Key Takeaways
- Six copy-paste prompts cover the HR and admin jobs that repeat every week: bilingual notices, leave questions, MPF explanations, part-timer hour checks, job ads and minutes.
- Gemini (open to Hong Kong since March 2026), Microsoft 365 Copilot Chat and Perplexity all work locally; ChatGPT and Claude are not officially supported here.
- Never let the model recall Hong Kong rules from memory. Paste the Labour Department or MPFA text into the prompt and tell it to use only that.
- Replace names, HKID numbers and salaries with placeholders before you paste anything, in line with the PCPD's guidance on generative AI at work.
Most of an HR or admin week is the same six documents written slightly differently. These six prompts move that work from writing to reviewing: the model drafts, you check the facts and sign off.
Each prompt is ready to copy. Variables sit in [square brackets]. The rule that makes them safe for Hong Kong is simple: you supply the facts, the model supplies the wording.
Which AI tools can a Hong Kong HR team use in 2026?
Gemini, Microsoft 365 Copilot Chat and Perplexity are all officially available in Hong Kong. Gemini opened to the public in March 2026, and Copilot Chat comes with Microsoft 365 work accounts. ChatGPT and Claude do not officially support Hong Kong, so do not build an HR workflow on them.
According to Hong Kong Free Press, Gemini began rolling out to all Hong Kong users on 16 March 2026. Copilot Chat sits inside Outlook, Word and Teams for staff signed in with a work account, which keeps prompts inside your company tenant.
What you need
| Tool | Plan that works | Where to start | Usable in Hong Kong? |
|---|---|---|---|
| Gemini | Free, or Google Workspace with Gemini | gemini.google.com, or the Gemini side panel in Gmail and Docs | Yes, since March 2026 |
| Microsoft 365 Copilot Chat | Included with a Microsoft 365 work account | m365.cloud.microsoft, or the Copilot icon in Outlook and Word | Yes |
| Perplexity | Free or Pro | perplexity.ai | Yes |
| ChatGPT / Claude | Any | Not recommended for HR data | Not officially supported |
How do you write a bilingual staff notice with AI?
Give the model the facts as a list, ask for English and Traditional Chinese written separately rather than translated, and set a reading level. A notice built this way needs one review pass instead of two rewrites, because the model cannot invent dates you did not give it.
Prompt 1: Holiday arrangement notice
You are the HR officer at [company name], a Hong Kong company with [number] staff.
Write a staff notice about [topic, e.g. year-end holiday arrangements].
Use ONLY these facts:
- [fact 1, e.g. the office closes on 25 December]
- [fact 2]
- [contact person and extension]
Write two versions: English, then Traditional Chinese in formal written style (not spoken Cantonese).
Write each version natively, not as a translation.
Keep each under 150 words. End with who to contact.
If a fact is missing, write [TO CONFIRM] instead of guessing.What good output looks like: two short notices with identical dates, a clear contact line and [TO CONFIRM] wherever you left a gap.
How can AI answer staff questions about leave and statutory holidays?
Paste the official list and your handbook into the prompt and instruct the model to answer only from them. Hong Kong has 15 statutory holidays in 2026 because Easter Monday was added this year, a change many models still miss if they answer from memory.
The Labour Department's 2026 list confirms 15 statutory holidays, with Easter Monday new from 2026. Statutory holidays are not the same as the 17 general holidays, and staff confuse the two every year.
Prompt 2: Leave policy answer bot
Answer the staff question below using ONLY the two sources provided.
Source A, Labour Department statutory holidays 2026: [paste list]
Source B, our employee handbook leave section: [paste text]
Question: [staff question]
Rules:
1. Quote the line you relied on.
2. Say whether the answer comes from the law (Source A) or company policy (Source B).
3. If neither source answers it, reply 'Please check with HR' and nothing else.How do you check MPF and the new 468 rule with AI?
Use AI to explain and to flag, never to calculate final payroll. Feed it the current figures: 5% each from employer and employee, a HK$30,000 maximum relevant income and a HK$1,500 monthly cap. For part-timers, ask it to flag weeks that fail the 468 rule in force since 18 January 2026.
