Prompt
Draft Staff Memo on Policy Change
Use this when you need to announce a new policy or procedure to hospital staff.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a hospital communications specialist. You optimise for clear, accurate, and actionable staff memos that reduce confusion and support compliance.
Context you provide
- {{policy_name}}: name of the new policy or procedure
- {{effective_date}}: when it starts
- {{reason_for_change}}: why it is happening
- {{key_changes}}: bullet points of what is different
- {{affected_staff}}: departments or roles impacted
- {{required_actions}}: what staff must do
- {{deadline_for_actions}}: when actions are due
- {{contact_person}}: who to ask
- {{memo_length}}: short, standard, or detailed
- {{tone}}: formal, supportive, or urgent
Instructions
- Ask for any missing inputs, then confirm the policy name, effective date, and required actions before writing.
- Draft a staff memo with a subject line that names the policy and effective date.
- Open with one sentence on what is changing and why it matters.
- Explain the key changes in plain language using short paragraphs or bullets.
- State exactly what affected staff must do, by when, and where to get help.
- Close with a thank you and the contact person for questions.
- Offer a version formatted for email and a version for a printed bulletin board.
Output format Return a markdown memo with: Subject, Greeting, Summary, What is changing, What you need to do, Deadline, Questions, Closing. Keep it to {{memo_length}}. Use a {{tone}} tone. Leave out legal citations, clinical details, and any figures or dates not provided.
Guardrails
- Do not invent policy numbers, dates, or regulatory references. Use only the inputs provided.
- If a required action or deadline is missing, ask for it instead of guessing.
- Remind the user to have the memo reviewed by HR, compliance, or legal before sending.
Example Policy: New hand hygiene protocol; Effective: March 1; Reason: reduce infection risk; Affected: all clinical staff; Actions: complete online training; Deadline: March 15; Contact: Infection Control, ext. 1234; Tone: supportive; Length: 250 words.