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How to write documents for the AI Agent Knowledge Base

Pau Sanchez Updated by Pau Sanchez

Imagine your document is like a cookbook. The AI isn’t reading the whole book at once — it’s flipping through recipes and pulling out the one that matches your question. The clearer and better-organized the recipes are, the better the AI can find the right answer.

10 Simple tips

1. Write in Question–Answer style

Think about what people will ask.

Example:

Q: How do I reset my password?
A: Go to the login page, click 'Forgot Password', and follow the link sent to your email.

2. Use clear titles and subtitles

Break your document into sections with obvious headings

Example:

"Resetting Passwords"
"Changing Email Address"

3. Give step-by-step instructions

List actions one by one.

Example:

1. Click Settings
2. Select Security
3. Click 'Reset Password'

4. Explain terms in simple language

If you use special words, define them.

Example:

“Two-Factor Authentication: An extra code you get by text or app after your password.”

5. Make each answer complete on its own

Repeat the needed information so every answer makes sense if it’s read alone. Don’t say “See above.”

Bad Example:

Q: How do I update my billing address?
A: Follow the same steps as in the “Update Payment Method” section above.

Good Example:

Q: How do I update my billing address?
A:
1. Go to Settings > Billing
2. Click Update Billing Address
3. Enter your new address and click Save

6. Avoid vague language

When you write instructions, the AI can’t “guess” what you mean. Be clear, precise and specific.

Bad Example:

Q: How do I submit my application
A: Do it the usual way after filling out the form

Good Example:

Q: How do I submit my application?
A: After filling out the form, click the blue button labeled "Submit"

7. Prefer lists, not tables

Tables are hard for AI to parse. Lists are easier to read and retrieve.

Bad Example:

Plan

Messages per Day

Free

50

Pro

Unlimited

Good Example:

Free Plan: 50 messages per day
Pro Plan: Unlimited messages

8. Group by category

Organize questions so related topics are together. This helps both users and AI find the right info quickly.

Bad Example:

Q: How do I reset my password?
Q: How do I update my payment method?
Q: How do I change my username?

Good Example:

[Security]
A: After filling out the form, click the blue button labeled "Submit"

9. Add examples

Concrete examples make instructions clearer and help the AI match real user queries.

Bad Example:

Q: How do I reset my password?
A: Go to login page and click "Forgot Password"

Good Example:

Q: How do I reset my password
A: Go to login page and click "Forgot Password"
Example: If you forgot your password, enter your email and check your inbox for a reset link

10. Keep sections short

Long answers get cut up into smaller pieces. Short, focused answers make it easier for AI to retrieve the right one

Bad Example:

Q: How do I cancel my account?
A: To cancel your account, log in, click Settings, scroll down until you see Account Options, click Cancel, then confirm. If you have a Pro account, you’ll need to downgrade first, then cancel. If you’re on Enterprise, contact support. If you cancel, your data is deleted after 30 days. If you change your mind, you can restore within 7 days…

Good Example:

Q: How do I cancel my account?
A:
1. Log in and go to Settings > Account Options.
2. Click Cancel Account and confirm.

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