AI prompt to draft an AI use policy for your agency

If staff use AI tools at work, the agency needs simple written rules: which tools are approved, what data must never be pasted, and who reviews output. This prompt drafts a one-page policy to adapt, then have compliance or legal review it.

Below is a ready-to-copy prompt to draft an AI use policy for the agency, a detailed version that asks you clarifying questions first, and tips for using it. It works in any AI assistant: ChatGPT, Claude, Gemini or Copilot.

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The prompt

Draft a one-page AI acceptable-use policy for a small insurance agency: approved tools, prohibited data, review requirements, and who to ask. Recommend compliance/legal review.

Detailed version (asks clarifying questions first)

Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (your role, the AI tool you use and what you want to achieve). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Draft a one-page AI acceptable-use policy for a small insurance agency: approved tools, prohibited data, review requirements, and who to ask. Recommend compliance/legal review.

What a good result looks like

A good AI use policy fits on one page and answers four questions: which tools staff may use, what data must never go into them, who reviews AI output before it reaches a client, and who to ask when unsure. It is short enough that people actually read it.

Common mistakes and watch-outs

Don't copy a generic template without checking it against your carrier contracts, state privacy rules and any broker-dealer requirements. Be specific about prohibited data (client names, policy numbers, health information, Social Security numbers). Have compliance or legal review the final version and record when staff acknowledged it.

How to adapt the prompt

List the tools you actually approve (for example a business version of an AI assistant with data controls) and add rules for recording calls and AI note takers. Add a short section on marketing content review if staff use AI for social posts. Review the policy whenever you add a new AI tool.

EXAMPLE output (placeholder data, not a real client)

[Agency Name] AI Acceptable Use Policy (draft)

1. Approved tools: [Tool 1], [Tool 2]. Ask [Policy Owner] before using any other AI tool for work.
2. Never enter: client names, contact details, policy or claim numbers, health or financial information, or Social Security numbers.
3. Review: a licensed staff member reviews AI output before it goes to a client or is published.
4. Marketing: AI-drafted marketing goes through our normal compliance review.
5. Questions: contact [Policy Owner].

Effective [Date]. To be reviewed by compliance/legal before rollout.

How to use it

Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
Run it in the right tool. Paste it into any AI assistant: ChatGPT, Claude, Gemini or Copilot.
Review before you use it. Have compliance or legal review the final policy before you roll it out. Check every fact, name and number yourself.
Take the next step. Next, see: Protect client data when using AI.

Which AI tool to use

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

Paste the prompt above (short or detailed) into any of these.

Before you use it

Have compliance or legal review the final policy before you roll it out.
Check what each AI tool does with your data (training, retention) before staff use it.
Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
Review every AI output for accuracy and compliance before you use it.

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