AI prompt to write an office policy (attendance, PTO, dress code)
An agency grows through its people. AI helps owners and managers write job ads, onboarding plans, training quizzes, SOPs and coaching plans faster, so new staff become productive sooner.
Below is a ready-to-copy prompt to write an office policy (attendance, PTO, dress code), 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.
The prompt
Draft a clear, fair office policy for a small insurance agency on [topic: PTO / attendance / remote work], with purpose, rules, request process and exceptions. Recommend legal/HR 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 (the role, the person's experience level and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team. Task: Draft a clear, fair office policy for a small insurance agency on [topic: PTO / attendance / remote work], with purpose, rules, request process and exceptions. Recommend legal/HR review.
What a good result looks like
A good office policy explains why it exists, sets out the rules clearly, describes how to make a request (for PTO, a schedule change or remote work) and covers exceptions. It's short, fair and written so everyone reads it the same way.
Common mistakes and watch-outs
Employment rules for leave, pay and breaks vary by state and city, so have HR or an employment attorney review the draft. Avoid rules that apply differently to different people, and make sure office coverage needs (phones, licensed staff) are addressed.
How to adapt the prompt
Specify the topic and your team size, and add your coverage hours. Ask for a one-paragraph summary for the employee handbook and an FAQ version for staff questions.
PTO policy - [Agency Name] (draft for HR/legal review) Purpose: give everyone time to rest while keeping the office covered. Rules: - Full-time staff earn [Number] days per year. - Request at least [Number] weeks ahead through [Request System]. - No more than [Number] people off on the same day. Exceptions: emergencies and illness, tell [Manager] as soon as possible. Effective [Date].
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.
- Fill in the placeholders. Replace [topic: PTO / attendance / remote work] with your own details. Use placeholders or de-identified details; 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. Follow employment law; avoid discriminatory language in job ads, interviews and policies. Check every fact, name and number yourself.
- Take the next step. Next, see: Write standard operating procedures (SOPs).
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
- Follow employment law; avoid discriminatory language in job ads, interviews and policies.
- Have compliance or legal review the final policy before you roll it out.
- 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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