Kit. The AI Questionnaire Response Kit answers customer questions from both.