AI-Assisted Writing at Work: Navigating Professionalism and Trust

If you have been paying attention, you’ll know that AI writing assistants are everywhere. From quick email responses to polished reports, they promise faster, cleaner, and more professional communication. It’s no surprise then that many managers now lean on AI tools to speed up routine writing.

In this context, a new peer-reviewed study in the International Journal of Business Communication raises an important question: What happens to trust when leaders let AI do too much of the talking?

What the Research Says

In “Professionalism and Trustworthiness in AI-Assisted Workplace Writing: The Benefits and Drawbacks of Writing with AI” (2025), researchers Peter W. Cardon (USC) and Anthony W. Coman (UF) surveyed over 1,100 working professionals to test reactions to AI-assisted messages.

Their findings reveal a double-edged reality:

Messages crafted with AI often strike readers as more professional, efficient, and effective. Errors vanish, tone is polished, and structure is clean.

However, as the authors explain in the abstract:

“Managers who use AI for routine communication tasks put their trustworthiness at risk when using medium- to high-levels of AI assistance, as respondents begin to question the authorship, confidence, caring, sincerity, and ability of senders.”

And later in the findings:

“While using AI may improve the overall perceptions of the professionalism of their writing, some recipients may doubt a supervisor’s authenticity, sincerity, and caring.”

In other words: the message may look good on paper, but the messenger risks losing credibility. AI can polish your words, but it can also make your message feel less human.

The Perception Gap

One of the most striking insights from the study is the perception gap. Professionals tend to be lenient about their own use of AI tools, but they’re far more critical when their supervisors do the same.

For example, many participants were comfortable using AI to polish their own emails, even at high levels of assistance. However, when shown a similar scenario involving their boss, they rated the same AI-assisted message as less sincere, less caring, and less confident.

This highlights something deeper about workplace communication:

On one hand, self-use is seen as practical. People treat AI as just another tool to save time.

On the other hand, supervisor-use is judged relationally. When leaders lean on AI, it signals more than efficiency. It signals how much they value their team. Too much AI can come across as lazy or impersonal.

What This Means for Leaders

So, should managers avoid AI altogether? Not at all. While the study doesn’t condemn AI, it highlights the need for balance.

Use AI for clarity and polish. Let it catch errors, streamline structure, and refine tone. However, keep the human touch in relational messages. Praise, recognition, apologies, and vision-setting should be written in your own words. Remember that trust is relational. Yes, professional polish matters, but sincerity is what builds connection. And connection builds trust.

At Writing in Blue Ink, we believe in human-centered writing grounded in purpose, clarity, and authenticity, and this study confirms what we’re advocating. AI can help you achieve clarity, but it cannot replace you. Authenticity is the heartbeat of communication; it’s what shows intent, care, and humanity in your writing. Read this article for tips on how your writing can stay authentic.

The takeaway from this research is simple: Use AI wisely. Treat it as a tool, not a substitute. Let it enhance professionalism, but never compromise trust and connection for polished words.