People-team playbooks

Adapt the prompts to your organisation. Use approved tools and information you are authorised to share. Check the sources, accuracy and suitability of every draft before using it.

This folder holds our staff policies: [FOLDER NAME]. Read everything.

Then give me three lists. First, the thirty questions staff most often ask HR in a business like ours, a [TYPE OF BUSINESS] with [NUMBER] staff in the UAE, with the answer each policy gives and the exact document and section it comes from. Second, the questions these documents cannot answer. Third, anywhere two documents give different answers to the same question, shown side by side.

Do not invent an answer anywhere. If a policy is silent, say it is silent.

Turn the first list into a document called The Answers Book: every question staff actually ask, answered in plain English in two or three sentences, with the source document and section named under each answer. Where the honest answer is "ask HR", write exactly that. Put leave first, because it is asked about most. Write it so a new joiner on their first day understands every word.

Here is our employee sheet [FILE NAME] and our letter templates: [FOLDER NAME].

When I ask for a letter, for example "salary certificate for [NAME], addressed to [BANK OR EMBASSY]", do this: fill the right template with that employee's details from the sheet and today's date, keep the letterhead and wording exactly as the template has them, save the letter as a file named with the date, the employee and the letter type, and add one row to Letters_Log.xlsx recording the date, employee, letter type and who it was addressed to.

If the employee is not on the sheet, a field is missing, or the request does not match any template, stop and tell me. Never guess a salary, and never change template wording without asking me first.

Using the shortlist spreadsheet and the five criteria, draft replies for the role of [JOB TITLE].

For every applicant: an acknowledgement by name, thanking them for applying for this specific role.

For applicants not going forward: a short, kind regret. Thank them, name one genuine strength you can see in their CV, and wish them well. Do not mention scores, rankings or other candidates, and do not offer feedback that could mislead them.

For the top [FIVE OR TEN]: a next-steps note explaining [WHAT HAPPENS NEXT, e.g. a call this week to arrange interviews].

Put every draft in one review file for me to read. Do not send anything, and do not contact anyone.