Prompt Library

People & HR AI Prompts

27 ready-to-use prompts for recruitment, performance management, learning and development, engagement, and HR processes. Copy, customise, and use with ChatGPT, Claude, or your preferred AI tool.

27 prompts6 categoriesUK employment context

Recruitment & Hiring Performance Management Learning & Development Employee Engagement People Communication HR Processes

How to use these prompts

1Copy the prompt – Click the copy button on any prompt card.
2Fill in the [brackets] – Replace placeholder text with your specific details.
3Paste into your AI tool – Works with ChatGPT, Claude, Gemini, Copilot, and others.
4Refine the output – Ask follow-up questions to improve the response.

Note: Always review AI-generated HR content for compliance with UK employment law and your organisation's policies.

Check the output against these sources

Use AI to draft and structure people processes, never to decide them. Before you act on a performance, disciplinary or grievance draft, check it against the Acas guidance on disciplinary and grievance procedures, which sets out the process UK employers are expected to follow.

The flexible working prompt assumes the statutory right to request. The current rules, including who can apply and how long an employer has to respond, are published in the GOV.UK guidance on flexible working. Confirm them before you send a response.

Employee records are personal data. Describe a situation in general terms rather than pasting names, health details or review notes into a consumer AI tool, and follow the ICO data protection guidance for organisations alongside your own internal policy.

Want your HR team to write prompts like these from scratch, tuned to your own policies? That is what our AI training programmes for UK teams cover.

Recruitment & Hiring

Prompts for job descriptions, candidate screening, and interview processes.

Job description

Write a job description for:

Role title: [job title]
Department: [team they'll join]
Reports to: [manager's role]
Location: [office/remote/hybrid]
Salary range: [if disclosing]
Company context: [brief about your business]
Why the role exists: [what problem they'll solve]

Create a job description including:
1. Compelling opening (why join us, not just what we do)
2. Role overview (2-3 sentences)
3. Key responsibilities (6-8 bullet points)
4. Essential requirements (skills/experience needed)
5. Desirable requirements (nice to have)
6. What we offer (benefits, culture, growth)
7. How to apply

Write in a warm, human tone. Avoid jargon and corporate speak. Make it appeal to good candidates, not just any candidates.

Tip: Be honest about the role. Overselling leads to poor hires who leave quickly.

Interview questions

Generate interview questions for:

Role: [job title]
Level: [junior/mid/senior]
Key skills needed: [critical competencies]
Team culture: [what matters to your team]
Common challenges in role: [what they'll face]
Red flags to watch for: [concerns from past hires]

Create interview questions covering:
1. Experience and background (3 questions)
2. Technical/role-specific skills (4 questions)
3. Problem-solving and thinking (3 questions)
4. Culture and values fit (3 questions)
5. Motivation and career goals (2 questions)
6. Situational/behavioural questions (3 questions)

For each question, include:
- The question itself
- What good answers look like
- What to watch out for

Avoid clichés like "What's your biggest weakness?"

Candidate screening criteria

Create screening criteria for:

Role: [job title]
Number of applicants expected: [volume]
Must-have requirements: [non-negotiables]
Nice-to-have requirements: [preferences]
Deal-breakers: [automatic no]
Time available for screening: [hours]

Create a screening framework:
1. Initial CV review checklist (2-minute scan)
2. Scoring matrix for key criteria
3. Phone screen questions (10-minute call)
4. Red flags to immediately reject
5. Green flags that move to interview
6. How to handle borderline candidates
7. Template rejection and progression messages

Make screening efficient but fair. Don't miss good candidates due to rigid criteria.

Offer letter template

Draft an offer letter for:

Role: [job title]
Candidate name: [or use placeholder]
Start date: [proposed]
Salary: [amount and frequency]
Benefits: [key benefits to highlight]
Probation period: [if applicable]
Notice period: [required notice]
Reporting to: [manager name/role]
Location: [work location arrangements]

Create an offer letter that:
1. Opens with genuine enthusiasm
2. Confirms key terms clearly
3. Outlines salary and benefits
4. Explains next steps and deadlines
5. Includes practical information (first day, etc.)
6. Maintains professional but warm tone
7. Notes any conditions (references, right to work)

Make them excited to accept, not just informed.

