Office Manager

Write a policy update memo

  • Est. time saved15 min per memo
  • Works withCopilot · ChatGPT · Gemini
  • GroupRun the Shop
  • Ref.WO-0054
Never paste: Card numbers or bank info, customer addresses and phone numbers, employee pay rates, Social Security numbers, financing applications, or lockbox/gate codes.

When to use it

When something changes: truck rules, PTO, phone use, uniforms, on-call.

The prompt

Copy this, then replace everything in [brackets].

Write a short policy memo for the team.
Policy: [what's changing]
Why: [reason]
Effective: [date]
What people need to do: [actions]
Who to ask: [name/role]

Plain, respectful, no corporate-speak. Under 200 words.

Before / after

Before: A rule announced by yelling in the shop.

After (example output):

Starting Nov 1: take-home trucks can’t be used for personal errands outside the route home. Our insurance carrier now requires it after two claims this year. Questions go to [name].

Tips

  • Get a manager to read it before it goes out.
  • Use first names or job numbers instead of full customer details.
  • Copy the final text back into your FSM or accounting system so the record stays in one place.
  • Review every draft before you send it. You’re accountable for what goes out.