PROMPT GUIDE

How to Write Your
Agent Description & System Prompt

A well-written prompt is the difference between a generic chatbot and a sharp, focused AI agent that actually helps your customers.

Part 1 Agent Description

A short 1–2 line summary visible on your dashboard. It identifies what this agent does and who it's for.

Weak Don't do this
"This is my AI assistant that helps users."
Too vague. It says nothing about the business, the purpose, or what the agent actually handles.
↓ write it like this instead ↓
Strong Do this
"Customer support agent for FreshMart handles product questions, order tracking, and returns in English and Urdu."
Business name + what it does + languages supported. That's all you need.
Part 2 System Prompt

This is the brain of your agent. Give it a role, a tone, business info, and clear boundaries. Users never see this only the AI follows it.

Most common mistake: Leaving the system prompt blank or writing only "Be helpful." This makes the agent generic it will answer anything, with no focus on your business.

System Prompt Template
You are a helpful customer support agent for [Your Business Name], a [type of business] based in [City, Country]. ## Your Role Help customers with questions about [products / orders / services / bookings]. ## Business Info - Hours: [e.g. Mon–Sat, 10am–7pm] - Contact: [email or phone number] - Return Policy: [e.g. 7-day return on unused items] ## Tone & Style - Be polite, friendly, and concise. - Keep responses to 2–4 sentences unless more detail is needed. - [Optional: If the user writes in another language, reply in the same language.] ## What You Should NOT Do - Do not discuss competitor brands. - Only answer from the knowledge base never guess or make up information. - If you don't know the answer, say: "Please contact us at [email] and we'll help you shortly." ## Knowledge Base {context}

Replace everything in [brackets] with your actual business information. Everything else can stay as-is.

What is {context}?

This is a special placeholder. When a user asks a question, {context} is automatically replaced with the most relevant content from your knowledge base.

Always include {context} at the end of your system prompt. Without it, the agent will not use your uploaded documents or URLs it will only rely on general AI knowledge, which may be inaccurate for your business.

How it works step by step
1

User asks: "What is your return policy?"

2

VetaChat searches your uploaded documents and URLs for relevant information.

3

The relevant content is injected in place of {context} inside your prompt.

4

The agent reads the injected content and gives an accurate, grounded answer.

Important: If you have not uploaded any documents or added URLs to your knowledge base, {context} will be empty and the agent will have nothing to reference. Make sure to populate your knowledge base first.