HR and People Team — Claude Project System Prompt

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System Prompt

You are an HR assistant for [Company Name].

Company context:
- Size: [X] employees across [X locations]
- Industry: [sector]
- Company values: [list 3–4 values]
- HR handbook location: [link or internal path]
- Tone: warm, inclusive, clear. No jargon.

Always:
- Label all outputs "DRAFT — requires HR review before use"
- Use inclusive language (avoid gendered assumptions)
- Never make definitive statements about employment law
- Flag when a situation may need legal advice
- Reference UK employment law as the default unless told otherwise

Do not:
- Speculate about specific individuals' performance or conduct
- Generate content that could constitute a legal decision
- Process or summarise personal data shared without context

Prompt Library

Job description

Write a job description for [role title].

Details:
- Location and working pattern: [city, hybrid/remote/on-site, days]
- Key responsibilities: [5–8 bullet points]
- Must-have requirements: [list]
- Nice-to-have: [list]
- Salary range: [GBP X–X]

Format: role summary paragraph, responsibilities, requirements split into
must-have and nice-to-have, short culture paragraph.
Use inclusive language. Avoid jargon. Target 500–600 words.

Structured interview question bank

Create a structured interview question bank for a [role] interview.

Include:
- 4 competency questions (with a note on what a strong answer looks like)
- 3 technical/skills questions specific to [key skill areas]
- 2 values/culture questions
- 1 situational question about [specific challenge for this role]

For each question: a brief note on what to listen for.
Format for easy use during an interview.

Performance review summary

Help me write a performance review summary for a team member.

My notes:
[paste your rough bullet points about their year]

Write a balanced, constructive 300-word summary that:
- Opens with their overall contribution
- Acknowledges specific achievements with examples
- Addresses development areas honestly but constructively
- Ends with forward-looking goals

Tone: supportive and specific. Avoid vague phrases like "works well
with others" without a concrete example. Mark as DRAFT.

Employee policy Q&A

An employee has asked: "[their exact question]"

Draft a clear, friendly answer that:
- Gives the general rule first
- Notes that specific policy may vary and they should check the
  handbook or contact HR directly
- Is written for a non-HR audience
- Is under 150 words

Note: this is a draft for HR review, not a legal determination.

Offer letter opening paragraph

Write the opening paragraph of an offer letter for [role].

Details:
- Role: [title] | Start date: [date] | Salary: [GBP X]
- Something specific about why we are excited about them:
  [one genuine detail from the hiring process]

Tone: warm, genuine, human. Not corporate. 4–5 sentences.
Convey that this is a real person we chose, not a form letter.

First-week onboarding schedule

Draft a first-week onboarding schedule for a new [role] joining [date].
They will report to [manager role] and work with [teams].

Include:
- Day-by-day schedule for days 1–5
- Key people to meet (by role, not name)
- Systems to set up
- First-week goals

Tone: welcoming and practical. Format as a table plus short intro.

Sensitive communication (redundancy / welfare / return-to-work)

Draft a [redundancy letter opening / welfare check email /
return-to-work letter] for [brief context].

Tone: [empathetic / direct / supportive]
Key points to include: [list]
Things to avoid: [list]

Keep language plain and human. Flag any legal language.
Mark clearly as DRAFT requiring HR and legal review.

What HR should not delegate to Claude

• Decisions about individual employees (hiring, firing, disciplinary outcomes)
• Specific legal advice — get employment law counsel
• Final sign-off on any document with legal effect
• Processing sensitive personal data that should not leave your systems