General Information

The most effective way to explain this to your clients is to share a short guide that outlines the general principles, along with a ready-to-use template (in Markdown or Word) they can copy and fill out.

Document Objective

The goal is to provide content that is clear, well structured, and as explicit as possible, so the FAQ system can respond accurately and without ambiguity. A good document should help the LLM understand:

• What type of property it is (hotel, hostel, resort, apartments).

• What services it offers, including schedules, prices, and conditions.

• What policies apply (cancellation, children, pets, check-in, etc.).

  Common questions guests have and what is the official response?

Guiding Principles

We recommend that your clients follow these rules in all files they provide:

• Plain and clear text

• Avoid heavily designed PDFs, complex tables embedded in images, or scanned documents.

• Prioritize formats like Markdown, Word, or plain text, with clear headings, paragraphs, and lists.

• One idea per paragraph/field

• Don't combine too much information in the same sentence.

• Literal language, little marketing

• Reduce vague phrases ("modern rooms," "excellent location") and replace them with specific details: square footage, bed type, distance to the beach (in meters), etc.

• Avoid metaphors or jokes in operational information.

• Consistency of terminology

• Always use the same names for: room types, meal plans, rates, restaurants, lounges, etc.

• If a room is called "Deluxe Sea View Suite," do not alternate between "Deluxe Sea View Suite" and "Deluxe Sea View Suite" in other documents.

• Avoid temporal and conditional ambiguities

• Do not use "currently," "for now," or "normally" without specific numbers.

• It is preferable to say: "Breakfast: 7:00–10:30 daily."

• If there are exceptions (holidays, peak season), document them in specific sections.

Poor example:

"Check-in is flexible, usually around 2:00 PM, but earlier is possible, and late check-out is sometimes possible upon request."

Good example:

"Standard check-in time: 2:00 PM."

"Check-in before 2:00 PM: upon request and subject to availability."

"Late check-out: upon request; may incur an additional charge."