Clear communication about AI use is essential as systems become more integrated into day-to-day operations. Whether your organisation is using AI internally or in public-facing services, this practice supports the design of practical communication tools that clarify the role of AI in decision-making and make its use more visible.
This practice focuses on how information about AI use is shared in ways people can understand, not technical system documentation. While standardised documentation helps manage internal risks and ensure accountable development, transparency efforts focus on building understanding and trust by clearly explaining AI use to people outside the development team.
Transparency is not about publishing everything, it is about providing the right level of information, to the right audience, at the right moment. Organisations can improve transparency through a mix of internal and external communication tools, depending on the context and audience.
For internal staff, this might include briefings, project updates, or use notices that highlight where AI is in use and what to watch for.
For external users, common tools include:
- In-context explanations: short, embedded messages that help users understand how AI is involved while they interact with a product or service. These appear during onboarding or when receiving a recommendation.
- FAQs and help articles: summaries included in help centres, policy pages, or “how this works” sections. These provide answers to common questions about how AI features operate, how decisions are made, and where human involvement occurs.
- Transparency statements: standalone artefacts that describe how and why AI is used in a given service or product. These typically include the system’s purpose, data inputs, human oversight, and known limitations, and should be written in clear, accessible language.
Why it matters
Transparency is essential to retain public trust, support human oversight, and meet growing legal and ethical expectations. When people understand where and how AI influences decisions, they are more likely to engage with systems and raise issues constructively.
Without consistent communication, organisations risk confusion, resistance, and in some cases, non-compliance, particularly where transparency is a legal or policy requirement. Good communication also supports auditability, team learning, and more informed leadership decisions.
Implementation tips
- Map your audiences and define what each needs to know about your AI use.
- Start with internal communication and use plain language updates, briefings, or service team summaries to clarify where AI is used.
- Prioritise high-risk or user-facing systems, not all AI requires public explanation, but visible or impactful uses often do.
- Include in-context explanations during user onboarding and product/service delivery to help people understand AI involvement as they interact with it.
- Use public transparency statements where systems materially affect users or decisions.
- Align AI use explanations with your existing content styles so the documentation is easy to understand and maintain, and leverage established forums to review and keep transparent content up to date.
Support materials
Australian Government – Standard for AI Transparency Statements
A clear framework for drafting public-facing AI use summaries in government settings. Also refer to the Transparency Statement used by Australian agencies.
UK Government – Algorithmic Transparency Recording Standard Hub
A practical tool for documenting and disclosing how algorithmic systems are used in public services.
Microsoft – Responsible AI Transparency Report 2025
A real-world example of how a large organisation operationalises transparency in practice, including disclosures, documentation tools, and reporting formats.
N. Balasubramaniam et al – Transparency and explainability of AI systems: From ethical guidelines to requirements
Framework for classifying and tailoring tools to reduce information asymmetry.
OECD – AI Transparency Reports
An international hub of AI system transparency reports helpful to compare emerging practices globally.
