Fact sheet your assistant answers from
The 18 pieces of information to collect in one document before your assistant goes live, so it answers from facts instead of guessing. You get a fill in the blanks list you can complete in an afternoon.
Who it is for: An owner about to launch an AI assistant and wondering what information it needs
An AI assistant is only as accurate as the facts you hand it. If you never tell it your service area, it will make one up. If you never tell it your hours, it will apologize and guess. Every wrong answer costs trust. The fix is one plain document, kept current, that the assistant reads from.
Gather first
- Your website, your Google Business Profile and your last 30 customer emails. Most of the facts are scattered across those three places.
- One person who knows the operation well enough to answer "what do we say when".
How to use it
Open a blank document. Work the list top to bottom and write the answer under each item in full sentences, the way you would explain it to a new hire. Where the answer is "it depends", write what it depends on. Save it somewhere the whole team can see and put a date at the top. Review it monthly.
What good looks like
A new front desk person could read it on day one and answer 90 percent of phone calls without asking you.
1. Legal business name, the name customers use, and any former names people still search for. 2. What we do, in two sentences a customer would understand, and what we do not do (the jobs we turn down and who we refer them to). 3. Every service we offer, each with a one paragraph description, what is included, and what is not. 4. Service area: every town, neighborhood and county we work in, and the ones we do not. 5. Hours of operation, holidays we close, and how fast we respond to messages outside hours. 6. Phone, email, physical address if customers may visit, and the booking link for a call or visit. 7. How pricing works: by the hour, by the job, by the square foot, by a quote after a visit. Any minimums or ranges we are willing to state publicly, and the exact sentence to use when we are not. 8. How a new customer gets started, step by step, from first contact to the first day of work. 9. Typical timelines: how far out we are booking, how long common jobs take, and what changes those numbers. 10. Payment: deposits, methods accepted, when invoices are due, financing if any. 11. Licenses, insurance, certifications and warranties, with the actual numbers and terms. 12. The 15 questions customers ask most, with the answer we want given, in our words. 13. Policies: cancellations, rescheduling, weather, access to the property, pets, parking. 14. Who is on the team, their roles, and which names the assistant may mention. 15. The things the assistant must never say or do, each with the sentence to use instead. 16. When to hand off to a human, who that human is, and how to reach them during and after hours. 17. Current promotions, seasonal notes or temporary changes, with an expiration date on each. 18. The date this sheet was last reviewed and the name of the person who owns keeping it current.
Would rather have it done?
This is something we already run for clients. Send the intake and name this playbook; we will come back within a business day.
Goes well with
FAQ generator that earns answer boxes
Turns the questions you answer every day into FAQ copy written the way Google answer boxes and AI tools quote it: direct answer first, then why.
Job description for your website assistant
Produces the instructions that define your website assistant: its name, its job, how it talks, what it is allowed to say and what it never says.
Testing your assistant before launch
Twenty questions to ask your assistant before it talks to a real customer, covering the easy ones, the trick ones and the ones that should go to a human.