If you work in HR, you already know the feeling: too many tasks, not enough hours. Job descriptions, interview questions, onboarding plans, policy updates, performance reviews — the list never ends.
AI tools like ChatGPT, Claude, and Gemini can handle the writing and structure behind most of these tasks. But the results are only as good as the prompts you give them. Generic prompts produce generic output. Specific prompts produce work you can actually use.
Here are 10 prompts that HR professionals use every week to save hours on their most common tasks.
## 1. Write a job description
"Write a job description for a [job title] at a [industry] company with [X] employees. The role reports to [manager title]. Key responsibilities include [list 3–4 tasks]. We're looking for someone with [X] years of experience in [skills]. Our company culture is [describe in 2–3 words]. Format it with a short intro, responsibilities, requirements, and a closing line about applying."
## 2. Generate interview questions
"Create 10 interview questions for a [job title] role. Include a mix of: 3 behavioural questions using the STAR method, 3 technical/skills questions specific to [key skill], 2 culture fit questions, and 2 questions that reveal how they handle [specific challenge relevant to the role]. For each question, briefly explain what you're listening for."
## 3. Write a rejection email
"Write a professional, warm rejection email for a candidate who applied for [job title]. They made it to [stage of process]. We want to decline respectfully, leave the door open for future roles, and not give specific feedback. Keep it under 150 words."
## 4. Create an onboarding plan
"Create a structured 30-day onboarding plan for a new [job title] starting on [date]. Include: week 1 (admin, introductions, tools setup), week 2 (role-specific training), week 3 (first tasks with support), week 4 (independent work with check-in). Format it as a day-by-day schedule for the first week and week-by-week after that."
## 5. Draft a performance review
"Write a balanced performance review for [employee name], a [job title] who has been in the role for [X months/years]. Strengths to highlight: [list 2–3]. Areas for development: [list 1–2]. Overall rating: [rating]. Tone should be direct, constructive, and encouraging. Include a section on goals for the next review period."
## 6. Simplify a policy document
"Take this HR policy and rewrite it so it's clear, concise, and easy for an employee with no HR background to understand. Remove jargon. Use short sentences and plain language. Keep all the key rules intact but make it feel less like a legal document. Here's the original: [paste policy]"
## 7. Write an announcement email
"Write a company-wide announcement email about [topic — e.g. new policy, office move, team change]. Key facts: [list the facts]. Tone: [professional / warm / direct]. The email should open with the key message, explain the why, give any action employees need to take, and close with a contact for questions. Keep it under 200 words."
## 8. Create SMART goals for a role
"Create 5 SMART goals for a [job title] for the next [time period]. Focus areas: [list 2–3 areas e.g. performance, development, team contribution]. Each goal should be specific, measurable, achievable, relevant, and time-bound. Format as: Goal → Why it matters → How it will be measured."
## 9. Handle a difficult conversation
"Help me prepare for a difficult conversation with an employee about [issue — e.g. attendance, performance, attitude]. Give me: 3 ways to open the conversation without being confrontational, the key points I need to cover, how to handle pushback if they disagree, and a suggested close that leaves the door open."
## 10. Write a reference letter
"Write a professional reference letter for [employee name] who worked as a [job title] at our company from [dates]. Key strengths: [list 2–3]. A specific achievement to mention: [achievement]. Tone should be positive and genuine, not generic. Include an offer to discuss further if needed."
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These prompts work across ChatGPT, Claude, Gemini, and Microsoft Copilot. The free tiers of all four are enough to get started.
The more specific you make each prompt — adding real context about your company, the role, and the person — the better the output. Think of it less like a search engine and more like briefing a very fast, very capable colleague.
If you want a full library of HR-specific prompts ready to copy and paste, the AiVarise guides cover every core HR function from recruitment to policy writing.