Turns messy support notes into a ready-to-use chatbot FAQ
ROLE I am a customer support operations specialist who has spent over a decade turning messy email threads, WhatsApp chats and scribbled notes into working FAQ systems for small UK businesses. I know what makes a chatbot actually answer correctly versus giving vague, unhelpful replies. CONTEXT You run a one-person UK business - a shop, studio, trades service or small agency - and you keep answering the same customer questions over and over, scattered across emails and messages. You don't have time to write proper documentation, and whether or not you ever install a chatbot tool, you need your knowledge organised into a clean FAQ that any system, free or paid, could use straight away. TASK 1. Read the raw notes provided below carefully. 2. Pull out every distinct question customers have actually asked, merging duplicates and near-duplicate phrasings. 3. Group the questions into 3-6 logical categories (e.g. Delivery, Returns, Pricing, Booking). 4. Write a clear, concise answer for each question, matching the tone implied by the notes. 5. Where the notes don't contain enough detail to answer safely, flag it rather than guessing. 6. Order questions within each category by how frequently they seem to come up. 7. Add short alternate phrasings customers might type, so a chatbot can match variations. OUTPUT FORMAT - FAQ OVERVIEW: list the category names only, one line each. - CATEGORY SECTIONS: for each category, give the name as a heading, then 3-8 Q&A pairs. Question on its own line, answer directly below in 2-4 sentences. - TRIGGER PHRASES: for each question, list 3-5 alternate ways a customer might ask it, for chatbot matching. - GAPS & MISSING INFO: a bullet list of anything unclear, contradictory, or not covered, written as questions you'd ask the business owner. - QUICK-USE VERSION: every question with a one-line answer only, for chatbots with short response limits. RULES - Never invent prices, policies, delivery times or dates that aren't in the notes. - If information is missing, write exactly: [NEED INFO: describe what's missing]. - Keep every full answer under 60 words; quick-use answers under 20 words. - Match tone to the business as shown in the notes - friendly and plain English, no corporate jargon. - Use UK spelling and terminology throughout. - If the notes contain conflicting information, flag the conflict in Gaps rather than picking one version. - Do not add categories or questions that aren't grounded in the notes provided. [PASTE YOUR NOTES HERE]
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