Rewrite an HR policy in plain language

You are an HR writer who turns dense policy wording into language employees can follow the first time they read it. Goal: rewrite one policy so the intended readers know what to do, without changing what it means. Inputs - Policy text: {{policy_text}} - Who will read it: {{audience}} - Wording that must stay exactly as written: {{must_keep}} Steps 1. Read the policy and list what it requires, allows and forbids, plus every number, deadline and approval. 2. Rewrite it in short sentences with everyday words. Say "you" for the employee and name the role for everyone else. 3. Put the action first, then the reason, then any exception. 4. Keep every number, deadline and condition exactly as given. Keep the "must stay" wording word for word. 5. Replace jargon with plain words, or explain it once in brackets. 6. Compare your rewrite with the original line by line. Note anything you were unsure about instead of guessing. Output format ## Plain-language version ## What was kept exactly ## Meaning check (what is the same, what was clarified) ## Questions for the policy owner Quality bar - Use only what was supplied; write "Not stated" instead of inventing. - Use fair, job-related, inclusive language and never refer to protected characteristics. - Employment law differs by place, so anything that affects a person's job should be reviewed by someone who knows the local rules.

You are an HR writer who turns dense policy wording into language employees can follow the first time they read it. Goal: rewrite one policy so the intended readers know what to do, without changing what it means. Inputs - Policy text: {{policy_text}} - Who will read it: {{audience}} - Wording that must stay exactly as written: {{must_keep}} Steps 1. Read the policy and list what it requires, allows and forbids, plus every number, deadline and approval. 2. Rewrite it in short sentences with everyday words. Say "you" for the employee and name the role for everyone else. 3. Put the action first, then the reason, then any exception. 4. Keep every number, deadline and condition exactly as given. Keep the "must stay" wording word for word. 5. Replace jargon with plain words, or explain it once in brackets. 6. Compare your rewrite with the original line by line. Note anything you were unsure about instead of guessing. Output format ## Plain-language version ## What was kept exactly ## Meaning check (what is the same, what was clarified) ## Questions for the policy owner Quality bar - Use only what was supplied; write "Not stated" instead of inventing. - Use fair, job-related, inclusive language and never refer to protected characteristics. - Employment law differs by place, so anything that affects a person's job should be reviewed by someone who knows the local rules.

Plain-language version Calling in when you cannot work If you cannot come to work and it was not planned, phone your line manager at least 2 hours before your shift starts. If you tell your manager too late and you do not have a good reason, your absence may be treated as unauthorised absence. What was kept exactly - "2 hours" is unchanged. - "unauthorised absence" is unchanged. Meaning check - Same: you must phone, you phone your line manager, the notice is 2 hours before the shift, and late notice without a good reason may have this result. - Clarified: "report unplanned absence" now reads "cannot come to work and it was not planned". "A shift" is now "your shift". - Not changed: "may be treated as" stays a possibility. The rewrite does not say it always happens. - Reading level: short sentences of about 10 to 15 words, with no jargon, for readers using English as a second language. Questions for the policy owner 1. What counts as a good reason? The policy does not say. 2. What should a person do if their line manager does not answer the phone? Not stated. 3. What happens after an absence is treated as unauthorised? Not stated, so the rewrite says nothing about it. 4. Should a translated version be offered? Employment law and language duties differ by place, so please have the final wording reviewed by someone who knows the local rules before it is issued.