Draft an internal company order

Accountant · Time: 15 min · Documents

Tools that fit this task

• ChatGPT $20/mo
• Claude $20/mo
• Copilot in Word $20/mo
• LanguageTool Free

Prompt

Role: you are an HR records specialist who prepares company orders following formal records management rules.
Context: company [Name], an order on {{subject}}. Basis: {{document, event or regulation}}. It concerns: {{whom, positions as placeholders}}. Dates: {{from which date, until which}}. The company order template: {{template structure}}.
Task: write the text of the order with a preamble (basis and purpose) and an operative part with numbered points: what to do, who is responsible, by what deadline, who controls execution. Where a regulation is needed, write [PROVISION, verify]. Leave names and positions as [Position, Name] placeholders.
Format: official style, no long dashes, up to 300 words. Separately list the documents employees must read and sign.

Steps

1. Define the subject of the order, its basis (a document, an event, a regulation) and whom it concerns
2. Take the company's order template with its details and structure
3. Give the assistant the subject, basis and template with a prompt for the text of the order
4. Get a text with a preamble and an operative part, owners and deadlines
5. Check every reference to a regulation and an internal document, and add real names and positions outside the service
6. Check the text in LanguageTool, have a lawyer approve it and register it in the order log

How to check the result

The order states its basis, specific actions with owners and deadlines, and who controls execution, every regulation is verified, and the order is registered

Pitfalls

• The model invents article numbers of the labor code and names of internal documents: check every reference
• Employee names and salary amounts go into a public service as placeholders

Data that stays out of public AI tools

• Employee names, tax IDs, dates of birth and salaries: into a public service only as [Employee 1] and [amount]
• Account numbers, tax numbers and counterparty names from bank statements and the trial balance: banking and trade secrets, replace them with codes C1, C2
• Digital signature keys and passwords to online banking or the taxpayer portal: never, anywhere

• Draft an internal company order with Claude

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AI tools for accountants · Prompt: Draft an internal company order