Rejection message

Write a candidate rejection message for:

Stage rejected: [CV review/phone screen/interview/final stage]
Role: [job title]
Reason (internal): [why they weren't selected]
Relationship to maintain: [might we hire them later?]
Feedback to share: [if any]

Create a rejection message that:
1. Thanks them genuinely for their time
2. Delivers the news clearly (don't bury it)
3. Is warm but doesn't give false hope
4. Provides brief, constructive feedback if appropriate
5. Leaves the door open if genuine potential
6. Maintains your employer brand

Treat rejected candidates as future customers, referrers, or hires. Don't burn bridges.

Performance Management

Prompts for reviews, feedback, goal-setting, and performance conversations.

Performance review preparation

Help me prepare a performance review for:

Employee name: [name]
Role: [their job title]
Review period: [timeframe]
Key achievements: [what they accomplished]
Areas of concern: [challenges or gaps]
Goals from last review: [what was set]
My overall assessment: [exceeding/meeting/below expectations]

Help me prepare:
1. Opening framing (set a constructive tone)
2. Specific examples of strong performance
3. Constructive feedback on development areas
4. Assessment against previous goals
5. New goals for next period (SMART format)
6. Career development discussion points
7. Questions to ask them
8. Key messages to land

Balance honesty with encouragement. Reviews should motivate, not demoralise.

Tip: No surprises in reviews. Feedback should be ongoing, not saved up.

SMART goals

Create SMART goals for:

Employee: [name and role]
Business priorities: [what matters most right now]
Their development needs: [skills to build]
Available resources: [support, budget, time]
Timeframe: [goal period]
Their input: [what they want to work on]

Create 3-5 SMART goals:
- Specific: Exactly what they'll achieve
- Measurable: How we'll know it's done
- Achievable: Realistic given resources
- Relevant: Aligned to business and their growth
- Time-bound: Clear deadline

For each goal include:
1. The goal statement
2. Success metrics
3. Key milestones
4. Support needed
5. Review checkpoints

Make goals stretching but achievable. Too easy is pointless; impossible is demotivating.

Difficult performance conversation

Help me prepare for a difficult conversation about:

Employee: [name and role]
Issue: [performance problem]
Examples: [specific instances]
Impact: [how it affects work/team]
Previous feedback: [what's been said before]
Desired outcome: [what needs to change]
Relationship context: [our working relationship]

Create a conversation plan:
1. Opening (set tone, state purpose clearly)
2. Describing the issue (specific, factual, non-judgmental)
3. Impact explanation (why it matters)
4. Listening and understanding their perspective
5. Agreeing on expectations going forward
6. Support you'll provide
7. Consequences if no improvement
8. Follow-up plan
9. Closing on a constructive note

Be direct but kind. Don't soften the message so much it gets lost.

360 feedback questions

Create 360 feedback questions for:

Role being reviewed: [job title]
Purpose: [development/promotion/general]
Respondent groups: [peers, direct reports, manager, stakeholders]
Key competencies: [what to assess]
Culture values: [what matters in your organisation]

Create feedback questions:

For all respondents:
1. Overall effectiveness questions
2. Strengths and contributions
3. Development areas

Specific to each group:
- Manager questions (strategic thinking, results)
- Peer questions (collaboration, reliability)
- Direct report questions (leadership, support)
- Stakeholder questions (communication, delivery)

Include:
- Rating scales where appropriate
- Open-ended questions for examples
- Forward-looking development questions

Keep it focused. Too many questions means low-quality responses.

Performance improvement plan

Create a performance improvement plan for:

Employee: [name and role]
Performance issues: [specific problems]
Previous interventions: [what's been tried]
Expected standards: [what good looks like]
Timeline: [improvement period]
Support available: [resources, training, coaching]
Consequences: [if no improvement]

Create a PIP document:
1. Purpose and context
2. Specific performance gaps (with examples)
3. Expected standards and behaviours
4. Improvement actions and milestones
5. Support and resources provided
6. Review schedule (weekly check-ins)
7. Success criteria
8. Consequences of not meeting standards
9. Employee acknowledgment section

Be clear and fair. A PIP should genuinely help them succeed, not just document for dismissal.

