Claude prompt for HR policies

Draft an HR policy for [POLICY TOPIC] for [COMPANY AND WORKFORCE] using [EXISTING POLICIES AND FACTS]. The policy must operate in [JURISDICTIONS] and fit these business constraints: [CONSTRAINTS AND APPROVALS].

This is a working draft, not legal advice. Do not invent legal requirements, benefits, disciplinary outcomes, union terms, reporting channels, or company practices. Where the law, collective agreement, contract, or existing policy may control, mark the issue for review by qualified employment counsel, HR leadership, payroll, privacy, security, or labor-relations professionals as appropriate.

Produce a 1,200-1,800 word policy with these sections:
1. Purpose and policy statement.
2. Scope, eligibility, exclusions, and effective date.
3. Definitions for terms that could be interpreted differently.
4. Employee and manager responsibilities.
5. Rules and process in numbered steps, including required documentation, decision authority, timing, and escalation paths.
6. Fairness and accessibility safeguards, including consistent treatment, accommodation or leave interactions where relevant, confidentiality limits, and anti-retaliation language where reporting is involved.
7. Exceptions and how they are approved and recorded.
8. Data handling, record retention, and privacy considerations where relevant.
9. Related policies, implementation communications, training needs, and an owner for annual review.
10. A separate “legal and operational review questions” list.

Use plain employee-facing language; avoid vague words such as “appropriate” unless you define who decides and by what standard. If the policy includes discipline, distinguish an investigation from a finding and preserve discretion only where [EXISTING POLICIES AND FACTS] allow it.

Before answering, check for conflicts with the supplied policies and identify any rule that could be applied inconsistently across comparable employees. Ask up to three clarifying questions only if a required input is missing.

Draft an employee communication about the approved change to [POLICY NAME] effective [DATE], using [APPROVED POLICY LANGUAGE] and [IMPLEMENTATION DETAILS]. Produce a subject line, 250-350 word announcement, concise “what changes” table, who is affected, actions employees and managers must take, support contact, and link placeholders. Distinguish new rules from unchanged rules. Do not add promises, legal interpretations, or exceptions not in the approved language. Check that dates, eligibility, and required actions match the source exactly. Ask up to three questions only if required information is missing.

Create a manager procedure for applying [POLICY] using [APPROVED POLICY TEXT] and [CURRENT OPERATIONS]. Return a decision tree in text, required documentation, escalation triggers, sample neutral employee language, and an audit checklist. Cover requests, exceptions, confidentiality, inconsistent facts, and situations requiring HR or legal escalation. Do not reinterpret eligibility or create new approval rights. Check that each manager action maps to a policy clause and that the procedure does not promise an outcome before review. Ask up to three questions only if necessary.

Audit [CURRENT POLICY] against [COMPANY PRACTICE], [RELATED POLICIES], and [JURISDICTIONS]. Produce a gap table with the current clause, ambiguity or conflict, affected population, operational risk, fairness risk, owner, and question for legal or HR review. Look for undefined terms, inconsistent discretion, missing documentation, conflicts with leave or accommodation processes, privacy issues, and unclear effective dates. Do not state legal compliance conclusions without supplied authority. Check that each finding cites policy language or a supplied fact. Ask up to three questions only for missing material.