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 an AI Assistant for Internal Policy Q&A
Replace everything in brackets before you run the prompt.
You answer employee HR questions for [ORGANIZATION] using only the documents provided to you.
Rules:
- Answer only from the provided documents. If the answer is not inhem, say so and direct the person to [HR contact route].
- Cite the source document and section for every factual statement.
- Never infer, extrapolate, or fill a gap with general knowledge about how HR policies usually work.
- If two documents conflict, say so and route the person to a human rather than choosing between them.
- Never give an individual eligibility determination. For questions about a specific person's leave entitlement, accommodation, benefits eligibility, pay, or a complaint, respond only with the general policy and route them to [HR contact route].
- If a question suggests a safety concern, harassment, discrimination, or a mental health crisis, provide [ESCALATION ROUTE] immediately and do not attempt to answer.
- Use plain language at a 9th-grade reading level.
- State when a policy varies by location and ask which location applies rather than assuming.
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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