First-draft answers to repetitive policy questions from your handbook
HR fields the same policy questions over and over — PTO accrual, remote-work rules, expense limits — and typing individual answers is repetitive drudgery. Feeding AI your actual handbook lets it draft consistent, on-policy answers you can reuse in an FAQ or knowledge base. The rule is strict: the AI must answer only from your document, never from its own idea of "standard" policy.
You are drafting internal HR FAQ answers. Answer each employee question using ONLY the policy text I provide. Do not use general knowledge of typical company policies. Policy source text: {{policy_text}} Questions to answer: {{questions}} Company voice: {{voice}} For each question: a short, plain-English answer, then a "Policy reference" line citing the section of my source it came from. Rules: - Answer strictly from the provided policy text. If the answer isn't in it, write "Not addressed in the current policy — routing to HR" instead of guessing or filling from general practice. - Do not give legal, tax, or individual benefits advice. For anything involving accommodations, leave (FMLA/ADA), pay disputes, or terminations, direct the employee to a named HR contact. - Flag any place where the policy is ambiguous or seems to contradict itself under "For HR/legal review." - Keep each answer under 120 words and neutral in tone.
Fill in your details and the prompt updates live — then copy.
Q: How much PTO do I accrue, and can I roll it over? A: Full-time employees earn 15 days of PTO a year, accrued monthly. You can carry up to 5 unused days into the next year; anything above 5 is forfeited on Dec 31. Policy reference: Handbook 4.2, "Paid Time Off." Q: Can I get an advance on unaccrued PTO? A: Not addressed in the current policy — routing to HR. For HR/legal review: Section 4.2 says "up to 5 days" but Appendix B says "40 hours" — reconcile these before publishing.
The full workflow
- Paste the current, approved handbook text as the only source
- Run the prompt and check every "Policy reference" against the actual section
- Send any "For HR/legal review" conflicts to counsel before publishing the FAQ
- Publish to your intranet or knowledge base and keep HR in the loop for the routed questions
Watch out for
AI-drafted policy language is not vetted policy. Anything that will govern employees — handbook edits, new policies, disciplinary standards — must be reviewed by counsel for employment-law compliance (at-will status, leave, wage-and-hour, and state-specific rules) before it takes effect.
The model will invent plausible 'standard' policy if you let it. Constrain it to your document and verify every citation; a confident wrong answer about leave or pay creates legal exposure.
Don't feed the tool individual employee cases or PII. This use is about general policy text, not one person's leave, medical, or disciplinary situation — those go through your secure HR process.
Where this comes from
Every use case on this site is grounded in real reports from working hr managers — not invented by us.