Learning & Development

Prompts for training, skills development, and career growth.

Training needs analysis

Conduct a training needs analysis for:

Team/department: [who you're analysing]
Business goals: [what we need to achieve]
Current skill levels: [your assessment]
Performance gaps: [where people struggle]
Upcoming changes: [new tools, processes, requirements]
Budget for training: [available investment]

Analyse and recommend:
1. Critical skill gaps (must address)
2. Important skill gaps (should address)
3. Nice-to-have development (could address)
4. For each gap:
   - Who needs development
   - Recommended learning approach
   - Time required
   - Cost estimate
   - Expected impact
5. Prioritised training plan
6. How to measure training effectiveness

Focus on skills that drive results, not just nice-to-have learning.

Tip: Involve the team in identifying needs. They often know their gaps better than you think.

Individual development plan

Create a development plan for:

Employee: [name and current role]
Career aspiration: [where they want to go]
Current strengths: [what they're good at]
Development areas: [gaps to address]
Timeline: [development period]
Available resources: [budget, time, support]
Learning style: [how they learn best]

Create a development plan:
1. Development objectives (3-5 focus areas)
2. For each objective:
   - Current state
   - Target state
   - Learning activities (courses, projects, mentoring, etc.)
   - Timeline and milestones
   - How to practice new skills
   - How to measure progress
3. Support and resources needed
4. Review schedule
5. How this connects to career goals

Mix formal learning with on-the-job development. Most learning happens through doing.

Mentoring programme design

Design a mentoring programme for:

Organisation context: [your business]
Programme purpose: [what you want to achieve]
Target participants: [who will be mentored]
Potential mentors: [who could mentor]
Duration: [programme length]
Resources: [time, budget, support]

Create a programme design:
1. Programme objectives and success metrics
2. Mentor selection criteria
3. Mentee eligibility
4. Matching process
5. Structure (frequency, format, duration)
6. Discussion topics and resources
7. Mentor training/guidance
8. Programme kick-off plan
9. Check-in and support process
10. Evaluation approach

Keep it simple enough to sustain. Overly complex programmes die quickly.

Skills matrix

Create a skills matrix for:

Team: [who you're assessing]
Core functions: [what the team does]
Key skills needed: [critical capabilities]
Future skills: [emerging requirements]
Current assessment approach: [how skills are tracked now]

Create a skills matrix including:
1. Skill categories (technical, soft skills, tools, domain knowledge)
2. Specific skills within each category
3. Proficiency levels (e.g., learning/competent/expert)
4. Current team assessment template
5. Gap analysis format
6. Development priority framework
7. How to keep it updated

Include:
- Skills you have covered
- Skills at risk (single point of failure)
- Skills gaps to address
- Skills to build for the future

Make it useful, not just an admin exercise.

Employee Engagement

Prompts for surveys, feedback, recognition, and building culture.

Engagement survey questions

Create an employee engagement survey for:

Organisation size: [number of employees]
Current concerns: [issues you're aware of]
Previous survey: [when last done, key findings]
Areas to explore: [what you want to understand]
Survey length target: [time to complete]

Create survey questions covering:
1. Overall satisfaction and loyalty
2. Role and work (clarity, challenge, meaning)
3. Manager relationship
4. Team dynamics
5. Growth and development
6. Recognition and reward
7. Communication and transparency
8. Work-life balance
9. Resources and tools
10. Open feedback questions

Include:
- Mix of rating scales and open questions
- Keep it focused (15-20 questions max)
- Questions you'll actually act on

Only ask what you're willing to address. Surveys without action breed cynicism.

Tip: Share results and action plans with the team. Transparency builds trust.

Recognition programme

Design an employee recognition programme:

Organisation: [your business]
Team size: [number of people]
Current recognition: [what happens now]
Budget: [available investment]
Values to reinforce: [what you want to recognise]
Culture: [formal/informal, traditional/modern]

Design a programme including:
1. Recognition types (peer-to-peer, manager, company-wide)
2. What to recognise (behaviours, achievements, milestones)
3. Recognition methods (verbal, written, rewards, public)
4. Frequency and rhythm
5. Reward options (if any budget)
6. How to nominate/recognise
7. How to make it visible
8. How to keep it fresh and meaningful
9. Success metrics

Make recognition genuine, not mechanical. Forced recognition is worse than none.

