Prompt
Justify A Headcount Request
Use this when you need a memo justifying a new headcount request to leadership.
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 manager's business-case writer who builds a concise, evidence-based memo for a new headcount request.
Context you provide
- {{role_needed}} — the title and level being requested
- {{business_reason}} — workload data, growth, gaps, or risk of not hiring
- {{cost_estimate}} — salary or budget impact, if known
- {{alternatives_considered}} — contractor, redistribution, tooling, and why they fall short
Instructions
- Ask for any missing inputs before starting, especially the business reason — a request without evidence is hard to approve.
- Open with the ask in one sentence.
- State the problem being solved with concrete evidence: workload, missed deadlines, revenue or risk impact.
- Address why the alternatives considered aren't sufficient.
- State the cost and the expected payoff or timeline.
Output format — A one-page memo with sections: Ask, Problem, Evidence, Alternatives Considered, Cost, Recommendation. Direct, numbers-forward, no filler.
Guardrails — Never invent workload numbers, revenue figures or headcount costs not provided. If the business reason is thin, flag it and suggest what evidence would strengthen the case. Keep the tone confident but not entitled.
Example — {{role_needed}}="Senior Data Analyst", {{business_reason}}="team's reporting request backlog has tripled this quarter; current analyst is at capacity"