DEV Community

ClawGear
ClawGear

Posted on

35 ChatGPT Prompts for HR Managers: Job Descriptions, Offer Letters, PIPs, and Onboarding (Copy-Paste Ready)

#chatgpt #hr #productivity #hiring

Real estate agents have ChatGPT prompts articles. Sales reps do. EAs do.

HR managers? Still writing job descriptions from scratch at 11 PM.

The average HR manager spends 6–8 hours a week on writing tasks alone — job postings, offer letters, rejection emails, PIPs, onboarding checklists. That's a full day of your week on documents that follow predictable patterns every time.

ChatGPT can produce a solid first draft of any of these in under 60 seconds. These 35 prompts show you exactly how.

Job Descriptions

Prompt 1 — Standard job description

Write a job description for a [Job Title] at a [company size/type] company in [industry].
Key responsibilities: [list 4–6 core duties].
Requirements: [years of experience, must-have skills, nice-to-haves].
Tone: [professional and straightforward / conversational and welcoming / etc.].
Include an EEO statement at the end. 300–400 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 2 — Technical role (engineering / data)

Write a job description for a [Software Engineer / Data Analyst / etc.] at a [company type].
Tech stack: [list languages, tools, frameworks].
Team size: [X engineers]. Reporting to: [role].
Avoid buzzwords. Be specific about what they'll actually work on day one.
Include remote/hybrid policy. 350 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 3 — Leadership / director-level role

Write a job description for a [VP of Marketing / Director of Operations / etc.].
Scope: [team size, budget responsibility, key outcomes they'll own].
Ideal background: [industry, years of experience, leadership style].
Emphasize impact and ownership over tasks. No bullet-point laundry lists. 350 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 4 — Internship / entry-level

Write a job description for a [role] internship or entry-level position.
What they'll learn: [key skills / projects].
What we need: [major, basic skills, attitude].
Make it sound like a real growth opportunity, not a coffee-fetching role.
Friendly, encouraging tone. 250 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 5 — Rewrite an existing job description

Rewrite this job description to be clearer, more compelling, and bias-reduced.
Original: [paste your JD here]
Goals: remove jargon, cut requirements that aren't truly necessary, add a strong opening hook.
Keep the length similar to the original.
Enter fullscreen mode Exit fullscreen mode

Candidate Outreach & Screening

Prompt 6 — Cold LinkedIn outreach to passive candidate

Write a LinkedIn message to a passive candidate for a [role] position.
Their profile shows: [notable experience or achievement].
Keep it under 100 words. Compliment something specific. Don't oversell the role.
Make them curious, not pressured. End with a low-commitment question.
Enter fullscreen mode Exit fullscreen mode

Prompt 7 — Initial screening email after application

Write an email to a job applicant confirming we received their application for [role].
Next step: [phone screen / skills assessment / video interview].
Instructions: [what they need to do / expect].
Warm but efficient. Brand voice: [professional / casual / etc.]. 100 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 8 — Interview invitation email

Write an interview invitation email for a [role] candidate.
Interview type: [phone / video / on-site].
Date/time options: [provide 2–3 slots or direct them to scheduling link].
Interviewers: [names/titles if sharing].
Include any prep tips (e.g., review company website, prepare examples using STAR method). 150 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 9 — Reference check questions

Give me 8 reference check questions for a [role] candidate.
Focus areas: [e.g., collaboration, handling pressure, initiative, specific technical skills].
Mix of open-ended and behavioral questions.
Include one question about what conditions bring out their best work.
Enter fullscreen mode Exit fullscreen mode

Prompt 10 — Candidate pipeline update email

Write a brief email to a candidate letting them know their application is still under review.
We haven't made a decision yet. Timeline: approximately [X more weeks].
Keep them warm without making promises. Under 80 words.
Enter fullscreen mode Exit fullscreen mode

Offer Letters & Rejection Emails

Prompt 11 — Offer letter (standard)

Write a job offer letter for [Candidate Name] for the [Role] position.
Start date: [date]. Salary: [$X/year or $X/hour]. Reports to: [manager name/title].
Benefits summary: [health, PTO, 401k, etc.].
Include standard at-will language. Warm, welcoming tone. 300 words.
Sign-off: [Your name, title].
Enter fullscreen mode Exit fullscreen mode

Prompt 12 — Offer letter (negotiation follow-up)

Write an offer letter that reflects a negotiated compensation package.
Revised offer: [$X salary + $Y signing bonus / equity adjustment / etc.].
Acknowledge that we worked together to get here. Express genuine excitement about them joining.
Professional but personal. 250 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 13 — Rejection email (after initial screen)

