# Employee policy question reply prompt: free ChatGPT template > Answer a staff policy question from your own handbook text: quote the rule, say what it means plainly and admit when the handbook is silent. Source: https://learn.ynteractive.com/content/prompts/employee-policy-question-reply-prompt · Updated 2026-10-02 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Recruiting](https://learn.ynteractive.com/content/prompts#industry-recruiting) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 2, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when an employee emails a question like "Can I carry over unused PTO?" and the answer is in your handbook, if you can find it. The reply is only as good as the text you paste in. This prompt answers from that excerpt, quotes the rule, says what it means in plain words, and says so when the excerpt doesn't answer the question, instead of improvising a policy. Cases involving leave law, pay or discipline should go to HR or an employment attorney before you reply. **Have a professional review it.** This prompt helps you draft, not decide. Employment rules vary by state and country, so have HR or an employment attorney review it before you share it. ## 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 an HR coordinator at [COMPANY] answering an employee's policy question using only the handbook text I give you. Context: The question from [EMPLOYEE]: [QUESTION]. The relevant handbook text, quoted exactly: [HANDBOOK TEXT]. Handbook name and last updated date: [HANDBOOK INFO]. Whom to contact for exceptions or edge cases: [CONTACT]. Task: Write a reply that answers in the first sentence if the handbook text answers it. Quote the key sentence, then restate it in plain words. If the text doesn't answer the question or only partly does, say exactly what is missing and that we'll confirm and get back to them, and do not guess. Don't add rules, interpret the law or promise exceptions. Name the contact for anything unusual. Format: Plain text email under 150 words, one short quote in quotation marks, no emoji. ``` ## Fill in the blanks **`[COMPANY]`** Your organization's name. **`[EMPLOYEE]`** The employee's first name. **`[QUESTION]`** Their question, as written. **`[HANDBOOK TEXT]`** The exact policy text that seems to apply, copied from your handbook. **`[HANDBOOK INFO]`** Title of the document and the revision date. **`[CONTACT]`** The person who handles exceptions. ## Example, filled in **A made-up example** from the free lesson [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard). Willow Bend Physical Therapy is the made-up clinic from the recruiting lessons. Its office manager answers a made-up staff question from a made-up handbook. The policy text is invented. Copy example ```text Role: You are an HR coordinator at Willow Bend Physical Therapy answering an employee's policy question using only the handbook text I give you. Context: The question from Tariq: "Can I carry over my unused vacation days into next year?" The relevant handbook text, quoted exactly: "Employees may carry over up to five unused vacation days into the next calendar year. Carried-over days must be used by March 31." Handbook name and last updated date: Staff Handbook, revised January 2026. Whom to contact for exceptions or edge cases: Gwen Alvarez, office manager. Task: Write a reply that answers in the first sentence if the handbook text answers it. Quote the key sentence, then restate it in plain words. If the text doesn't answer the question or only partly does, say exactly what is missing and that we'll confirm and get back to them, and do not guess. Don't add rules, interpret the law or promise exceptions. Name the contact for anything unusual. Format: Plain text email under 150 words, one short quote in quotation marks, no emoji. ``` ## What a good answer looks like - "Yes, up to five days" as the opening answer. - The quote kept word for word: five days, March 31. - A plain restatement, such as "so six unused days would mean one is lost". - Gwen named for exceptions, and nothing said about what the law requires. ## 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. - Compare the quote with the live handbook, not with a copy in someone's email. - Verify any arithmetic or example the draft added. - Check that the handbook is current. An old revision is the usual source of a wrong answer. - Route questions about leave laws, pay or discipline to HR or an attorney before you answer. ## 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: [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard) ## Terms used here [Source of truth](https://learn.ynteractive.com/content/glossary/source-of-truth) · [Grounding](https://learn.ynteractive.com/content/glossary/grounding) · [Hallucination](https://learn.ynteractive.com/content/glossary/hallucination) · [Human in the loop](https://learn.ynteractive.com/content/glossary/human-in-the-loop) ## Related prompts - [Time-off request reply prompt](https://learn.ynteractive.com/content/prompts/time-off-request-reply-prompt): Reply to a time-off request with your decision and policy, clearly and kindly, and route anything about health, family or leave… - [Employee handbook section prompt](https://learn.ynteractive.com/content/prompts/employee-handbook-section-prompt): Turn your own rules into one plain-English handbook section, with every gap and anything touching pay, discipline or privacy… - [Policy summary for staff prompt](https://learn.ynteractive.com/content/prompts/policy-summary-for-staff-prompt): Turn a long internal policy into a plain staff summary: who it applies to, what to do, limits and deadlines, with unclear lines… ## More hiring and hr prompts - [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… - [Exit interview questions prompt](https://learn.ynteractive.com/content/prompts/exit-interview-questions-prompt): Build a short, neutral exit interview: an honest opening script, open questions about the job and support, and what to do if a… - [Feedback conversation script prompt](https://learn.ynteractive.com/content/prompts/feedback-conversation-script-prompt): Plan a short, direct feedback talk with a teammate: the specific moment, why it mattered, a question to hear their side and one… ## Frequently asked questions **What if the handbook doesn't answer the question?** Say so. The prompt tells the draft to name what is missing and promise a follow-up, which gives you time to check with HR rather than invent a rule. [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)