{"id":4364,"date":"2024-07-04T15:41:11","date_gmt":"2024-07-04T15:41:11","guid":{"rendered":"https:\/\/support.spoki.com\/docs\/uncategorized\/how-to-write-documents-for-ai\/"},"modified":"2025-07-21T14:24:04","modified_gmt":"2025-07-21T14:24:04","password":"","slug":"how-to-write-documents-for-ai","status":"publish","type":"docs","link":"https:\/\/support.spoki.com\/en\/docs\/how-to-en\/how-to-write-documents-for-ai\/","title":{"rendered":"How to write documents for AI"},"content":{"rendered":"\n<p>Writing training documents for artificial intelligence correctly is extremely important for its proper functioning. Think of document data as the AI&#8217;s knowledge base. Well-structured document helps AI follow instructions precisely, reducing errors and improving complex task execution.<br><br>We therefore list a few rules to follow:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Include as the <strong>name<\/strong> of the document a short description of the topic you are going to cover in the text (e.g. &#8216;How to create an automation&#8217;).<br><\/li>\n\n\n\n<li>Insert as document <strong>text<\/strong> the entire description of the topic we want to use to train the AI (e.g. &#8216;How to create an automation&#8217;). &#8220;To create an automation follow these steps: &#8230;&#8221;<br><\/li>\n\n\n\n<li>Select the <strong>language<\/strong> of the inserted document. The AI will still answer in the language in which the question was asked.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1516\" height=\"730\" src=\"https:\/\/support.spoki.com\/wp-content\/uploads\/2024\/07\/Screenshot-2025-07-21-at-16.23.53.png\" alt=\"\" class=\"wp-image-7096\" srcset=\"https:\/\/support.spoki.com\/wp-content\/uploads\/2024\/07\/Screenshot-2025-07-21-at-16.23.53.png 1516w, https:\/\/support.spoki.com\/wp-content\/uploads\/2024\/07\/Screenshot-2025-07-21-at-16.23.53-300x144.png 300w, https:\/\/support.spoki.com\/wp-content\/uploads\/2024\/07\/Screenshot-2025-07-21-at-16.23.53-1024x493.png 1024w, https:\/\/support.spoki.com\/wp-content\/uploads\/2024\/07\/Screenshot-2025-07-21-at-16.23.53-768x370.png 768w\" sizes=\"(max-width: 1516px) 100vw, 1516px\" \/><\/figure>\n\n\n\n<p>It is advisable to click on <strong>optimize text<\/strong> once the description has been entered so that it is optimised for better learning by the AI should the need arise.<br><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Key Points for an Effective AI Document<\/strong><\/h2>\n\n\n\n<p>1. <strong>Provide Comprehensive Business Information:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Customer Interaction &amp; Behavioral Data:<\/strong> Include historical chat transcripts, email exchanges, purchase history, and sentiment analysis data to help the AI understand customer patterns and needs. \u00a0<\/li>\n\n\n\n<li><strong>Product &amp; Service Knowledge:<\/strong> Offer detailed specifications, user manuals, step-by-step guides, troubleshooting solutions, and Frequently Asked Questions (FAQs) for all your offerings. \u00a0<\/li>\n\n\n\n<li><strong>Company Policies:<\/strong> Clearly articulate policies related to returns, warranties, shipping, privacy, and billing. \u00a0<\/li>\n\n\n\n<li><strong>Backend System Data:<\/strong> Integrate with core systems like CRM and e-commerce platforms to provide real-time customer data (e.g., purchase history, account status) for personalized responses. <\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p><em>Example:<\/em><\/p>\n\n\n\n<pre class=\"wp-block-code\"><code># TechSupport Pro Knowledge Base\n\n## Product: ProConnect Router X1000\n  **Description**: High-speed Wi-Fi 6 router for homes and small offices.\n  **Features**: Dual-band (2.4GHz\/5GHz), 4 Gigabit Ethernet ports, WPA3 security, easy mobile app setup.\n  **Setup Guide**: Connect power adapter. Plug Ethernet cable from modem to WAN port. Connect devices to LAN ports or Wi-Fi.\n## Service: Premium Support Plan\n  **Details**: 24\/7 phone and chat support, remote troubleshooting, priority service.\n  **Eligibility**: Available for all ProConnect Router models.\n## Company Policy: Return Policy\n  **Standard Returns**: 30-day return window for unused products in original packaging.\n  **Refunds**: Processed within 7 business days to original payment method.\n\n<\/code><\/pre>\n\n\n\n<p>2. <strong>Structure Content for AI Readability<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Customer-Centric Organization:<\/strong> Structure content based on how customers typically search for information, not your internal organizational structure. \u00a0<\/li>\n\n\n\n<li><strong>Logical Hierarchy:<\/strong> Organize information from broad topics to specific details, making it easy for the AI to narrow its search. \u00a0<\/li>\n\n\n\n<li><strong>Clear Categories &amp; Headings:<\/strong> Use distinct, non-overlapping categories and descriptive headings that accurately reflect the content beneath them. Employ proper HTML tags (e.g., <code>&lt;h1><\/code>, <code>&lt;h2><\/code>) for headings, as AI models recognize these for understanding hierarchy. <\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p><em>Example:<\/em><\/p>\n\n\n\n<pre