1. Overview

The agent creates a clear, plain‑language announcement that informs employees about a new, updated, or reminded company policy. The draft is ready for email, intranet post, or printed notice.

2. Business Value

Consistent communication – Every policy change is announced in the same professional style.
Employee awareness – Clear announcements reduce confusion and improve compliance.
Time savings – People Operations gets a polished announcement without manual drafting.

3. Operational Context

When to run	Who uses it	Frequency
Whenever a policy has been approved and needs to be communicated to staff.	People Operations Lead, HR managers, or any team member tasked with sharing policy updates.	As needed – each time a policy is introduced, revised, or reiterated.

4. Inputs

Input	Type	Details Provided
Policy Document	PDF	PDF of policy document.
Topic	Text	A short description of the specific change within the policy you want to highlight. (e.g. parental leave, vacation policy, work from home, etc.)

Derived Inputs

Input	Type	How Obtained
Company Name	Text	Retrieved from the organization’s master data store / company‑profile configuration.
Policy Title	Text	Parsed from the policy document’s title heading (first level heading or document metadata).
Announcement Type	Text (New Policy / Policy Update / Policy Reminder)	1️⃣ Check the policy repository for prior versions of the same policy ID.
2️⃣ If no prior version → New Policy.
3️⃣ If a prior version exists and the text differs → Policy Update.
4️⃣ If the text is unchanged → Policy Reminder.
Summary of Change	Text (one sentence)	Generated by summarizing the “Purpose” or “Scope” section of the policy using a concise, plain‑language model.
Rationale	Text (short paragraph)	Extracted from the “Why we have this policy” / “Background” section, then re‑phrased in plain language.
Impact	Text (short paragraph)	Inferred from the “Applicability”, “Who is covered”, or “Scope” sections; includes any behavior or process changes.
Audience	Text (choose)	Determined from the “Applicability” clause (e.g., All Employees, specific department, location, role, contractors).
Required Actions	Text (optional)	Pulled from “Implementation”, “Procedures”, or “Employee responsibilities” sections; listed as bullet points.
Contact Person	Text	Looked up in the policy footer (if provided) or defaulted to the organization’s HR contact directory (name, email, phone).
Tone Preference	Text (Formal / Friendly)	Read from the company style guide; defaults to Formal and professional unless the user supplies an override.
Additional Notes	Text (optional)	Gathered from any “References”, “Links”, or “Appendix” sections of the policy (e.g., URL to the full policy).
Overrides (optional)	JSON	Allows the user to explicitly set any of the derived fields (e.g., `"tone_preference": "Friendly and approachable"`).

5. Outputs

Output	Contents	Formatting Rules
Policy Announcement Draft	• Title line (policy title)
• Opening paragraph stating announcement type & effective date
• Summary (one‑sentence)
• Why this matters (rationale)
• Who is affected (impact & audience)
• What you need to do (required actions, if any)
• Questions? (contact person)
• Closing line (thank you, next steps)	• Plain‑text (no markup)
• Bold for section headings (e.g., Why this matters)
• Bullet points for lists of actions or affected groups
• Apply the tone indicated in the input (default: formal & professional)

