Rewrite for a different reader, for HR and people teams

Pull out the facts that must not change, work out what the new reader needs, rewrite the text for them, then check that every fact made it across and nothing new crept in.

This is the version for HR and people teams. The steps and checks are the same as in the general template; each prompt carries one added line about your setting, and the examples are from your kind of work.

Sample results: runs and scores on this page are illustrations while testing is set up. How we test

Bring: The text as it is now, Who will read the new version

Use This TemplatePrepare a prompt for your own AI chat.

Who it is for: HR business partners, benefits and people operations staff who turn a policy change or an HR notice into a version that employees or managers can read and act on.
Time: 10 minutes

Edit this version

Other Formats and Files

The Step 1 chat prompt under Use This Template is the quick start. Choose a full prompt chain, checklist, Claude skill or n8n file when that destination fits your work. Checked Instructions, below, run the whole job with a hard check after every step.

Choose one format

Prompt chain
Copy each step into ChatGPT or Claude, one after another.
Checklist
Follow the steps and check off the checks by hand.
Claude skill
A folder Claude loads, so it follows the steps by itself.
n8n file
Import into n8n and connect your own AI account.

This job also comes as Checked Instructions: the whole job in one set, with a hard check after every step. See the Checked Instructions on the general template.

Using a download:How to use this in n8n How to install a Claude skill

The same job, with and without the template

Sample

This comparison uses the Typical sample. Try an input below for a result guide matched to each sample.

One plain prompt

Rewrite this message so that it works for hourly warehouse and store staff who are not familiar with HR terms. (The same message and the description of the readers are pasted below.)

Subject: Good news about your time off

Hi team,

From the new year you will earn a little more paid time off, about 3.5 hours every pay period. The amount you can carry over into next year is also changing, so use your time off before the year ends. Any unused hours will be paid out, so nothing is lost. If you plan a longer break, put your request in early through the scheduling portal.

Thanks, and reach out to HR if you have any questions!

Problem:It rounds 3.7 hours to 'about 3.5', drops the 40-hour cap and the December 15 date, and adds a promise that unused hours 'will be paid out' when the original says they are forfeited.

With this template

Subject: Your paid time off is changing on January 1

Hello everyone,

From January 1, you earn paid time off (PTO) a little faster: 3.7 hours every two weeks, up from 3.1.

What to do:

You can carry over no more than 40 hours into the new year, down from 80. On December 31, hours above the cap are lost unless you use them first or your department head approves an extension by December 15.
Asking for 3 or more days in a row? Send your request at least 14 days ahead through the scheduling portal.
Time off between November 21 and December 31 needs your manager's approval.

Questions? Call the HR service desk on extension 2210, Monday to Friday, 8 am to 4:30 pm.

Check:Every quote is really in the original: Seven facts listed before the rewrite.
Check:Every row has something written in both columns: Five rows, each written in both columns.
Check:No number was added or changed: Every number in the new version is in the original.
Check:Each fact is marked kept, changed or missing: All seven facts are marked kept.
Check:No number in the final version is new: Every number in the final version is in the original.
Check:Every fact is still said and nothing was added: All seven facts are still said, and nothing was added.
Check:It starts with what the reader needs and avoids words they do not know: It opens with what changes on January 1 and then says what to do; no word like accrual, carryover or forfeited is left.
For your read:You read it as the reader would: Would an hourly colleague know what happens to hours above the cap, and has HR or legal read the wording about lost hours?

Use This Template

Add your material below. Logic Lab prepares Step 1; you copy it into your own AI and check the answer there. The site does not run the workflow.

Example materialSample

Choose a sample

Typical: Time off policy change, for hourly staffEasy: Benefits enrollment note, for the head of peopleTricky: Absence guidance, for frontline managers

A short, casual message with four plain facts, going to one reader who wants a polite version to send to everyone.