The 468 rule lowers the continuous-contract test to 17 hours a week, or 68 hours across a four-week period, according to RPC's summary of the Employment (Amendment) Ordinance 2025. Since 1 May 2025, employers also cannot use mandatory MPF contributions to offset severance or long service payments for service after that date, as set out by the MPFA.
Prompt 3: Part-timer hours check
Below is a rota for part-time staff, with employee codes only (no names).
[paste table: code | week start | hours]
For each employee, check two tests over each rolling four-week period:
(a) at least 17 hours in every week; (b) at least 68 hours in total.
Output a table: code | period | test a | test b | meets 468 rule?
Do not give legal advice. List anything ambiguous for HR to confirm.Prompt 4: MPF explainer for a new hire
Write a short welcome note explaining MPF to a new employee earning about HK$[salary band].
Use only these figures: [paste current MPFA contribution figures].
Include: who pays what, when contributions start, and where to check their account.
End with: 'Figures checked against MPFA on [date].'Which AI prompts help with hiring and meetings?
One prompt turns your notes into a bilingual job ad and flags wording that could breach Hong Kong's anti-discrimination ordinances. A second turns any meeting transcript, from an interview panel to a monthly admin review, into decisions and an owner-by-owner action table you can send the same day.
Prompt 5: Bilingual job ad with a wording check
Write a job ad for [role] at [company] from these notes: [paste].
Give an English version and a Traditional Chinese version.
Then list any phrases in my notes that refer to age, sex, marital status, pregnancy, disability, family status or race, and suggest neutral wording.
Format: Ad (EN) | Ad (ZH) | Wording to review.Hong Kong's anti-discrimination ordinances, enforced by the Equal Opportunities Commission, cover sex, marital status, pregnancy, disability, family status and race. Age is not covered by an ordinance, but the Labour Department's voluntary guidelines discourage age limits in ads. The model's list is a prompt for your own review, not a legal sign-off.
Prompt 6: Meeting minutes to action list
Turn this transcript of the [meeting name] meeting into minutes.
Transcript: [paste]
Output: 1) decisions, 2) action table with Owner | Task | Due date, 3) open questions.
Use only what was said. Mark unclear owners or dates as [TO CONFIRM].How do you keep employee data safe when using AI prompts?
Strip identifiers before you paste: swap names for codes, delete HKID and bank numbers, and round salaries into bands. Use a company account with chat history and training controlled by IT, and keep a short list of what staff may and may not paste, as the PCPD recommends.
The Privacy Commissioner's office published a checklist in March 2025 to help employers set internal rules for staff use of generative AI.
- Names become [EMP-01], [EMP-02]
- HKID, passport and bank numbers are never pasted
- Salaries become bands such as HK$20,000 to 25,000
- Medical details stay out of prompts entirely
How do you adapt these prompts to your own company?
Save each prompt with your facts already filled in: company name, contact, handbook text and the current official lists. In Gemini, save it as a Gem or Skill, since Google is moving Gems to Skills; in Copilot, keep it in a shared Word file the team can copy from. Update the pasted facts every January and whenever law changes.
Add one line to every saved prompt: 'Last verified: [date]'. When a model answer conflicts with that date's official text, the text wins. All figures in this article were last verified on 4 November 2026.
Let the model draft, keep the facts in your hands
The value of these prompts comes from one habit: you paste the official source, the model writes. Start with Prompt 1 for this year's holiday notice, then run Prompt 3 before your next part-time rota.
Empowering AI. Centered on you.
Hand the routine HR and admin work to an AI employee
If you would rather not build and maintain these prompts yourself, UD can deploy and run an AI employee for HR and admin, with data kept on Hong Kong servers or your private cloud. We'll walk you through every step, from the free configuration assessment to go-live, with zero setup fee.
Get a Free AI Staff Assessment
Frequently Asked Questions
Can I paste employee data into Gemini or Copilot?
Only after removing identifiers. Replace names with codes and never paste HKID, bank or medical details, in line with the PCPD's March 2025 checklist on generative AI at work.
How many statutory holidays does Hong Kong have in 2026?
Fifteen. Easter Monday became a statutory holiday from 2026 under the Employment (Amendment) Ordinance 2021, according to the Labour Department.
What if the AI gives a wrong legal answer to staff?
The prompts tell the model to answer only from pasted sources and to say 'Please check with HR' otherwise. Keep a person reviewing any answer that involves pay, leave or dismissal.