class=\"wp-block-code\"><code># TechSupport Pro Help Center\n\n## I. Getting Started (Customer-Centric Category)\n### A. Router Setup Guides (Broad to Specific Hierarchy)\n#### 1. ProConnect Router X1000 Setup (Descriptive Heading)\n    * (Content about X1000 setup)\n#### 2. ProConnect Router Y2000 Setup\n    * (Content about Y2000 setup)\n### B. Initial Connection Tips\n    * (Content for first-time users)\n\n## II. Troubleshooting &amp; Support (Non-Overlapping Category)\n### A. Common Connectivity Issues\n    * (Content for Wi-Fi drops, no internet)\n### B. Device Compatibility\n    * (Content for connecting various devices)\n\n## III. Account &amp; Billing (Distinct Category)\n### A. Managing Your Account\n    * (Content for profile updates)\n### B. Billing Inquiries\n    * (Content for payment questions)\n\n<\/code><\/pre>\n\n\n\n<p>3. <strong>Craft High-Quality, AI-Parsable Content:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Standalone Information Chunks:<\/strong> Ensure all information is provided in full, complete sentences. Avoid fragments or internal references (e.g., &#8220;As you saw in our last example&#8221;), as AI presents information in discrete chunks.<\/li>\n\n\n\n<li><strong>Clear &amp; Consistent Terminology:<\/strong> Use unambiguous words and avoid terms with multiple meanings within your knowledge base to prevent confusion and irrelevant search results. <\/li>\n\n\n\n<li><strong>Simple Language:<\/strong> Write concisely, using short, direct sentences. Avoid long, meandering, or overly complex sentences that are difficult for AI to parse. \u00a0<\/li>\n\n\n\n<li><strong>Minimize Non-Textual Core Information:<\/strong> Provide critical information primarily in text format. If images or videos are used, ensure accompanying text, alt text, or transcripts, as generative AI primarily processes text. \u00a0<\/li>\n\n\n\n<li><strong>Factual Accuracy &amp; Consistency:<\/strong> All information must be consistently up-to-date, factually correct, and internally consistent across all articles.<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p><em>Example:<\/em><\/p>\n\n\n\n<pre class=\"wp-block-code\"><code># TechSupport Pro Content Quality\n\n## Standalone Information Chunks\n  *** Bad Example:** \"Yes. Via app.\" (In response to \"Can I set up the router using an app?\")\n  *** Good Example:** \"Yes, you can set up your ProConnect Router X1000 quickly and easily using the dedicated TechSupport Pro mobile app.\"\n\n## Clear &amp; Consistent Terminology\n  *** Bad Example:**\n      * Article 1: \"To access your** portal**, log in here.\" (Referring to customer account dashboard)\n      * Article 2: \"The** portal** on the router allows for cable management.\" (Referring to a physical opening)\n  *** Good Example:**\n      * Article 1: \"To access your** customer dashboard**, log in here.\"\n      * Article 2: \"The** cable management opening** on the router allows for tidy cable routing.\"\n\n## Simple, Direct Language\n  *** Bad Example:** \"It is imperative that users, upon encountering a cessation of network connectivity, initiate a diagnostic protocol by systematically verifying the operational status of all interconnected hardware components.\"\n  *** Good Example:** \"If your internet stops working, first check that all your router and modem cables are securely connected.\"\n\n## Minimizing Non-Textual Core Information\n  *** Recommendation:** If you have a diagram showing router ports, always include a text description of each port and its function. AI primarily processes text.<\/code><\/pre>\n\n\n\n<p><strong>Important notes:<\/strong><br>Always keep in mind that the documents needs to be updated or refreshed for any changes on your business processes. So please add\/remove data when something (where AI context is involved) changes.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Writing training documents for artificial intelligence correctly is extremely important for its proper functioning. Think of document data as the [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[45],"doc_tag":[],"class_list":["post-4364","docs","type-docs","status-publish","hentry","doc_category-how-to-en"],"year_month":"2026-04","word_count":866,"total_views":0,"reactions":{"happy":0,"normal":0,"sad":0},"author_info":{"name":"Alessandro Santoro","author_nicename":"alessandrosantoro","author_url":"https:\/\/support.spoki.com\/en\/author\/alessandrosantoro\/"},"doc_category_info":[{"term_name":"How to","term_url":"https:\/\/support.spoki.com\/en\/docs-category\/how-to-en\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to write documents for AI - Supporto Spoki<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/support.spoki.com\/en\/docs\/how-to-en\/how-to-write-documents-for-ai\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to write documents for AI - Supporto Spoki\" \/>\n<meta property=\"og:description\" content=\"Writing training documents for artificial intelligence correctly is extremely important for its proper functioning. 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