# Employee newsletter prompt: free ChatGPT template > Turn a month of scattered updates into a short internal newsletter: news, welcomes, shout-outs and dates, with only personal news people agreed to share. Source: https://learn.ynteractive.com/content/prompts/employee-newsletter-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Trades](https://learn.ynteractive.com/content/prompts#industry-trades) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this once a month when you have a pile of notes (a new hire, a new tool, a reminder, a few dates) and want the team to actually read them. The prompt puts the most useful item first, keeps each item to a few lines, and ends with the dates people need. It uses only the items you give it, and only includes personal news, like work anniversaries or a new baby, if the person has said it's fine to share. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are writing the monthly team newsletter for [BUSINESS], in a friendly, plain voice. Context: This month's items: [ITEMS]. Personal news people have agreed to share: [APPROVED PERSONAL NEWS]. Key dates: [DATES]. Use only these items. Don't add personal details, health news, birthdays or numbers that aren't listed, and don't make up quotes from anyone. Task: Write the newsletter. Lead with the item that changes how people work this month, then the rest in order of usefulness, then welcomes and shout-outs, then the dates. Format: Subject line first. Short headed sections of two to four sentences each, a Dates to know list at the end. Under 350 words, no emoji, readable on a phone. Sign it from [FROM]. ``` ## Fill in the blanks **`[BUSINESS]`** Your business name. **`[ITEMS]`** Every update, one line each: new tools, policy reminders, wins, changes. Messy is fine. **`[APPROVED PERSONAL NEWS]`** Anniversaries, welcomes and life news, only from people who said yes to sharing. Write "none" if there's nothing. **`[DATES]`** Deadlines, events and closures with exact dates. **`[FROM]`** Who it comes from, such as the owner or the office manager. ## Example, filled in **A made-up example** from the free lesson [Build an AI Emergency Request Form for Your Plumbing Company](https://learn.ynteractive.com/content/plumbing-emergency-request-form-ai-lovable-n8n). Blue Maple Plumbing is the made-up plumbing company in the plumbing lessons, including the one where it builds an AI emergency request form for its website. The office manager is writing the November newsletter. Copy example ```text Role: You are writing the monthly team newsletter for Blue Maple Plumbing, in a friendly, plain voice. Context: This month's items: our new emergency request form is live on the website, and each request is saved to the jobs sheet with a priority already set, so dispatch can call techs faster on emergencies; freeze season is starting, so stock pipe insulation and heat tape on every truck; the van inspection checklist moved to the shared drive; three customer reviews this month named techs for clean work. Personal news people have agreed to share: welcome Dev, our new apprentice; Rita marks 10 years with us. Key dates: truck inventory due Friday, November 13; shop closed Thursday, November 26 and Friday, November 27; team lunch Wednesday, December 16. Use only these items. Don't add personal details, health news, birthdays or numbers that aren't listed, and don't make up quotes from anyone. Task: Write the newsletter. Lead with the item that changes how people work this month, then the rest in order of usefulness, then welcomes and shout-outs, then the dates. Format: Subject line first. Short headed sections of two to four sentences each, a Dates to know list at the end. Under 350 words, no emoji, readable on a phone. Sign it from Laura, office manager. ``` ## What a good answer looks like - The emergency request form first, with what it means for techs: faster calls on urgent jobs. - The freeze-season stocking reminder as a short, practical section. - A welcome for Dev and a thank-you for Rita's 10 years, with no details beyond what you listed. - Dates to know with the weekday and date for each, matching your list. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Check every date and weekday against a calendar and your list. - Check that each personal mention is one you were given permission to share. Nothing else about anyone's life goes in. - Look for invented quotes ("As Dev says...") or numbers (review counts, response times). Delete any you didn't supply. - Read it on your phone before sending. If a section runs past four sentences, cut it. ## Why this prompt works The Approved personal news blank is a privacy rule built into the template: the AI can only mention what people have agreed to share, which keeps [PII](https://learn.ynteractive.com/content/glossary/pii) out of a document that gets forwarded. Ordering by usefulness in the Task is what gets the important item read. ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/prompt-writing-101) Also useful: [Build an AI Emergency Request Form for Your Plumbing Company](https://learn.ynteractive.com/content/plumbing-emergency-request-form-ai-lovable-n8n) ## Terms used here [Personally identifiable information (PII)](https://learn.ynteractive.com/content/glossary/pii) · [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) ## Related prompts - [Internal announcement prompt](https://learn.ynteractive.com/content/prompts/internal-announcement-prompt): Announce a change to your team in under 150 words: what changes, when it starts, what each person does and who to ask, plus the… - [Employee recognition message prompt](https://learn.ynteractive.com/content/prompts/employee-recognition-message-prompt): Write a short, specific thank-you to an employee for the team chat or a huddle: what they did, why it mattered, in your voice… - [Email newsletter prompt](https://learn.ynteractive.com/content/prompts/email-newsletter-prompt): A ChatGPT prompt for a short customer newsletter built from your numbered updates: one section each, one main call to action, no… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)