The text as it is now (needed)Who will read the new version (needed)

Step 1 Chat Prompt

Review the exact prompt, then paste it into your own AI. For later steps, use the chat chain in Other Formats and Files.

You are a careful editor who protects the meaning of a text when it is rewritten.
The text is a policy, notice or process update from an HR or people team, and the new version goes to employees or managers who are not HR specialists.

Your task is to list the facts in the original text that the new reader must not lose, meaning anything that would change what they understand or what they do if it were dropped or altered.

The original text:
hey team, quick one. the benefits enrollment window now closes friday nov 13, not nov 6 like i said before. the portal is open from monday nov 2. questions go to benefits@example.org not me please

Who will read the new version: The head of people, who will send it to all employees. She wants a polite, clear notice, short enough to read in ten seconds.

Rules:
- Include the numbers, dates, times, names, places, amounts, decisions, deadlines, promises and instructions that this reader needs in order to understand the message or act on it.
- Leave out detail this reader does not need, such as internal reference numbers.
- Copy the exact words from the original into the last column, word for word. Do not fix or shorten them.
- Write each fact as one short line. List 4 to 12 facts. Do not add anything that is not in the original.

Return one markdown table and nothing else:
| # | Fact | Exact words in the original |

Send to AICopy and open ChatGPTCopies this result and opens a blank chat. Paste and review it there.

Before Step 2, check: Every quote is really in the original.

What This Sample Should Produce

A short notice should say the enrollment window now closes Friday, November 13 (not November 6), the portal is open from Monday, November 2, and questions go to the benefits address. It should not add a late-enrollment rule.

A result guide for this invented input, not an AI reply.

Want to see where the materials, steps and checks fit? Watch the general template being built.

The steps, and the check on each

Step 1: List the facts that must stay
Pick out the facts in the original that this reader must not lose, quoting the exact words.
Hands back: A numbered table of the facts that must stay, each with its exact words from the original.
Check:Every quote is really in the original
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 2: Say what this reader needs
Describe what the new reader already knows, what to explain, what to put first and what to spare them.
Hands back: A short table of what this reader needs and what that means for the rewrite.
Check:Every row has something written in both columns
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 3: Write the new version
Rewrite the text for this reader, keeping every fact and writing numbers exactly as they were.
Hands back: The text rewritten for the new reader.
Check:No number was added or changed
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 4: Check each fact against the new version
Go through the facts one by one and mark each as kept, changed or missing in the new version.
Hands back: A table that marks each fact as kept, changed or missing in the new version.
Check:Each fact is marked kept, changed or missing
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 5: Put back anything that changed
Fix every fact marked changed or missing, and leave the rest of the new version as it is.
Hands back: The final text for the new reader, with every fact back as the original had it.
No separate check on this step.

After the last step

Check:No number in the final version is new
A plain rule. If it fails, run the step again (the n8n file does this for you).
Check:Every fact is still said and nothing was added
A second look by the AI. If it fails, run the step again (the n8n file does this for you).
Check:It starts with what the reader needs and avoids words they do not know
A second look by the AI. If it fails, run the step again (the n8n file does this for you).
Check:You read it as the reader would
You check this one. If it fails, it is flagged for you.

What you need first

The text as it is now(needed)
Paste the text exactly as it stands. A page or two is about right.
Who will read the new version(needed)
Say who they are, what they already know, how they will read it, and what you want them to do afterward.

Ways to adapt it

To write for two readers, such as staff and the public, run the template twice with the same original and a different description of the reader each time.
The more you say about the reader, the better the fit. Add what they have already seen, how much time they have and how they will read it, such as on a phone, in print or aloud.
If the new reader needs a different unit or a rounded number, add it beside the original number in the original text first, such as 1,240 (about 1,200). The number check then accepts it.
To set a length, add it to the description of the reader, such as "half a page".

Change this version in the Editor. Its added context stays in every prompt and the general template stays separate.

