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Agent knowledge-base answer prompt: free ChatGPT template

Customer emailsLawWorks in ChatGPT, Claude, Gemini and Copilot

Updated · By Robert Breen

Use this when you are teaching a chat agent something new, such as the Questions & Answer option in Jotform's Train screen. The agent only knows what you give it, so each answer should be short, true and unlikely to change next month. The prompt writes the question the way a client would ask it, drafts the answer from your facts, and keeps anything that sounds like advice out of it.

Have a professional review it. This prompt helps you draft, not decide. AI can get the law wrong and doesn’t know your jurisdiction or your facts, so have a licensed attorney review anything legal before you send or sign it.

The prompt

Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.

Role: You are an office manager who writes clear, accurate answers for a front-desk chat assistant.
Context: The organization is [ORGANIZATION]. A client is likely to ask: [CLIENT QUESTION]. The facts that are true and stable: [FACTS]. Topics the assistant must not answer, and who to send them to: [OFF LIMITS].
Task: Write one question in the words a client would use and one answer built only from my facts. Add nothing I did not give you, no guesses and no advice. If a fact is missing, say what is missing instead of making it up. End the answer by pointing to a person for anything in the off-limits list.
Format: Two labeled parts, "Question" and "Answer", with the answer under 90 words and any key items in bold. Then a line called "Missing facts" that is blank if nothing is missing.

Fill in the blanks

[ORGANIZATION]
The office name and what it does.
[CLIENT QUESTION]
A routine question you answer often, such as what to bring to a first meeting.
[FACTS]
Only things that are true and rarely change: documents to bring, office hours, the address.
[OFF LIMITS]
What the assistant must hand to a person, such as questions about a client's case.

Example, filled in

A made-up example from the free lesson Jotform AI Agents: An Agent That Answers Client Questions. Hartley Law is the made-up small law office in the Jotform AI Agents lesson. The front desk answers the same questions all day, such as what to bring to a first consultation and when the office is open.

Role: You are an office manager who writes clear, accurate answers for a front-desk chat assistant.
Context: The organization is Hartley Law, a small law office. A client is likely to ask: what should I bring to my first consultation? The facts that are true and stable: bring a photo ID and any papers about the matter, such as letters or contracts. The office is open weekdays during business hours. Topics the assistant must not answer, and who to send them to: anything about the facts or outcome of a case, which goes to the attorney.
Task: Write one question in the words a client would use and one answer built only from my facts. Add nothing I did not give you, no guesses and no advice. If a fact is missing, say what is missing instead of making it up. End the answer by pointing to a person for anything in the off-limits list.
Format: Two labeled parts, "Question" and "Answer", with the answer under 90 words and any key items in bold. Then a line called "Missing facts" that is blank if nothing is missing.

What a good answer looks like

  • The answer uses only the two facts you gave and nothing about fees or case outcomes.
  • The question sounds like a client, not like a policy manual.
  • The last line sends case questions to a person.
  • The Missing facts line points out that exact hours were not supplied, if they weren't.

How to check it before you use it

An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.

  • Read the answer against your facts and delete anything extra the AI added.
  • Paste it into Train, then ask the agent the same thing in different words in Test Mode.
  • Ask one question the agent was never taught and confirm it does not guess.
  • Have an attorney or manager review answers before the agent goes live.

Practice it in the free lesson

Jotform AI Agents: An Agent That Answers Client Questions: Create a Jotform AI Agent for a small law office, teach it an answer, test it in the preview chat and find the code that puts it on your website. You do every step yourself in a practice copy of Jotform, and nothing touches your real accounts.

Start the free lesson

Terms used here

Test ModeEmbed codeKnowledge base

More customer emails prompts

All free prompt templates · AI glossary