HR and Internal Communication Prompts

HR professionals handle sensitive, high-stakes communications daily. These templates help maintain professionalism while saving hours of writing time.

Job Descriptions

Job Description Template

Write a job description for [POSITION TITLE].

Company context:
- Industry: [INDUSTRY]
- Company size: [SIZE]
- Culture keywords: [2-3 CULTURE DESCRIPTORS]
- Remote policy: [REMOTE/HYBRID/ON-SITE]

Role details:
- Reports to: [TITLE]
- Team size: [IF MANAGING]
- Key responsibilities: [LIST 4-5 MAIN DUTIES]
- Must-have skills: [3-4 REQUIREMENTS]
- Nice-to-have: [2-3 PREFERRED]
- Salary range: [IF DISCLOSING]

Structure:
1. Opening hook (why this role matters, not company history)
2. What you'll do (action verbs, specific outcomes)
3. What you'll bring (requirements, clear distinction must vs nice)
4. What we offer (benefits, growth, culture)
5. How to apply

Tone: [PROFESSIONAL/CASUAL/STARTUP-Y]
Avoid: Gendered language, excessive jargon, unrealistic requirements
Length: 400-500 words

Job Description Review

Review this job description for issues:

[PASTE JOB DESCRIPTION]

Check for:
- Gendered or biased language
- Unrealistic requirement combinations
- Vague responsibilities
- Missing information candidates need
- Legal compliance concerns
- Clarity of must-have vs nice-to-have

Provide specific corrections, not general feedback.

Performance Management

Performance Review Framework

Help me write a performance review for [EMPLOYEE NAME/ROLE].

Rating: [EXCEEDS/MEETS/NEEDS IMPROVEMENT]
Review period: [TIMEFRAME]

Key accomplishments:
- [ACHIEVEMENT 1]
- [ACHIEVEMENT 2]
- [ACHIEVEMENT 3]

Areas for development:
- [AREA 1]
- [AREA 2]

Goals for next period:
- [GOAL 1]
- [GOAL 2]

Structure the review as:
1. Overall summary (2-3 sentences)
2. Strengths with specific examples
3. Achievements and impact (quantify when possible)
4. Development areas (constructive, actionable)
5. Goals and support offered
6. Closing statement

Tone: Professional, constructive, specific
Avoid: Vague praise, personality judgments, comparisons to others

Difficult Feedback Script

Help me prepare feedback for an employee about [ISSUE].

Situation:
- What happened: [SPECIFIC INCIDENT OR PATTERN]
- Impact: [HOW IT AFFECTED WORK/TEAM]
- Previous conversations: [ANY PRIOR DISCUSSIONS]
- Desired outcome: [WHAT YOU WANT TO CHANGE]

Create a script using this framework:
1. Opening: State the purpose directly
2. Describe: Specific behavior observed (not personality)
3. Impact: How it affects work/team/goals
4. Listen: Questions to understand their perspective
5. Collaborate: Work together on solutions
6. Agree: Clear expectations going forward
7. Support: What help you'll provide

Keep it: Direct but respectful, behavior-focused, forward-looking
Avoid: Sandwich feedback, vague language, accusations

Internal Announcements

Company Announcement Template

Write an internal announcement about [TOPIC].

Details:
- What's changing: [THE NEWS]
- Why: [REASON/CONTEXT]
- Who's affected: [TEAMS/ROLES]
- When: [TIMELINE]
- What employees need to do: [ACTIONS REQUIRED]
- Who to contact for questions: [CONTACT]

Type of news: [POSITIVE/NEUTRAL/DIFFICULT]

Structure:
1. Lead with the news (no burying)
2. Explain why this matters
3. Provide necessary details
4. Clear next steps
5. Where to get more information

Tone: [CHOOSE: Celebratory / Straightforward / Empathetic]
Length: Under 300 words

Policy Change Communication

Write an email announcing a policy change.

Policy: [WHAT'S CHANGING]
Previous policy: [WHAT IT WAS]
New policy: [WHAT IT IS NOW]
Effective date: [WHEN]
Reason: [WHY THE CHANGE]
Impact: [HOW IT AFFECTS EMPLOYEES]

Requirements:
- Clear before/after comparison
- Empathetic if it's restrictive
- Logical explanation of reasoning
- Specific effective date
- FAQ section for common questions
- Contact for exceptions/questions

Tone: Direct, fair, transparent
Avoid: Corporate speak, burying bad news, over-justifying

Recruiting Communications

Rejection Email (Post-Interview)

Write a rejection email for a candidate who interviewed for [POSITION].

Context:
- Interview stage reached: [PHONE/ONSITE/FINAL]
- Candidate name: [NAME]
- Main reason (internal): [WHY NOT SELECTED]
- Keep warm for future: [YES/NO]

Include:
- Thank them for their time (specific to their interview)
- Clear decision (no false hope)
- Brief, kind reason if appropriate
- Genuine encouragement
- Future opportunity mention if relevant
- Wish them well

Tone: Warm but clear
Length: 100-150 words
Avoid: Generic language, false promises, detailed rejection reasons

Offer Letter Email

Write an offer letter email for [CANDIDATE NAME] for [POSITION].

Offer details:
- Title: [POSITION]
- Salary: [AMOUNT]
- Start date: [DATE]
- Reporting to: [MANAGER NAME]
- Key benefits highlights: [2-3 MAIN BENEFITS]
- Response deadline: [DATE]

Tone: Excited and welcoming
Include: Next steps clearly
Attach: [MENTION FORMAL LETTER ATTACHED]

Quick Templates

Meeting Invite with Context

Write a meeting invite for: [PURPOSE]

Attendees: [WHO]
Duration: [TIME]
Goal: [WHAT WE'LL ACCOMPLISH]

Include:
- Clear purpose in subject line
- Why each person is needed
- Pre-work required (if any)
- Agenda outline
- Desired outcome

Request for Information

Write an internal email requesting [INFORMATION/ACTION] from [TEAM/PERSON].

Context: [WHY YOU NEED IT]
Deadline: [WHEN]
Format needed: [HOW TO PROVIDE IT]

Keep it: Polite, clear, easy to act on

HR communications must balance professionalism with humanity. Include specific context about your company culture and the individual situation. Avoid generic templates that sound impersonal — AI works best when you provide the human details that matter.

Next: Learn prompts for operations and analysis. :::