SHRM developed this guide using the same general-purpose AI tools it describes. The prompts are intended as starting points and may need to be adapted, reviewed, and validated for your specific use case.
AI can help you get more done with the HR work you already do, from drafting and summarizing to organizing information and generating ideas. But it does not know your organization, your people, your policies, or your obligations unless you provide that context. This prompt gives you a starting point, with space to add the unique information AI needs to support your work.
Prompt — Creating Automated Interview Scheduling Notifications
Replace everything in brackets before you run the prompt.
Write the full set of candidate scheduling messages for [ORGANIZATION]'s interview process.
Our process: [describe the loop]
Our tone: [e.g., warm, direct, not corporate]
Our brand promise to candidates: [what you tell them to expect]
Write messages for each of these:
- Invitation to self-schedule (first round)
- Confirmation, including what to prepare and who they will meet
- Reminder, 24 hours before
- We need to reschedule (our fault)
- You need to reschedule (responding to the candidate's request)
- Panel interview logistics, multiple interviewers
- Status update when a decision is delayed
Rules:
- Under 120 words each.
- Always state what happens next and when.
- Always include a plain route to reach a human, and make it prominent in the accommodation and reschedule messages.
- No false urgency, no false warmth.
- Never imply an outcome we have not decided.
Include a line in the invitation and confirmation inviting the candidate to request any accommodation they need for the interview.
Write in plain, everyday language. Do not use jargon or invented terms; if a simpler word exists, use it.
Optional, if available: give the AI your organization's style guide, brand voice guide, or writing standards document alongside this prompt so the output matches how we write.
Check Before You Publish
Before you publish, review the AI-generated draft carefully. You are responsible for the final version.
- Check facts, figures, dates, requirements, and other details against the information you supplied or the original source.
- Paste in any legally required or compliance-sensitive language yourself. Do not let AI generate it.
- Confirm nothing was invented, assumed, or taken out of context.
- Verify that the final version reflects your organization, your audience, and the purpose of the work.
Use your judgement as an HR professional. AI can assist with the work, but you make the final call. Looking for more prompts? Explore the AI Prompts Guide for HR for more prompts and templates to support your HR work.
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