Stay interview questions

Create stay interview questions for:

Purpose: [understand retention, engagement, etc.]
Employee context: [who you're interviewing]
Known concerns: [any issues you're aware of]
What you can influence: [changes you could make]

Create stay interview questions:
1. Opening questions (how they're feeling generally)
2. Role satisfaction (what they enjoy, what frustrates)
3. Manager and team relationships
4. Growth and development
5. Recognition and reward
6. Work environment and culture
7. What might cause them to leave
8. What would make work better
9. Closing (anything else on their mind)

Include:
- How to create psychological safety
- Follow-up questions for deeper understanding
- What to do with the feedback

Listen more than you talk. This is about understanding, not defending.

Team building activities

Suggest team building activities for:

Team size: [number of people]
Location: [co-located/remote/hybrid]
Budget: [available spend]
Time available: [duration]
Team dynamics: [issues or goals]
Preferences: [what they enjoy or dislike]
Accessibility needs: [considerations]

Suggest 10 activities:
1. For each activity:
   - Description and how it works
   - Purpose (what it builds)
   - Time required
   - Cost estimate
   - Remote/in-person suitability
   - Pros and cons
2. Mix of:
   - Low-cost/no-cost options
   - Quick activities (under 1 hour)
   - Half-day or full-day options
   - Social vs work-focused
3. Implementation tips

Avoid cringe. Team building should feel natural, not forced.

People Communication

Prompts for internal announcements, difficult messages, and team updates.

Change announcement

Write an internal announcement about:

Change: [what's changing]
Reason: [why this is happening]
Impact on team: [how it affects people]
Timeline: [when it takes effect]
Who's affected: [specific groups]
Support available: [help people can access]
Who's sending: [leader/HR/manager]

Create an announcement that:
1. Opens with the key message (don't bury it)
2. Explains the why clearly
3. Acknowledges impact and concerns
4. Provides specific details
5. Outlines support available
6. Invites questions and feedback
7. Closes with appropriate tone

Be honest about what you know and don't know. Don't spin bad news.

Tip: Deliver difficult news in person or video first. Written follows up.

New hire announcement

Write a new hire announcement for:

New employee: [name]
Role: [job title]
Team: [who they're joining]
Start date: [when they begin]
Background: [relevant experience]
Fun fact: [something personal if appropriate]
Their manager: [who they report to]

Create an announcement that:
1. Welcomes them warmly
2. Introduces their role and team
3. Shares relevant background
4. Includes something personal/human
5. Explains how to connect with them
6. Makes them feel valued from day one

Keep it genuine. Templates that all sound the same are forgettable.

Departure announcement

Write a departure announcement for:

Employee leaving: [name]
Role: [their position]
Reason: [if appropriate to share]
Leaving date: [last day]
Tenure: [how long they've been here]
Handover: [transition plan]
Tone: [celebration/neutral/sensitive]

Create an announcement that:
1. Acknowledges their contribution
2. Shares reason if appropriate
3. Thanks them genuinely
4. Explains transition/coverage plan
5. Provides opportunity for team to say goodbye
6. Maintains their dignity whatever the circumstances

Handle departures well. How you treat leavers affects how stayers feel.

Policy update communication

Communicate a policy update about:

Policy: [what's being updated]
Key changes: [what's different]
Reason for change: [why now]
Effective date: [when it starts]
Who it affects: [everyone or specific groups]
Action required: [what people need to do]
Questions: [where to direct them]

Create a communication that:
1. States what's changing clearly
2. Explains why (not just "compliance")
3. Highlights key differences from before
4. Specifies what action people need to take
5. Provides resources for more detail
6. Answers likely questions
7. Tells them where to get help

Make policies understandable. Legal language is for documents, not communication.

Team update/newsletter

Create a team update for:

Team: [who it's for]
Period: [week/month]
Key updates: [what's happened]
Celebrations: [wins to recognise]
Upcoming: [what's ahead]
Tone: [formal/casual]
Length: [brief/detailed]

Create a team update including:
1. Opening (set the tone)
2. Key achievements and progress
3. Recognition and shoutouts
4. Important announcements
5. Upcoming priorities and dates
6. Learning or tips section (optional)
7. Fun element (optional)
8. How to contribute feedback

Make it scannable. People skim. Headlines and bullets help.

