The HR function has always been time-intensive: job descriptions, screening questions, offer letters, onboarding docs, performance review frameworks, employee communications. Most of it is written from scratch every time.
That's changing.
The HR professionals pulling ahead in 2026 aren't necessarily working harder — they're using AI to eliminate the drafting overhead so they can focus on the high-judgment work that matters: relationships, culture, and decisions.
Here are the essential prompts every HR pro should have in their toolkit.
Recruiting
Job Description Writer
Bad job descriptions waste everyone's time. Vague requirements attract the wrong candidates. This prompt fixes that:
Write a job description for a [job title] at a [company type, e.g. Series B SaaS startup]. Include: responsibilities (5 bullet points), required qualifications (3–4), nice-to-haves (2–3), and a 2-sentence company culture pitch. Tone: direct and human, not corporate. Avoid jargon.
Screening Question Generator
Generate 8 screening questions for a [job title] role. Include 3 behavioral questions (using the STAR format), 2 situational questions, 2 role-specific technical questions, and 1 culture-fit question. Focus on [key competency, e.g. problem-solving under ambiguity].
Rejection Email (Respectful and Specific)
Write a kind but clear rejection email to a candidate who applied for [role]. They made it to [stage, e.g. final round] but we moved forward with another candidate. Acknowledge their time, close the door professionally, and leave the door open for future roles. Keep it under 120 words.
Employee Communications
Policy Explanation for Employees
HR policies are often written by lawyers and need to be translated for humans.
Rewrite the following HR policy excerpt in plain language for employees. Keep the legal meaning intact but make it conversational and easy to understand. Assume the reader is not familiar with HR terminology. Policy: [paste excerpt]
Performance Improvement Plan (PIP) First Draft
Draft a Performance Improvement Plan for an employee in a [role] who is struggling with [specific issue, e.g. meeting deadlines and communication]. The plan should cover: issue description, specific improvement targets with measurable outcomes, timeline (90 days), support provided by the company, and consequences if targets are not met. Tone: firm but constructive.
Internal Announcement Writer
Write an internal company announcement about [topic, e.g. new parental leave policy]. Tone: warm and clear. Keep it under 200 words. Open with the most important point. End with who employees should contact with questions.
Onboarding
30-60-90 Day Plan Template
Create a 30-60-90 day onboarding plan for a new [job title] at a [company type]. For each phase: list 3–4 key goals, 2–3 learning milestones, and 1 relationship-building activity. Format as a table.
New Hire Welcome Email
Write a warm welcome email from the hiring manager to a new hire starting on [date] in the [department] team. Include: what their first day looks like, who to ask if they have questions, and one genuine thing we're excited about them bringing to the team. Keep it under 150 words.
Performance Management
Review Summary Writer
Based on the following notes from a performance review, write a professional 2-paragraph summary of this employee's performance. Highlight 2 strengths and 1 area for development. Notes: [paste notes]
Goal-Setting Assistant
Help me write 3 SMART goals for an employee in a [role] for the next [quarter/year]. Focus areas: [e.g. improving client communication and developing project management skills]. Format each goal with the specific metric, timeline, and how it will be measured.
Why This Matters in 2026
The HR function is under more pressure than ever: leaner teams, higher employee expectations, faster hiring cycles, more complex compliance environments. The administrative burden hasn't shrunk — it's just landed on fewer people.
AI doesn't replace the human judgment at the center of great HR work. It removes the drafting bottleneck so your time goes to the work that only a human can do: building trust, navigating difficult conversations, reading culture, and making calls that require experience.
The professionals who build these habits now will be faster, more consistent, and more valuable to their organizations.
If you want a complete library of tested HR prompts — covering recruiting, onboarding, performance management, employee relations, and compliance communications — the HR AI Prompt Pack is built for exactly this.
50+ prompts, organized by HR function, ready to use today.
Pinzas AI builds AI productivity toolkits for professionals. Follow @PinzasAi on X.
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