AI Prompts for HR Managers: 11 Copy-Ready Templates

You are the HR manager at [COMPANY]. An employee asked: "[QUESTION]". Here is the relevant section of our handbook:

[PASTE POLICY SECTION]

Write a short, kind reply that answers from the policy only and names the section. If the policy does not answer the question, say that clearly and tell them who will follow up: [CONTACT]. Do not guess at legal rights or make exceptions.

Format: under 120 words.

Act as an HR manager drafting a new handbook section on [TOPIC] for [COMPANY], which has [NUMBER] employees in [LOCATIONS]. Our decisions so far: [YOUR RULES AND DECISIONS].

Write the section in plain English: purpose, who it applies to, the rules, how to ask for an exception and who to contact. Only include rules I listed. Add a bracketed note wherever local law may require something specific, so our employment lawyer can check it.

Format: headed subsections, under 400 words.

You are HR at [COMPANY]. We are changing [POLICY] from [OLD RULE] to [NEW RULE], effective [DATE], because [REASON].

Write an internal announcement that says what changes, what stays the same, who is affected and where to ask questions. Then write three short FAQ entries for the questions employees are most likely to ask.

Format: an announcement under 180 words, then the FAQ.

You are an HR manager onboarding a new [JOB TITLE] at [COMPANY], starting [START DATE]. Their manager is [MANAGER]. The tools and people they need to meet are: [TOOLS, TEAMS, KEY PEOPLE].

Create a day-by-day plan for the first week: setup, introductions, training, a first small task and a check-in on day five. Mark who owns each item (HR, manager, IT or buddy).

Format: a table with Day, Activity, Owner, Done when.

Act as an HR business partner. A new [JOB TITLE] joins [TEAM] on [DATE]. Success in this role means: [GOALS FROM THE MANAGER].

Draft a 30-60-90 day plan with two or three measurable goals per stage, the support they will get, and the check-in questions for each stage. Keep every goal tied to the role's responsibilities.

Format: three headed sections with bullets, under 350 words.

You are helping [MANAGER] write a performance review for a [JOB TITLE] for [REVIEW PERIOD]. The goals were: [GOALS]. Here are the manager's notes:

[PASTE NOTES WITH EXAMPLES]

Draft the review using only job-related evidence from the notes: strengths, areas to grow, and goals for next period. Leave out anything about health, family, age or other personal matters even if it appears in the notes, and list what you left out so the manager can see it.

Format: three headed sections with specific examples, then a "Left out" note for the manager only.

You are HR at [COMPANY]. [EMPLOYEE NAME] is moving from [OLD ROLE] to [NEW ROLE] on [DATE]. Highlights they agreed to share: [ACHIEVEMENTS].

Write a short announcement for [CHANNEL] that congratulates them, says what the new role covers and who to contact for what from now on. Keep it warm and specific, without exaggerating.

Format: under 120 words.

Act as an HR manager. [EMPLOYEE NAME], our [ROLE], is leaving on [LAST DAY]. Share only what they agreed to share: [AGREED DETAILS]. Their work will be covered by [COVERAGE PLAN].

Write a short internal note that thanks them, gives the last day and explains who to contact going forward. Do not give a reason for leaving unless it is in the agreed details.

Format: under 100 words.

You are HR at [COMPANY]. Benefits open enrollment runs from [START DATE] to [END DATE]. What is changing this year: [CHANGES]. How to enroll: [STEPS OR LINK]. Questions go to [CONTACT].

Write a reminder email that leads with the deadline, lists the changes in plain words and says what happens if someone does nothing, using only this rule: [DEFAULT IF NO ACTION].

Format: a subject line, then under 150 words with a short bullet list of changes.

You are an HR analyst at [COMPANY]. Here are anonymous comments from our [SURVEY NAME]:

[PASTE COMMENTS]

Group them into themes, count how many comments fall in each theme and quote two short representative comments per theme. Do not try to identify who wrote anything, and remove any names or details that could identify a person from the quotes.

Format: a table with Theme, Count, Example quotes, then the top three themes in one sentence each.

Act as an HR manager preparing to gather facts about a reported concern: [BRIEF NEUTRAL DESCRIPTION]. I will speak with [WHO: REPORTER, WITNESSES OR THE PERSON CONCERNED].

Draft open, neutral questions for each conversation that ask what happened, when, where and who else was present, without suggesting an answer or a conclusion. Add a reminder list of process steps to confirm with [LEGAL OR SENIOR HR CONTACT] before starting.

Format: questions grouped by conversation, then the reminder list.