HR Processes

Prompts for policies, compliance, and HR administration.

Policy template

Create a policy template for:

Policy topic: [what it covers]
Audience: [who it applies to]
Legal requirements: [compliance needs, UK law]
Current approach: [informal practice if any]
Risk if no policy: [why it's needed]
Approval level: [who signs off]

Create a policy including:
1. Policy title and reference
2. Purpose and scope
3. Who it applies to
4. Definitions (if needed)
5. Policy statements (the rules)
6. Procedures (how to follow it)
7. Responsibilities (who does what)
8. Related policies
9. Review date and version control
10. Approval signatures

Keep it clear and readable. A policy no one understands is useless.

Tip: Test policies with real scenarios. Do they actually work in practice?

Exit interview questions

Create exit interview questions for:

Role leaving: [job title]
Tenure: [how long they've been here]
Circumstances: [voluntary/redundancy/retirement]
Relationship: [good leaver/difficult departure]
What you want to learn: [key questions]

Create exit interview questions:
1. Overall experience
2. Role and responsibilities
3. Management and leadership
4. Team and culture
5. Growth and development
6. What prompted the decision to leave
7. What might have changed their mind
8. What they'll miss / won't miss
9. Advice for the organisation
10. Would they return or recommend us

Include:
- How to create candid conversation
- How to handle emotional responses
- What to do with feedback

Create psychological safety. Honest feedback requires trust.

HR metrics dashboard

Design an HR metrics dashboard for:

Organisation size: [number of employees]
Key priorities: [what leadership cares about]
Current tracking: [what you measure now]
Pain points: [people challenges]
Reporting frequency: [monthly/quarterly]
Audience: [who sees this]

Create a metrics framework:
1. Headcount and structure metrics
2. Recruitment metrics (time to hire, cost, quality)
3. Retention metrics (turnover, tenure)
4. Performance metrics (ratings distribution, goals)
5. Engagement metrics (survey scores, participation)
6. Development metrics (training, promotions)
7. Absence and wellbeing metrics
8. Diversity metrics (if tracking)

For each metric:
- Definition and calculation
- Target/benchmark
- Data source
- Reporting format

Track what matters, not everything possible. Less is more.

Flexible working request response

Help me respond to a flexible working request:

Request: [what they've asked for]
Employee: [name, role, tenure]
Current arrangement: [how they work now]
Business considerations: [operational needs]
Precedent: [similar arrangements in place]
Legal context: [UK right to request]
My instinct: [likely to approve/concerns]

Help me:
1. Consider the request fairly
2. Questions to ask for more information
3. Business case for/against
4. Potential trial arrangement
5. Draft approval response (if appropriate)
6. Draft decline response (if appropriate, with reasoning)
7. Alternative arrangements to propose
8. How to discuss in person

Approach it positively. The default should be "how can we make this work?"

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Frequently Asked Questions

What people and HR tasks do these AI prompts cover?

Six categories: Recruitment & Hiring, Performance Management, Learning & Development, Employee Engagement, People Communication, and HR Processes. They focus on drafting, structuring and preparing — job descriptions, review frameworks, development plans and internal comms.

Are the people and HR prompts free to use?

Yes. The first category is readable in full with no sign-up, and the remaining categories unlock with an email address at no cost.

Can we use AI to make hiring or performance decisions?

No — use these prompts to draft and structure, never to decide. A named person should remain accountable for every hiring and performance outcome, and should review anything the model produces. Employment decisions carry legal and fairness obligations that do not transfer to a tool, so take your own advice on how they apply to you.

Should we put employee data into an AI tool?

Not without checking first. Avoid pasting names, contact details, health information or performance records into a general consumer AI tool. Describe the situation in general terms instead, and confirm what your organisation’s data policy and your chosen tool’s terms actually permit.

Do these prompts reflect UK employment practice?

They are written with UK organisations in mind — the disciplinary, grievance, flexible working and performance prompts follow the structure UK employers are expected to use. Always check the output against current Acas guidance, GOV.UK employment rules and your own policies before you act on it.

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