Write a kind rejection email to a candidate who didn't pass the initial screen for [role].
Keep it short. Thank them for applying. Wish them well.
Do NOT say "we'll keep your resume on file" unless we mean it.
Under 80 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 14 — Rejection email (after final round)

Write a respectful rejection email to a finalist candidate for [role].
They made it to the final round. Acknowledge that it was a competitive process.
Be honest: we went with someone whose experience aligned more closely with [specific area].
Leave the door open for future roles. Under 150 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 15 — Offer rescission letter (due to budget freeze)

Write a letter rescinding a job offer due to a budget freeze / headcount hold.
Candidate: [name]. Role: [title]. Original start date: [date].
Express genuine regret. Explain it's entirely a company situation, not a reflection of them.
Offer to reconnect when hiring resumes. Legal and human. 200 words.
Enter fullscreen mode Exit fullscreen mode

Onboarding

Prompt 16 — Welcome email from HR (day before start)

Write a welcome email to a new hire the day before their first day.
Name: [name]. Role: [title]. Start date: [date].
Include: what time to arrive/log on, who to ask for, what to bring or set up, a genuine "we're excited" message.
Warm and practical. 150 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 17 — First-week onboarding schedule

Create a structured first-week onboarding schedule for a new [role] hire.
Include: orientation sessions, team introductions, tool access, key meetings, and learning milestones.
Format as a day-by-day table (Mon–Fri). Mix of structured time and self-guided exploration.
Company size: [startup / mid-size / enterprise].
Enter fullscreen mode Exit fullscreen mode

Prompt 18 — 30-60-90 day plan template

Create a 30-60-90 day success plan for a new [role].
30 days: learning and observing.
60 days: contributing and building relationships.
90 days: owning outcomes and showing impact.
Format: bullet points per phase. 3–5 items each.
Include a "success looks like" metric for each phase.
Enter fullscreen mode Exit fullscreen mode

Prompt 19 — Onboarding survey questions

Write 10 onboarding survey questions for new hires to complete at the end of their first month.
Cover: clarity of role, quality of onboarding, manager support, cultural fit, tools/systems.
Mix of rating scales and open-ended questions.
Goal: identify gaps in our onboarding process, not just measure satisfaction.
Enter fullscreen mode Exit fullscreen mode

Prompt 20 — IT setup checklist email

Write an email to IT requesting setup for a new hire.
New hire: [name]. Role: [title]. Start date: [date]. Manager: [name].
Systems needed: [laptop, email, Slack, Notion, CRM, etc.].
Access level: [standard employee / admin / etc.].
Include a deadline for completion. Professional and clear. 100 words.
Enter fullscreen mode Exit fullscreen mode

Performance Management

Prompt 21 — Performance improvement plan (PIP)

Draft a Performance Improvement Plan (PIP) for an employee in [role].
Concerns: [describe the specific performance issues — use facts, not opinions].
Goals: [3–4 measurable improvements needed].
Timeline: [30/60/90 days].
Check-ins: [weekly / biweekly with manager].
Consequence if not met: [state clearly but professionally].
Include a section for employee signature. Formal, documented, fair.
Enter fullscreen mode Exit fullscreen mode

Prompt 22 — Performance review template

Create a performance review template for [role / department].
Sections: goal achievement, core competencies, collaboration, growth areas, manager comments, employee self-assessment.
Rating scale: [1–5 / exceeds/meets/below expectations].
Keep each section to 2–3 prompts so managers don't write novels.
End with: development goals for the next review period.
Enter fullscreen mode Exit fullscreen mode

Prompt 23 — Difficult conversation prep (performance)

Help me prepare talking points for a difficult performance conversation with an employee.
Issue: [describe the behavior or performance gap with specifics].
Goal: [what you want them to change and why it matters].
What I want to avoid: being vague, getting defensive, or letting it turn into a debate.
Give me 5 clear, human talking points.
Enter fullscreen mode Exit fullscreen mode

Prompt 24 — Recognition email to high performer

Write a recognition email for an employee who [specific accomplishment].
Employee: [name]. Role: [title].
Be specific about what they did and why it mattered to the team/company.
Warm, genuine tone. Not generic praise. Under 150 words.
CC their manager? [yes/no].
Enter fullscreen mode Exit fullscreen mode