6. Detailed Plan & Execution Steps

Collect Required Inputs – Verify that Policy Document Location is supplied. If the Effective Date is missing, flag for extraction in step 3. If any required field is absent, stop and raise a “Missing Information” alert.
Fetch Policy Document –
- Use the provided location to download or read the latest policy version.
- Store the raw text (PDF → OCR/text extraction, DOCX → plain text).
Extract / Derive Core Data
- Company Name: Query the internal company‑profile API.
- Policy Title: Parse the first level heading or document metadata.
- Effective Date (if not supplied): Search for a date pattern near “Effective”, “Effective as of”, or “Commencement” keywords.
- Announcement Type: Compare the fetched document with any prior version stored in the policy repository (hash comparison). Determine New/Update/Reminder as described in the Derived Inputs table.
- Summary of Change: Run a summarization model on the “Purpose/Scope” paragraph; truncate to one sentence.
- Rationale: Extract the “Background” or “Why” section; rewrite in plain language.
- Impact: Identify the “Applicability” or “Who is covered” text; convert to a concise paragraph.
- Audience: Map the identified applicability to the allowed choices (All Employees, specific department, location, role, contractors).
- Required Actions: Locate any “Procedure”, “Steps”, or “Employee responsibilities” list; format as bullet points.
- Contact Person: Look for a contact block in the policy footer; if absent, retrieve the default HR contact from the HR directory.
- Tone Preference: Load the organization’s style guide; default to Formal and professional unless an override is supplied.
- Additional Notes: Capture any URLs, file references, or “See also” links.
Apply Overrides (if any) – Replace any derived field with the user‑provided override value.
Select Heading Style – Use the derived policy title as the first line, centered, title‑case.
Write Opening Paragraph – Insert announcement type and effective date (e.g., “We are pleased to announce a new Remote Work Policy, effective October 1, 2025.”).
Insert Summary – Place the one‑sentence overview directly under the opening paragraph.
Add “Why this matters” Section – Insert the derived rationale under a bold heading Why this matters.
Add “Who is affected” Section – Under Who is affected, insert the derived impact paragraph and specify the audience (bullet list if multiple groups).
Add “What you need to do” Section – If required actions exist, create a bold heading What you need to do and list each action as a bullet point. Omit the section when no actions are required.
Add “Questions?” Section – Provide the contact person’s name, email, and phone under a bold heading Questions?. Omit if no contact is available.
Close the Announcement – End with a courteous closing line (e.g., “Thank you for your attention to this important update.”).
Apply Tone Preference – Review the draft to ensure language matches the selected tone (formal vs friendly).
Urgency Flag (Derived) – If the effective date is ≤ 3 days from today, prepend a bold “Urgent” notice at the top of the draft.
Perform Quality Review – Execute the checks listed in Section 7 (Section Presence, Date Format, Audience Match, Plain Language, Contact Info Accuracy, Tone Consistency).
Deliver Output – Return the completed announcement draft as plain text per the formatting rules.

7. Validation & Quality Checks

Section Presence: Opening, Summary, Why this matters, Who is affected, Questions? (if contact provided) must exist.
Date Format: Effective date displayed as “Month Day, Year”.
Audience Match: Audience description aligns with the derived audience list.
Plain Language: No technical jargon or unexplained acronyms.
Contact Info Accuracy: Email contains “@”; phone number has ≥ 7 digits.
Tone Consistency: Draft voice matches the selected tone.
Urgent Notice: Present only when the effective date ≤ 3 days from today.
Length Limits: Rationale or Impact > 3 sentences → split into two short paragraphs.

If any check fails, flag the draft for revision and list the specific issue(s).

8. Special Rules / Edge Cases

Missing Required Input: Halt, generate a “Missing Information” alert, and list absent fields.
Urgent Effective Date (≤ 3 days): Add a bold “Urgent” notice at the top.
Policy Applies to a Single Location: Include the location name in the audience description (e.g., “Employees at the New York office”).
Acknowledgment Required: If required actions mention signing, add: “Please sign the acknowledgment form by [deadline].”
Multiple Audiences: List each audience on a separate bullet point under “Who is affected”.
Long Rationale or Impact: Split into two short paragraphs when > 3 sentences.

9. Example

Required Input Supplied by User

Policy Document Location: https://intranet.company.com/policies/remote-work.pdf
Effective Date: 2025‑10‑01   (optional – omitted here to show extraction)

Derived Values (illustrative)

Company Name → “Acme Corp” (from internal config)
Policy Title → “Remote Work Policy” (parsed)
Announcement Type → New Policy (no prior version)
Summary of Change → “Employees may now work from home up to three days per week.”
Rationale → “To improve work‑life balance and attract top talent.”
Impact → “All full‑time staff across all locations. Managers must approve remote days.”
Audience → All Employees
Required Actions → “Submit remote‑work request form to your manager.”
Contact Person → “Jordan Lee – jordan.lee@acme.com – 555‑123‑4567”
Tone Preference → Formal and professional

Output (Policy Announcement Draft)

Remote Work Policy

We are pleased to announce a new Remote Work Policy, effective October 1, 2025.

