One Prompt That Turns a Dense Policy Into a Manager FAQ

You wrote a solid policy. It's accurate, compliant, and eleven pages long. And managers still call HR to ask what it says.

That's not a manager problem. It's a format problem. Managers need fast answers to real situations, not section 4.2(b).

Here's a prompt I use to turn a policy into a manager-friendly FAQ. It works with most approved AI tools.

The prompt

You are an experienced HR professional writing for front-line managers.
Below is our [POLICY NAME] policy. Create a manager FAQ from it.
Requirements:
- Write 10-15 questions a manager would actually ask, in their words.
- Answer each in 2-4 plain-language sentences.
- Use ONLY the policy text below. Do not add rules, assume state law, or fill gaps.
- After each answer, cite the policy section it came from.
- Where the policy is silent or unclear, say "Contact HR" and list it in a separate section called "Gaps to review."
- Flag any question where the manager should involve HR before acting (for example, leave, accommodation, discipline, or complaints).
Policy text:
[PASTE POLICY]

Why it works

It sets the audience. "Front-line managers" changes the tone and vocabulary.

It limits the source. "Use ONLY the policy text" reduces the chance the tool invents a rule.

It requires citations. You can verify every answer against the actual policy in minutes.

It surfaces gaps. The "Gaps to review" list is often the most valuable part. It shows you where your policy is unclear before a manager finds out the hard way.

It marks the escalation points. Managers learn when to handle it and when to call you.

Before you publish

Three rules:

Use an approved tool. Policies are usually fine to share, but check your organization's AI rules first.
Check every answer against its cited section. You own the final version.
Have legal or a senior HR leader review anything touching leave, accommodation, pay, or discipline.

This is one of the prompts going into the HR Prompt Bible, a growing library of practical, tested prompts for real HR work.

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