Prompt 25 — Termination talking points

Help me prepare talking points for a termination conversation for [role] due to [reason: performance / layoff / conduct].
Keep it: clear, brief, compassionate, and legally safe.
What to cover: the decision (final), effective date, next steps (COBRA, final check, equipment return).
What NOT to say: anything that implies the decision is negotiable.
5–7 bullet points. Not a script — talking points.
Enter fullscreen mode Exit fullscreen mode

HR Communications & Policy

Prompt 26 — Policy announcement email

Write an all-staff email announcing a new [policy: remote work / PTO / expense / etc.].
Policy summary: [key changes in plain English].
Effective date: [date].
Where to find the full policy: [location].
Questions: [contact or FAQ link].
Tone: clear and positive. No legal jargon. 150 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 27 — Open enrollment reminder email

Write an open enrollment reminder email for employees.
Deadline: [date]. What they need to do: [enroll in/change benefits via portal/link].
New this year: [any plan changes if applicable].
What happens if they don't act: [default enrollment / no changes / etc.].
Friendly urgency. Clear action step. 120 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 28 — Employee survey intro email

Write an email introducing our annual employee engagement survey.
Survey takes: [X minutes]. Deadline: [date].
Anonymity: [fully anonymous / department-level reporting only].
Why it matters: [we use results to make real changes — give a past example if possible].
Authentic tone. Not corporate fluff. 120 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 29 — Return-to-office policy announcement

Write an email announcing a new return-to-office policy.
New policy: [hybrid X days / full return / flexible].
Effective date: [date].
Reason: [brief, honest reason].
Acknowledge it's a change. Thank people for their flexibility.
Include a Q&A or contact for questions.
Empathetic, clear, no spin. 200 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 30 — Layoff communication to affected employees

Write the communication script for notifying an employee of a layoff.
Reason: [company restructuring / economic conditions / role eliminated].
Severance: [X weeks pay + benefits continuation].
Effective date: [immediate / 2-week notice].
Outplacement support: [yes/no — describe if yes].
Tone: Direct, humane, no euphemisms like "let you go." Cover: what happens next step by step.
Enter fullscreen mode Exit fullscreen mode

Employer Branding & Social Media

Prompt 31 — LinkedIn post — culture highlight

Write a LinkedIn post highlighting our company culture or a team win.
Event/achievement: [describe briefly].
Who was involved: [team / individuals].
What it says about who we are: [values or way of working].
First-person company voice. Authentic, not a press release. Under 150 words. 3 hashtags.
Enter fullscreen mode Exit fullscreen mode

Prompt 32 — Job posting intro for LinkedIn

Write a compelling LinkedIn job post intro for a [role] opening.
This is the teaser before the full JD — 3 short paragraphs max.
Hook: why someone would want this role specifically.
Team/company snapshot: what makes us different.
CTA: link to apply. 120 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 33 — Glassdoor response to negative review

Write a professional response to this Glassdoor review:
[Paste the review]
Acknowledge their experience. Don't be defensive. Mention 1–2 specific things we're working to improve.
Invite them to connect directly if they want to share more.
Under 100 words.
Enter fullscreen mode Exit fullscreen mode

Prompt 34 — Exit interview summary template

Create a template for summarizing exit interview responses for leadership.
Sections: departure reason (primary), satisfaction ratings, key feedback themes, manager-specific feedback (anonymized), actionable recommendations.
Format: executive summary style. Half a page max.
The goal is to surface patterns, not report on individuals.
Enter fullscreen mode Exit fullscreen mode

Prompt 35 — Employer value proposition (EVP) draft

Draft an employer value proposition for [company name / type].
Our strengths as an employer: [list 3–5 genuine differentiators — remote flexibility, mission, growth path, compensation, culture, etc.].
Target candidate: [role type / career stage / values they hold].
Format: 3–4 sentences that could go on our careers page.
No clichés like "fast-paced environment" or "work hard, play hard."
Enter fullscreen mode Exit fullscreen mode

How to Use These Prompts

Fill in the brackets with real details. The more specific you are, the less editing you'll need to do.

Workflow:

  1. Find the prompt for your task
  2. Fill in the [brackets]
  3. Paste into ChatGPT
  4. Read the output once — fix anything that doesn't match your company's voice
  5. Done

These aren't magic. They're a starting point that replaces the blank page.

Need More Than Prompts?

The HR Manager AI Workflow Toolkit includes 100+ prompts organized across every HR function — talent acquisition, onboarding, performance, compliance communications, and culture building — in one searchable PDF.

HR Manager AI Workflow Toolkit → $14.99

30-day money-back guarantee. Instant download.

Top comments (0)