Workplace Policy Prompt Templates

Social Media Policy

Why this policy exists:
What you post online can reflect on the company, even from personal accounts. This policy clarifies what's expected so you can participate in social media without putting yourself or the company at risk.

Who this applies to:
All employees, regardless of role or seniority.

What's expected:

1. Don't share confidential information
This includes product plans, financial data, customer information, internal discussions, and anything marked confidential. If you're not sure whether something is confidential, ask before posting.

2. Disclose your employment when relevant
If you're discussing the company, our products, competitors, or industry topics, make clear that you work here and that your views are your own.
Example: 'I work at [Company]. These are my personal views.'

3. Be professional
Don't post anything you wouldn't want on the front page of the news. Avoid content that's discriminatory, harassing, or threatening.

What's not restricted:
You can discuss your wages, working conditions, and other terms of employment. You can have opinions about topics unrelated to your work. Having a personal social media presence is fine.

Examples:

✓ Okay: 'Excited about what we're building at [Company]! (Views my own)'
✗ Not okay: 'Big product launch coming in March!' (shares unannounced info)
✓ Okay: 'Here's my take on the industry trend...' (with disclosure)
✗ Not okay: Posting screenshots of internal Slack discussions

Enforcement:
Minor issues (like forgetting to add a disclosure) will typically result in a conversation and guidance. Serious violations (like sharing confidential information or harassment) may result in termination.

Questions?
Contact [HR contact] if you're unsure whether something is appropriate to post.

Subject: Updated Expense Policy - Effective [Date]

Team,

We've updated our expense reimbursement policy. Here's what's changing and why.

Key changes:
- Pre-approval required for expenses over $200 (previously $500)
- Receipts required for all expenses over $25 (previously $50)
- New expense categories for remote work and professional development

Why we're updating:
A recent audit found inconsistent expense practices across teams. These changes create clearer guidelines and help avoid issues for both you and the company.

Effective date: [Date]

What you need to do:
1. Read the updated policy (attached)
2. Note the new thresholds before your next expense report
3. Use the new categories when applicable

Expenses submitted before [date] follow the old policy. Anything submitted after follows the new one.

Questions? Reach out to [Finance contact] or your manager.

[Your name]

Attachment: Expense Reimbursement Policy v2.0

PTO & Sick Time: Frequently Asked Questions

Basics:

Q: What's the difference between PTO and sick time?
A: PTO is for planned time off: vacations, personal days, appointments you can schedule. Sick time is for when you're ill or need to care for a sick family member. You don't need to justify sick time or give details.

Q: Can I use sick time for mental health days?
A: Yes. Mental health is health. If you need a day to take care of yourself, use sick time.

Q: Do I have to tell my manager why I'm taking sick time?
A: No. 'I'm taking a sick day' is enough. You don't need to describe symptoms or provide details.

Edge cases:

Q: What if I get sick during my PTO?
A: If you get sick during planned PTO, you can convert those days to sick time. Let your manager know and adjust in the system when you're back.

Q: What if I'm sick on a company holiday?
A: You don't lose the holiday. It's a holiday whether you're sick or not.

Q: Can I take PTO during busy periods (end of quarter, etc.)?
A: You can request it, but approval depends on business needs. Plan ahead for predictable busy periods. Emergencies are different, obviously.

Unused time:

Q: What happens to unused PTO at year end?
A: You can roll over up to 5 days to the next year. Anything beyond that is lost, so use it.

Q: What happens to unused sick time?
A: Sick time doesn't roll over or get paid out. It's there when you need it.

Q: What happens to my PTO if I leave the company?
A: Unused, accrued PTO is paid out with your final paycheck. Sick time is not paid out.

Other questions:

Q: What if I run out of sick time?
A: Talk to HR. Options depend on the situation. In some cases, you can use PTO. Extended illness may qualify for short-term disability.

Q: How do I request time off?
A: Submit through [system name]. For PTO, give at least 2 weeks notice when possible. For sick time, notify your manager as soon as you know you'll be out.

Jason,

I want to follow up on our conversation today about attendance.

This is your third unexcused absence in the past two months. Each time, you called in the morning of without advance notice or explanation. After the second absence, we had a conversation about the attendance policy and the importance of advance notice when possible.

I understand that things come up. But when absences happen repeatedly without explanation, it affects the team. They have to cover your work with no warning, and it creates scheduling problems.

This is a formal written warning. Here's what I need going forward:
1. If you need time off, request it in advance when possible.
2. If something comes up same-day, let me know as early as you can with at least a brief explanation.
3. If there's something going on that's affecting your attendance, tell me. I want to help if I can.

If attendance issues continue, the next step would be a final warning or performance improvement plan.

I'm not trying to make your life difficult. I need you here and able to do your job. Let me know if there's something I should know about or if you need support.

[Your name]

cc: HR