AI for Clearer Communication: Hanlon’s Razor in Practice
Use this guide to train clearer written communication, with AI as a quiet coach in the background.
TL;DR If you rely on written communication to work and think, you can use AI plus Hanlon’s Razor as a small practice ground for clearer, less ambiguous messages. Instead of reacting to what you fear people meant, you train yourself to read intent more generously and to write in a way that leaves less room for misunderstanding. This guide turns Hanlon’s Razor into something you can actively practice with AI, using a few simple prompts that help you refine how you read and how you write.
1. The Intent Gap
Most of the stress in modern communication does not come from what people say.
It comes from what we think they meant.
Recently I got a Slack message that just said “Got your doc”. No emoji, no extra word. I noticed a small jolt of worry and briefly wondered if something was wrong or if I had missed something important.
A three word Slack message.
An email without emojis.
A “Seen” with no reply.
Your brain hates that empty space, so it rushes to complete the sentence:
“They are annoyed.”
“They do not respect me.”
“I messed something up.”
In reality, a lot of those messages are just neutral. The other person is rushed, tired, distracted, or on a small screen. But your nervous system does not wait for context. It reacts before you have the full picture.
Hanlon’s Razor is how we stop doing that by default.
First, we make it simple.
Then we turn it into a few AI prompts you can use to practice reading and writing messages in a clearer, less reactive way.
2. Hanlon’s Razor in plain language
The classic line is:
“Never attribute to malice that which is adequately explained by stupidity.”
For normal life, I like this version:
Do not assume people are against you when it is more likely they are busy, clumsy, or imperfect.
Most “rude” messages are just someone tired, rushed, or on their phone. Text has no tone, and your brain fills in the gaps with whatever you already fear.
Hanlon’s Razor is a reminder to ask first:
“If this is not about malice, what else could it be”
When it helps
Use it when:
The situation is ambiguous
The person has no real gain from hurting you
It is a one off, not a pattern
You are reacting mainly to tone
In those cases, assuming non malice keeps you from escalating something that might not even be a problem.
When it should not be used
Be careful when:
Someone repeatedly crosses your boundaries
There is clear evidence of bad faith
Your body keeps saying “something is off”
Hanlon’s Razor is a first lens, not a reason to ignore real harm.
A quick note on AI
AI systems do not have intent or feelings about you. They are not annoyed or petty. If you catch yourself thinking “the AI is being difficult”, that is a clear example of your brain inventing intent.
The same thing happens with humans. Hanlon’s Razor helps you notice that habit.
Next, we bring this into practice with three prompts you can use with any AI assistant.
3. Prompts to Use Hanlon’s Razor With AI
The simplest way to use Hanlon’s Razor with AI is to literally say:
“Apply Hanlon’s Razor and help me understand the intent behind this.”
Then you paste the message or describe the situation.
AI understands what humans usually mean by that.
These are copy paste prompts. Save or screenshot them so you can reach them the next time you want help reading or writing a message more clearly.
3.1 Quick Tone Check for Messages You Receive
Use this when a single email, Slack, or reply bothers you or feels a bit off.
Apply Hanlon’s Razor to this message.
Tell me what the message literally says.
List 3 non malicious explanations for it.
Suggest one short, calm reply I could send.
Message:
[paste text here]
One message in, one clearer reply out.
Example
Message: “Let us talk tomorrow.”
Non malicious explanations: they are busy today, they prefer to discuss live instead of in chat, they want more context before deciding.
3.2 Tone Check Before You Hit Send
Use this when you are writing something and want to avoid sounding harsher than you intend. It is also a good way to practice clearer, more direct communication over time.
Apply Hanlon’s Razor to my own draft and help me make sure I do not sound hostile.
Summarize how my message might feel to the other person if they are stressed or insecure
Point out any parts that could be read as cold, passive aggressive, or blaming
Rewrite my message to keep the same content but make the tone clear, kind, and direct
My draft:
[paste your message here]
If you keep using this, you are not only avoiding accidental sharp edges, you are also training yourself to write in a way that leaves less room for hostile interpretations in the first place.
3.3 Kind but Not Naive Boundaries
Use this when you want to stay generous, but also stay safe.
“Run a Hanlon’s Razor danger scan on this situation.
Is it reasonable to assume non malice here, and why
What signs would suggest real bad faith or a real problem if they kept showing up
What simple boundary or safeguard should I put in place so I stay kind but not naive
Situation:
[describe here]”
This keeps Hanlon’s Razor as a helpful default without ignoring real risk.
4. Principles and Traps
A few simple rules to keep Hanlon’s Razor useful.
Principles
Most ambiguity is innocent
Emotion is information, not proof
Clarification beats silent guessing
Patterns matter more than single moments
Kind, clear communication reduces room for hostile interpretations
Feeling tense after a message is a signal to slow down, clarify, or check for patterns, not proof that the other person meant harm.
Traps
Using Hanlon’s Razor to excuse repeated disrespect
Ignoring your own body when it keeps saying “this is not right”
Asking AI to confirm your fears instead of challenge them
Treating one short message as a full verdict on a relationship
5. From Prompt to Instinct
At first you will remember Hanlon’s Razor only in hindsight.
Then you will remember it when you are already upset.
Later you will notice the spike, open your AI, and run one of these prompts before you reply.
Over time that becomes the new default.
You start reading messages more generously, you write in a clearer and kinder way yourself, and you use AI as a small mirror that keeps your brain from filling in every blank with the worst possible story.
If you want a simple way to start:
Pick one prompt, for example the quick tone check.
Use it on the next three messages that make your stomach tighten a bit.
Notice how often the neutral explanations are closer to reality than your first story.
You do not have to get this perfect. Even improving how you handle one tricky message this week is already a win.
Keep reading
Keep It Simple, Stupid: A Guide to AI’s Occam’s Razor
TL;DR Occam’s Razor is a simple idea for finding the most direct path by challenging your assumptions. It used to be just for philosophers, but now AI makes it a practical tool you can use every day. This guide gives you a framework to cut through complexity
P.S. We don’t just write about this stuff; we’re building the tool to run it. Segmnts is the platform we’re designing to make this entire system of focused work the default for your team. If you’re tired of trying to manage all this in docs and spreadsheets, join the waitlist for early access. What’s one assumption you’re running on right now that needs a gut check?