Writing HR policies is tedious but critical. AI can draft policy language quickly — but every policy still needs legal review before implementation.

The Policy Draft Prompt

Prompt:

Draft a [policy type] policy for a [company size] company in [state/country]. Include: purpose statement, scope (who it applies to), policy details, employee responsibilities, manager responsibilities, reporting procedures, and consequences for violations. Tone: clear, professional, firm but fair. Use plain language — avoid legalese where possible.

Common Policies AI Drafts Well

Remote Work Policy

Prompt addition: “Include: eligibility criteria, equipment and expense provisions, communication expectations, core hours requirements, and performance measurement. Address hybrid arrangements.”

PTO Policy

Prompt addition: “Include: accrual rates, carryover limits, blackout periods, request procedures, and how PTO interacts with holidays and sick leave. Specify whether this is unlimited or accrual-based.”

Social Media Policy

Prompt addition: “Include: personal vs professional use, what employees can and cannot say about the company, confidentiality reminders, and examples of acceptable and unacceptable posts. Balance employee rights with company protection.”

AI Use Policy

Prompt addition: “Include: approved AI tools, prohibited uses (confidential data, hiring decisions without human review), data privacy requirements, disclosure obligations, and who approves new AI tool adoption.”

This is increasingly important — and AI can help you write the policy about AI use.

Employee Handbook Sections

Prompt:

Write the [section name] section of an employee handbook. Company: [size, industry, location]. This section should cover: [list key topics]. Write for employees, not lawyers — clear, direct, and easy to understand. Include examples where helpful. Under 500 words.

Sections AI handles well:

• Code of conduct
• Anti-harassment and discrimination
• Attendance and punctuality
• Dress code
• Expense reimbursement
• Confidentiality and data protection
• Grievance procedures

Updating Existing Policies

Prompt:

Review this existing policy and update it for [current year]. Check for: outdated references, missing topics that modern workplaces should address (remote work, AI use, mental health), language that could be more inclusive, and compliance with [jurisdiction] employment law. Suggest specific edits.

Compliance Considerations

AI-drafted policies are starting points, not final products. Before implementing:

• Legal review is mandatory. Employment law varies by jurisdiction. AI doesn’t know your state’s specific requirements.
• Check for local requirements. Some policies (harassment training, pay transparency, leave policies) have jurisdiction-specific mandates.
• Review for consistency. AI-drafted policies might contradict your existing handbook. Read them in context.
• Don’t copy competitor policies. AI might generate language similar to publicly available policies from other companies. Customize for your organization.

The Policy Development Workflow

1. Draft with AI using the policy prompt (5 minutes)
2. Customize for your company’s culture and specific needs (15 minutes)
3. Legal review with employment counsel (essential, timeline varies)
4. Stakeholder review with relevant managers (1 week)
5. Employee communication — don’t just publish, explain the why
6. Annual review — set a calendar reminder to update

Policy Communication

A policy nobody reads is useless. AI helps with rollout too:

Prompt:

Write a brief email announcing a new [policy type] policy to all employees. Summarize the key points in 3-4 bullets. Explain why we’re implementing this policy. Include where to find the full policy and who to contact with questions. Tone: straightforward, not bureaucratic. Under 150 words.

Good policies protect the company and the employees. AI makes writing them faster — but the thinking behind them, the legal review, and the human communication are still what make them effective.