10 prompts for HR Managers
Employee Engagement Survey
Create a comprehensive employee engagement survey for [Company Name] with [X] employees. Survey focus areas: - Job satisfaction and role clarity - Management and leadership effectiveness - Team collaboration and culture - Career development opportunities - Work life balance - Company communication - Compensation and benefits satisfaction Requirements: - 20-25 questions total - Mix of rating scale (1-5) and open ended questions - Anonymous and non threatening language - Mobile friendly format - Include intro explaining purpose and anonymity - End with open feedback section Company size: [X employees] Industry: [industry]
Team Conflict Resolution Email
Write a professional email to address a conflict between [Employee A] and [Employee B] in the [department] team. Conflict details: - Nature of conflict: [describe the issue] - Impact on team: [describe impact] - Previous attempts to resolve: [Yes/No] - Desired outcome: [what resolution looks like] Email should: - Acknowledge the situation professionally - Request a meeting with both parties - Set expectations for professional behaviour - Outline the resolution process - Maintain neutrality and fairness Tone: Neutral, professional and solution focused Length: 200-250 words Send to: Both employees separately
Employee Termination Checklist
Create a comprehensive employee termination checklist for [Employee Name] leaving [Company Name]. Termination type: [Resignation/Layoff/Termination for cause] Last working day: [date] Department: [department] Generate checklist covering: 1. HR documentation required 2. IT access and equipment return 3. Final paycheck and benefits processing 4. Knowledge transfer requirements 5. Exit interview process 6. Reference policy 7. Non-compete and confidentiality reminders 8. Company property return list 9. Announcement to team 10. System access removal timeline Format as a detailed checklist with responsible person for each item.
Salary Negotiation Response
Write a professional response to a salary negotiation request from [Employee Name] for the [Job Title] position. Situation: - Candidate requested salary: [$amount] - Our budget for role: [$amount] - Current offer: [$amount] - Our decision: [Accept/Counter/Decline] If countering include: - Revised salary offer: [$amount] - Additional benefits to sweeten offer: [list] - Justification for our position - Deadline for their decision Tone: Professional and respectful Length: 200-250 words Goal: Maintain positive relationship regardless of outcome
HR Policy Document Writer
Write a clear and professional HR policy document for [Policy Name] at [Company Name]. Policy details: - Policy type: [Remote work/Leave/Code of conduct/other] - Applicable to: [All employees/specific department] - Effective date: [date] - Approved by: [name/title] Include these sections: 1. Purpose and scope 2. Policy statement 3. Definitions 4. Procedures and guidelines 5. Employee responsibilities 6. Manager responsibilities 7. Non-compliance consequences 8. Review date Tone: Clear, formal and unambiguous Length: 500-700 words
Onboarding Welcome Email
Write a warm and informative welcome email for new employee [Employee Name] joining as [Job Title]. Include: - Warm welcome from the team - Start date, time and location/login details - First day schedule overview - Who to contact and report to - Documents to bring or complete before day one - Tech setup instructions: [systems they will use] - Team introduction - Company culture highlights - Practical details: parking/lunch/dress code Tone: Warm, welcoming and professional Length: 400-500 words Sign off from: [HR Manager name/Team]
Interview Question Generator
Create a comprehensive interview question list for a [Job Title] position at [Company Name]. Generate questions in these categories: 1. Background and Experience (5 questions) 2. Technical Skills specific to [role] (5 questions) 3. Behavioural questions using STAR method (5 questions) 4. Cultural fit and values (3 questions) 5. Situational and problem solving (4 questions) 6. Questions candidate might ask us (3 examples) Company culture: [describe culture] Must have skills: [list key skills] Red flags to watch for: [list concerns] Include what a strong answer looks like for each question.
Employee Warning Letter
Draft a formal written warning letter to [Employee Name] for [violation/performance issue]. Details: - Employee name and position: [name/title] - Department: [department] - Issue: [describe specific violation or problem] - Previous verbal warning given: [Yes/No date] - Impact on team/company: [describe impact] - Required improvement: [specific changes needed] - Timeline for improvement: [X weeks/months] - Consequence if not improved: [termination/further action] Tone: Firm but professional Length: 250-300 words Note: Have legal review before issuing.
Performance Review Writer
Write a professional performance review for [Employee Name] who works as [Job Title]. Performance details: - Overall rating: [Exceeds/Meets/Below Expectations] - Key strengths: [list 3 strengths] - Areas for improvement: [list 2 areas] - Goals achieved this period: [list goals] - Goals for next period: [list new goals] Requirements: - Professional and constructive tone - Specific examples for each point - Balanced feedback positive and developmental - Length: 300-400 words - Avoid discriminatory language
Job Description Writer
Write a compelling job description for a [Job Title] position at [Company Name]. Include: - 3-4 sentence company overview - Key responsibilities (6-8 bullet points) - Required qualifications (5-6 points) - Nice to have skills (3-4 points) - Salary range: [salary range] - Location: [Remote/Hybrid/On-site] Keep the tone [professional/friendly/startup]. Target length: 400-500 words.
Frequently Asked Questions
Can HR managers use AI to write performance reviews?
Yes — AI is excellent for generating a professional first draft of performance reviews, especially when you provide specific examples of the employee's work in the brackets. Always personalize and review AI-generated reviews before sharing with employees. Never submit a review that has not been read and approved by the HR professional responsible.
Are these HR prompts compliant with US employment law?
These prompts are designed with US employment law conventions in mind — they avoid discriminatory language, follow standard progressive discipline patterns, and use appropriate professional terminology. However, always have your legal team review disciplinary letters, termination documents, and policy changes before issuing them.
Which AI tool works best for HR documentation?
Claude produces more formally structured HR documents that follow standard professional conventions. ChatGPT tends to produce warmer, more conversational output that works well for employee-facing communications like onboarding emails and engagement surveys.
How do I make performance review prompts more specific?
Include a specific example of the employee's work when filling in the brackets. Instead of writing [describe performance], write "consistently meets sales targets but submitted three reports late in Q3 and received one client complaint about responsiveness." That specificity makes the difference between a generic review and one that actually helps the employee grow.
Can I use these prompts for employee termination documents?
Yes — but with extra caution. Termination letters and warning letters carry legal risk. Use these prompts to generate a draft, then have your employment attorney or HR legal counsel review before issuing. Never send AI-generated termination documents without legal review.
Are these prompts suitable for small business HR?
Yes — many small business owners use these prompts as their primary HR resource when they do not have a dedicated HR team. The job description, onboarding email, and performance review prompts are especially useful for small businesses handling HR without a specialist.