Notes for HR and people teams

In a policy or notice, every must, may, date and number is exact. Do not turn a may into a will, soften a must, or round a figure.
Keep lines such as "this summary does not replace the full policy" and "local rules may differ". They are part of the notice.
Replace HR terms such as accrual, carryover, non-exempt and forfeited with plain words, and say what each means for the reader.
Wording about leave, pay, health or discipline is for an HR or legal read before the rewrite goes out.

The scoring guide

Sample

Each template check has a criterion marked met or not met; a person must still make the handed checks. (The guides in Quality rate a whole piece of work on three levels.) Under each one is how the example run scored.

Download the scoring guide (Markdown)

Every quote is really in the original
A plain rule
Meets:Every quote in the facts table is found word for word in the original.
Does not meet:A quote has been reworded or shortened, or is not in the original word for word.
Example built from the before and after:Met
Every row has something written in both columns
A plain rule
Meets:Every row says what the reader needs and what that means for the new version.
Does not meet:A row has a blank in either column.
Example built from the before and after:Met
No number was added or changed
A plain rule
Meets:Every number, date and time in the new version is written as the original writes it.
Does not meet:A number was added, rounded or rewritten, such as 3 pm for 15:00.
Example built from the before and after:Met
Each fact is marked kept, changed or missing
A plain rule
Meets:Every fact is marked kept, changed or missing, and nothing else.
Does not meet:A fact has another word, such as partly, or no mark.
Example built from the before and after:Met
No number in the final version is new
A plain rule
Meets:Every number in the final version appears in the original.
Does not meet:A number in the final version is not in the original.
Example built from the before and after:Met
Every fact is still said and nothing was added
A second look by the AI
Meets:Every fact in the list is still said with the same meaning, and the final version adds nothing the original did not say.
Does not meet:A fact has changed or gone, or a line has been added that the original never said.
Example built from the before and after:Met
It starts with what the reader needs and avoids words they do not know
A second look by the AI
Meets:The final version starts with what the reader most needs, and every word they would not know is explained or gone.
Does not meet:It starts with background, or a word the reader would not know is left in.
Example built from the before and after:Met
You read it as the reader would
You check this one
Meets:You read it as the reader and would know what to do next, and the tone feels right.
Does not meet:You would have to stop and ask, or the tone does not suit them, and you fix those lines.
Example built from the before and after:For your read

Example built from the before and after: met 7 of 7, plus 1 for your read

Learn how it works:Writing the prompt for a step Adapting a template

Practice:Check it yourself

How to write it:How to write a stakeholder update email How to write a complaint response letter How to write a customer escalation email

Which one fits?

Use Write a summary of a long document when you want the text shorter, for a reader who will not read all of it.
Use Check whether a draft reads like AI, and fix it when the problem is that the draft sounds machine-written, not that the reader has changed.
Use Turn meeting notes into decisions and actions when the text is a set of meeting notes and you want its decisions and actions in a table, not the same notes said for a new reader.
Use Review a draft before you send it when the text is ready and you need a second read for mistakes before it goes out.
Use Reply to a complaint when the text is an answer to a complaint, to be checked against the file before it is sent.

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Last run: October 17, 2026: Example built from the before and after (sample run)
Tools and versions: Example built from the before and after
What was checked: The files, against each tool’s import format, and 1 sample run, each check’s finding recorded.
Version: 1.0
What changed: First release.

Report a problem with this template How we test

Rewrite for a different reader, for HR and people teams

How it runs

The same job, with and without the template

One plain prompt

With this template

Runs and scores

Example built from the before and after

Use This Template

Step 1 Chat Prompt

The steps, and the check on each

Step 1: List the facts that must stay

Step 2: Say what this reader needs

Step 3: Write the new version

Step 4: Check each fact against the new version

Step 5: Put back anything that changed

After the last step

What you need first

Ways to adapt it

Notes for HR and people teams

The scoring guide

Which one fits?

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