Draft an HR order

HR administrator · Time: 15 min · HR

Tools that fit this task

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

Prompt

Role: you are an HR administrator experienced in personnel records.
Context: type of order: {{type}}. Grounds: {{application, labor code article, other}}. Terms: {{date, term, position}}.
Task: draft the text of the order with the grounds worded according to {{labor code}}. Mark the name, position and details as [NAME], [POSITION], [DATE]. Add a list of documents to attach.
Format: the order with a heading, preamble and operative part, a place for the manager's signature and the employee's acknowledgment. No long dashes.

Steps

1. Choose the type of order: hiring, transfer, leave, dismissal, reward
2. List the grounds: the employee's application, the labor code article, the date, the terms
3. Ask the assistant to draft the order with placeholders for names and details
4. Check the labor code article and the wording of the grounds against the current version
5. Add the name, position and dates in the local version of the order
6. Have the employee sign that they have read it and record it in the personnel files

How to check the result

The order cites the correct labor code article, the date, the grounds and a place for the employee's acknowledgment, and personal data is added outside the AI service

Pitfalls

• Wrong wording of the grounds for dismissal gives the employee a chance to be reinstated in court: check the article and paragraph
• Keep the employee's name, tax ID and salary out of public services

Data that stays out of public AI tools

• Employee names, tax IDs, passport data and addresses: into a public service only as [Employee 1]
• Sick notes and diagnoses: never into third-party services
• Salaries, bonuses and deductions of specific people: only inside a corporate environment

• Draft an HR order with Claude: hiring, leave, dismissal

Other tasks for HR administrators

• Draft an internal company order
• Build an annual vacation schedule
• Check a time and attendance sheet
• Write a formal role description
• Prepare for a labor inspection
• Build an HR answer guide for employees
• Draft a personal data processing policy
• Summarize changes in legislation for colleagues
• Turn a scanned document into editable text
• Write a business letter

AI tools for HR administrators · Prompt: Draft an HR order