Employees may now work from home up to three days per week.

**Why this matters**
To improve work‑life balance and attract top talent.

**Who is affected**
- All full‑time staff across all locations.
- Managers must approve remote days.

**What you need to do**
- Submit a remote‑work request form to your manager.

**Questions?**
Jordan Lee – jordan.lee@acme.com – 555‑123‑4567

Thank you for your attention to this important update.

Appendix A – FAQ

Q1: What if the policy changes after the announcement? A: Issue a follow‑up announcement that references the original policy title and includes the new effective date and changes.

Q2: Can I add a link to the full policy document? A: Yes. Include the link in the “Additional Notes” input; it will appear at the end of the announcement.

Q3: How do I handle a policy that only applies to contractors? A: Set the Audience input to “Contractors” and the draft will reflect that audience.

Q4: My organization prefers a more casual tone. A: Choose “Friendly and approachable” in the Tone Preference input. The draft will use a warmer voice while staying professional.

Q5: What if I don’t have a contact person yet? A: Leave the Contact Person field blank; the announcement will omit the “Questions?” section.

Appendix B – Glossary

Effective Date: The day the policy starts to apply.
Announcement Type: Indicates whether the policy is new, an update, or a reminder.
Audience: The group of employees who need to read the announcement.
Rationale: Reason(s) for creating or changing the policy.
Impact: How the policy affects day‑to‑day work.
Required Actions: Specific steps employees must take after reading the announcement.

Appendix C – Style Guide for Policy Announcements

Tone:
- Formal and professional: Use complete sentences, avoid contractions, and maintain a respectful distance.
- Friendly and approachable: Use contractions, a conversational tone, and a warm closing.
Structure:
- Title (centered, title case)
- Opening paragraph (announcement type + effective date)
- One‑sentence summary
- Bold headings for each section (Why this matters, Who is affected, What you need to do, Questions?)
- Bullet points for lists (audiences, actions)
Plain‑Language Rules:
- Use everyday words; replace “utilize” with “use.”
- Keep sentences under 20 words when possible.
- Avoid acronyms unless they are universally known in the company.
Formatting:
- Use double line breaks between sections.
- Bold only the section headings.
- Do not include HTML tags or special characters.
Readability Check:
- Read the draft aloud; it should sound natural and clear.
- Ensure no sentence contains more than two clauses.
Contact Information:
- Always provide a name, email, and phone number.
- Verify that the email address is correctly spelled.
Legal Disclaimer (if needed):
- Add a brief line at the bottom if the policy has legal implications, e.g., “This policy complies with applicable labor laws.”

Additional Notes

Keep a copy of each announcement draft for record‑keeping.
When re‑using the process, update only the inputs; the steps remain the same.
For multilingual organizations, translate the final draft after it is approved.

Situation	Who uses it	Frequency
New policy rollout	People Operations Lead, HR manager	As needed – each new policy
Policy revision or update	HR manager, department lead	Whenever a policy changes
Periodic reminder of existing policy	HR coordinator, team lead	On a regular schedule or as required

Effortless Policy Announcements for HR Teams

1. Overview

2. Business Value

3. Operational Context

4. Inputs

Derived Inputs

5. Outputs

6. Detailed Plan & Execution Steps

7. Validation & Quality Checks

8. Special Rules / Edge Cases

9. Example

Required Input Supplied by User

Derived Values (illustrative)

Output (Policy Announcement Draft)

Appendix A – FAQ

Appendix B – Glossary

Appendix C – Style Guide for Policy Announcements

Generate Announcement Draft

Policy Announcement Inputs

The hidden cost of manual policy communication

A smarter way to craft announcements

Key Insight

What you gain with a single click

Quick reference

Real‑world impact

How it fits into your daily workflow

Closing thoughts

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