Document Best Practices: Optimize Your Documents for AI Training

✅ Include Essential Elements

• Clear titles and descriptions: Help AI understand the document's purpose
• Metadata: Add author, dates, tags, and other relevant information
• Structured data: Use tables, lists, and headings to organize information
• Adequate length: Aim for at least 300-500 words for detailed content
• Background context: Include related topics and cross-references

📊 Completeness Checklist

• Document has a clear title/name
• Description or summary is provided
• Metadata fields are filled (author, dates, tags)
• Content includes structured elements (headings, lists, tables)
• Document contains substantial content (300+ words recommended)

✍️ Writing for Clarity

• Optimal sentence length: Keep sentences between 10-20 words (most readable)
• Active voice: Use active voice instead of passive voice for clearer communication
• Clear headings: Add headings to organize sections and improve navigation
• Specific details: Include numbers, dates, names, and concrete information
• Examples: Provide concrete examples and use cases to illustrate concepts

💡 Clarity Tips

• Break long sentences into shorter, clearer statements
• Use phrases like "For example", "Such as", or "For instance" to introduce examples
• Avoid jargon when possible, or provide definitions for technical terms
• Use transition words (however, therefore, furthermore) to connect ideas

📐 Organizing Your Content

• Headings: Use # for main headings, ## for subheadings (Markdown format)
• Multiple headings: Include at least 3-5 headings for longer documents
• Lists: Use bullet points (- or *) for unordered lists
• Numbered lists: Use numbered lists (1. 2. 3.) for sequences and procedures
• Tables: Create tables (| col1 | col2 |) for structured data

🎯 Structure Best Practices

• Start with an introduction or overview
• Break content into logical sections with headings
• Use lists to break down complex information
• End with a conclusion or summary when appropriate
• Maintain consistent formatting throughout

🎯 Making Content Highly Relevant

• FAQ Format: Use Q: Question? A: Answer format - this is the most effective for AI training
• Multiple FAQs: Include 5+ FAQ pairs for comprehensive coverage
• Informational content: Add definitions, explanations, and descriptions
• Actionable information: Include guides, tutorials, and step-by-step instructions
• Business context: Add business-specific terms and real-world scenarios

📋 FAQ Format Example

Q: What is your return policy?
A: Customers can return items within 30 days of purchase. 
   Returns must be in original condition with receipt. 
   Refunds are processed within 5-7 business days.

Q: How do I reset my password?
A: Go to the login page and click 'Forgot Password'. 
   Enter your email address and check your inbox for 
   reset instructions. The link expires in 24 hours.

⭐ Why FAQs Work Best

• Direct question-to-answer mapping
• Natural language patterns that match user queries
• Clear, concise responses
• Easy for AI to understand and retrieve
• Results in higher confidence scores

📝 FAQ Best Practices

• Use clear, natural question formats (What, How, Why, When, Where, Who)
• Provide comprehensive answers with specific details
• Include examples within answers when helpful
• Aim for 5-10 FAQ pairs per document
• Cover common questions your audience actually asks

💡 Adding Examples

• Use phrases like "For example", "Such as", "For instance"
• Include real-world scenarios and use cases
• Provide step-by-step instructions (Step 1, Step 2, etc.)
• Show before/after examples when applicable

🔄 Maintaining Fresh Content

• Regular updates: Update documents within 30 days for optimal freshness score
• Review dates: Check and update dates, statistics, and time-sensitive information
• Version control: Add version numbers or revision dates to track changes
• Remove outdated info: Delete or update obsolete procedures and policies
• Document changes: Note what changed and when in metadata

📅 Freshness Guidelines

• Updated within 30 days: Excellent freshness score
• Updated within 90 days: Good freshness score
• Updated within 180 days: Acceptable freshness score
• Older than 180 days: Consider reviewing and updating

✅ Essential Elements

• ✓ 300+ words for substantial content
• ✓ 3+ headings for organization
• ✓ 5+ FAQ pairs (Q&A format)
• ✓ Examples and use cases included
• ✓ Lists or tables for structured data
• ✓ 10-20 words per sentence (optimal)
• ✓ Active voice preferred
• ✓ Updated within last 90 days

💡 Start with FAQs

FAQ format is the most effective for AI training. Convert existing content into Q&A pairs when possible. This directly maps user questions to accurate answers.

💡 Use Step-by-Step Guides

Procedural content with numbered steps helps AI understand processes and provide accurate instructions. Use "Step 1:", "Step 2:" format or numbered lists.

💡 Add Context

Include background information, definitions, and related topics to help AI understand the full context. This improves answer quality and relevance.

💡 Be Specific

Include specific details like phone numbers, email addresses, dates, and names to improve answer accuracy. Concrete information helps AI provide precise responses.

❌ What Not to Do

• Too short: Documents under 100 words lack sufficient detail
• No structure: Missing headings makes content hard to navigate
• No examples: Abstract concepts without examples are harder for AI to understand
• Long sentences: Sentences over 25 words reduce clarity
• Passive voice: Overuse of passive voice makes content less clear
• Outdated information: Old content may provide incorrect answers