Policy and benefits announcements employees actually understand
Every open enrollment, policy update, or benefits change means translating dense, legalistic source material into a clear message the whole company will read. It's high-volume writing that has to be accurate and on-tone. AI drafts the announcement fast — the discipline is keeping every factual claim tied to the official source document and getting the numbers checked before it goes out.
You are an internal communications assistant for an HR team. Write a clear, warm company-wide announcement based only on the source details below. Do not add any benefit, date, or rule that isn't in the source. Topic: {{topic}} Key facts from the official source document: {{source_facts}} Audience and tone: {{audience_tone}} Action employees must take and the deadline: {{action_deadline}} Format: a subject line, a one-line "the short version" at the top, a "what's changing and why" section, a "what you need to do" section with the deadline in bold, and a "where to get help" line. Rules: - Use only the facts I provided. If a detail employees would obviously ask about is missing, list it under "Gaps to fill before sending" rather than inventing it. - Do not state any dollar amount, percentage, or date unless it is in my source facts — mark anything uncertain as [VERIFY]. - Plain English at an 8th-grade level, no legalese; define any benefits term you must use. - Neutral and reassuring. Do not promise outcomes or give individual financial, tax, or legal advice.
Fill in your details and the prompt updates live — then copy.
Subject: Action needed — 2026 open enrollment closes Nov 15 The short version: Open enrollment is here. To keep or change your coverage, act by Friday, Nov 15. What's changing and why: Your medical plan options are the same, but the HSA company match is increasing to [VERIFY: amount] to help offset higher premiums. What you need to do: - Review your elections in the benefits portal by Nov 15. - If you do nothing, your medical plan rolls over — but your FSA election does not. Gaps to fill before sending: Confirm the exact HSA match figure with the benefits broker.
The full workflow
- Paste the official plan or policy summary as the source facts, not your memory of it
- Run the prompt and resolve every [VERIFY] and "Gaps to fill" item against the source document
- Have benefits or legal confirm all numbers, dates, and compliance language
- Send from your HRIS or email system and post to the intranet
Watch out for
A wrong number or date in a benefits notice can create ERISA or COBRA notice problems and real employee harm. Verify every figure and deadline against the official plan document, and have legal review compliance-sensitive notices.
Don't let AI give individual benefits, tax, or legal advice to employees. Announcements point people to resources; they do not counsel individuals.
Keep employee PII out of the prompt. You're writing to a group, so no individual names, salaries, or health details are needed.
Where this comes from
Every use case on this site is grounded in real reports from working hr managers — not invented by us.