Answer an employee's HR policy question clearly and consistently
Turns a policy and an employee's question into an accurate, plain-language reply that flags gray areas instead of guessing.
The prompt
Help me answer an employee's question about one of our HR policies.
The employee's question (as asked): [PASTE]
Relevant policy text: [PASTE the exact section(s) - handbook, leave policy, expense policy]
Employee context that matters: [e.g. location, full-time/part-time, tenure, union status - only what affects the answer]
Country/state: [LOCATION]
How they asked: [email / chat / in person]
Rules:
- Answer only from the policy text I pasted. If the policy does not cover the situation, say so and mark it [NEEDS HR DECISION] - do not fill the gap with assumptions.
- Quote or cite the specific section you relied on.
- Flag anywhere local law might override or add to the policy (e.g. statutory leave, final pay timing) with [CONFIRM LOCAL LAW].
- Flag if answering would create a precedent other employees could reasonably ask for.
Return:
1. Short answer (1-2 sentences, yes/no/it depends + why).
2. Reply to the employee - warm, plain language, under 150 words, with clear next steps and who to contact.
3. Internal note for my case log - question, answer given, policy section, any open points.
4. Policy gap - if the question exposed unclear wording, a suggested rewrite of that line.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore HR & Hiring prompts
What to fill in
- PASTE
- LOCATION
- email / chat / in person
- NEEDS HR DECISION
- CONFIRM LOCAL LAW
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
Related prompts
- Turn our team's documents into an onboarding guide for new hiresTurns a pile of team documents, wikis, and notes into a structured onboarding guide with what to read, learn, and do in the first 30 days.
- Interview teacher candidates with questions and a demo lesson rubricBuilds a structured interview, scoring guide, and demo lesson rubric for hiring teachers fairly.
- Write a truck driver job ad that attracts qualified driversA driver recruiting ad that leads with pay, home time, routes, and equipment, the details drivers actually compare, plus a screening checklist.
- Design a volunteer role, recruitment post, and onboarding planA clear volunteer position description, a recruiting message, screening steps, and a first-month plan that keeps volunteers coming back.