Write a policy update memo
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.