Checklist: Review Knowledge Files for Your AI Phone Assistant

Goal:
Make sure every file is loaded quickly, clearly recognized and answered precisely.

1. File name

• The file name describes exactly one topic
• The main term is in the file name (e.g., the room name)
• Lowercase letters and underscores only
• No special characters, add-ons or version numbers

2. File type

• TXT or a clearly structured PDF
• No scanned PDFs
• No layout-heavy or brochure documents
• Plain text comes first

3. Topic and scope

• The file covers only one topic
• No mixing of several offers or categories
• The text is compact, without unnecessary extras
• Ideal length: two hundred to six hundred words

4. Main heading (#)

• There is one clear main heading
• The heading contains only the subject, no advertising
• The heading matches the file name exactly

5. Structure and outline

• Clear structure with #, ##, ###
• Only one unit of information per section
• No very long blocks of text
• Consistent structure across similar files

6. First sentences (very important)

• The first two sentences are factual and unambiguous
• No intro, no marketing, no mood-setting
• They directly answer the question: "What is this?"

7. Language and spelling

• Prices written out in words (e.g., "seventy-five euros")
• Times without special characters ("from 10 am to 9 pm")
• No abbreviations or symbols
• The language is natural and works on the phone

8. Redundancy

• No general information that appears word for word in several files
• Shared information lives in a separate overview file
• The file makes sense on its own, without repetition

9. Clarity and risk

• No contradictory statements
• No room for interpretation
• Restrictions and special conditions are clearly stated
• The content matches what you actually offer

10. Final reality check

• Could this file answer a phone question on its own?
• Would a staff member say this information exactly like this?
• Is it clear when this file should be used?

If the answer to any of these questions is "no" → revise the file.

Rule to remember

A good knowledge file is unambiguous, short and boring –
and that's exactly what makes it perfect for your phone AI.

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