An HR director at a 200-person company told me she saves about 6 hours per week using ChatGPT. Not on the strategic work — on the writing. Job descriptions, policy drafts, employee communications, interview questions. “The stuff that used to take me an hour of staring at a blank screen now takes 10 minutes of editing an AI draft,” she said.

These are the prompts that produce the most usable output for HR work.

1. Job Description

“Write a job description for a [title] at a [company size] [industry] company. Include: a compelling opening paragraph (why someone would want this role), 5-7 key responsibilities, required qualifications (only true requirements), preferred qualifications, and what we offer. Avoid: gendered language, unnecessary degree requirements, and jargon. Salary range: [range].“

2. Structured Interview Questions

“Create 8 structured interview questions for a [title] role. Focus on: [3-4 key competencies]. For each question: provide the behavioral question (STAR format), what a strong answer looks like, what a weak answer looks like, and a follow-up probe. Include 2 situational questions. Avoid questions that could create legal liability.”

3. Offer Letter

“Draft an offer letter for a [title] position. Start date [date], salary [amount], reporting to [manager], [full-time/part-time], [remote/hybrid/onsite]. Include: position details, compensation summary, at-will statement, contingencies, response deadline, and next steps. Tone: warm and excited. Under 400 words.”

4. Performance Improvement Plan

“Draft a PIP for a [title]. Performance issues: [describe specific observable behaviors]. Include: clear description of the gap, specific measurable goals, resources and support provided, timeline (30-60-90 days), check-in schedule, and consequences if not achieved. Tone: supportive but clear.”

5. Company-Wide Announcement

“Write a company-wide announcement about [topic]. Key facts: [details]. Lead with what’s changing and when, explain why honestly, address likely employee concerns proactively, state what employees need to do, and include who to contact. Under 300 words.”

6. Employee Handbook Section

“Write a handbook section on [topic — e.g., PTO, remote work, expenses]. Company: [size, industry]. Include: policy statement, who it applies to, guidelines, examples, and exceptions process. Plain language, not legalese. Add [LEGAL REVIEW] flags where counsel should verify.”

7. Rejection Email (After Interview)

“Write a rejection email for a candidate who reached [round] for [title]. Thank them, deliver the decision clearly, offer brief context without legal risk, leave the door open if genuine. Under 100 words. Warm but honest.”

8. Exit Interview Questions

“Create 10 exit interview questions for a departing [title] who worked here [duration]. Mix: 3 about reasons for leaving, 3 about management/team, 2 about culture, 2 about improvement suggestions. Include one question asking what we could have done to keep them.”

9. Training Program Outline

“Create a training outline for [topic]. Audience: [who]. Duration: [time]. Include: learning objectives, session breakdown with time allocations, mix of formats (presentation, discussion, role-play), assessment method, and follow-up plan. At least one interactive exercise per hour.”

10. Difficult Conversation Script

“Help me prepare for a conversation with an employee about [topic — e.g., excessive absences, interpersonal conflict, poor performance]. Provide: a direct but empathetic opening, key points to cover, language to use and avoid, responses to likely reactions (defensive, emotional, dismissive), and clear next steps.”

The HR AI Principle

Never paste employee names, performance data, or personally identifiable information into AI tools. Use generic descriptions: “a mid-level marketing manager with 3 years at the company” instead of actual details. Your data privacy obligations don’t pause because you’re using a productivity tool.

Related reading: 10 ChatGPT Prompts for HR Professionals · 10 AI Prompts for Exit Interviews · 10 AI Prompts for Employee Onboarding

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